Vendor visits: compliance forms and ID at the desk

Guest passes · 1 min read · from the Veni help library

A vendor visit is a guest pass with paperwork attached. When a contractor, mover, or service company arrives, Veni can require a signed compliance form before the front desk lets them in, and check the visitor's ID at the desk as part of entry.

The Guest Passes tab, where vendor passes and their status appear

The vendor compliance form

Turn the form on under Building Settings → Key exchange & vendor compliance, where you can also edit its terms (the form is versioned, so past signatures stay tied to the terms in force at the time). At signing, Veni captures the signer's name, company, and phone. For a crew, the party roster is recorded separately, one entry per person.

Signing at the desk

If a vendor pass is unsigned when the visitor arrives, the front desk presents a sign-on QR at the desk; the vendor signs on their own phone. Until it's signed, the pass shows Unsigned; once complete it flips to Signed.

Tracking documents

In front desk buildings with ID checks on, the Guest Passes tab adds a Documents filter row: Any, ID checks, Vendor forms, Key terms, Awaiting signature, and stat cards for Documents on file and Awaiting signature so you can see at a glance who still owes a signature.

Signed compliance forms and ID checks are sensitive records. Both are stored encrypted, access to them is audited, and both are cleared automatically once your building's retention window passes. Veni never keeps a picture of a vendor's ID: it records the visitor's encrypted name and the check's result, not an image. See *ID checks: what Veni records and what it never keeps*.