How to Extend a Visit

There are two methods of extending visits:

  • Extending an open visit by adding a new end date.
  • Extending a visit that has expired or reached it's maximum length by creating a new visit record.

Extending Open Visits:

If the visitor has not yet reached their end date, you can extend their visit up to the maximum for that visitor type. For example, if you initially set up a 'Visiting Lecturer/Researcher' for a 3 month visit, you can extend that same visit up to the maximum of a year (from the original start date).

Here's how to extend the visit:

If the visit is still open, it will appear on the Visits tab once you've logged into the system. Select the visit and click the Open Visit button.

The Visits Tab

You will be taken to the details of that person's visits.

Visit details

To extend the visit, just select the End Date of the open record and enter a new date.

Click the Save button when you have finished.

Note: If you try to extend the visit beyond its maximum length, you will receive an error. Either shorten the visit or create a new visit record (see below: Extending an expired visit).

Extending an expired visit:

If the visit record has already expired, you can't just update the end date for the record but must create a new visit record. This is not a cumbersome as it sounds. To create a new visit record, follow these steps:

Find the record on the Visits tab. If the record has expired, you'll need to change the filtering options.

  • Select the 'Past' checkbox and click Apply. You can similarly enter the person's last name and click Apply to limit the list further.

You should now be able to find the person's visit record(s). Select a record and click the New Visit button.

New Visit

A new Visit record will be created and your main department will be added (change this using the Select button if necessary). Add a new end date and pick the appropriate visitor type from the selection in the bottom half of the form as normal.

Visit details

Click the Save button when you've added the new record.

What does Main mean?
There are several rules built into the system regarding visits - for example controlling maximum visit length and preventing multiple overlapping visits in the same department. Normally you can ignore the 'Main' flag as it will update automatically as one visit ends and another starts. If only one active visit exists, it will always be the Main visit.

It is possible that people will have visits in more than one department at the same time. If that's the case, the Main flag can be set against a particular visit - this is primarily used to indicate which department to display on the visitor's ID card.