Unscheduled visits are also recorded on the Record Visits screen. You record a Visit Type of UNS (unscheduled), and fill in the details (location, visitor, start/end time). If visit restrictions are in effect for offenders or visitors, warning messages appear. (You can still allow the visit to go ahead.)
To access this screen from the Main Menu, select Institutions Visits Record Visits.
If necessary, query in the Header block to locate the offender's record.
The Appointments block automatically shows any visit that has been scheduled for this offender, with the scheduled Visit Type, Location, Date, Start and End Time. To record another visit, click in the Visit Type field, then click Insert or press the down arrow key to bring up a blank record.
Complete these fields:
Visit Type: List of Values available.
Location: List of Values available (shows available tables/locations).
Date: defaults to current date. To change the date, enter another using a MM\DD\YYYY format.
Start Time: enter the start date using an HH:MM format.
End Time: can be recorded now or later when the visit actually ends. Use HH:MM format (24 hour clock).
The Visits Per Cycle field displays the number of visits this offender has received during the current visit cycle (as defined for your site - typically a week or two-week period).
The Restrictions field indicates if this offender is currently subject to any restrictions of visiting privileges. If this field reads Y[es], click List of Values in this field to view the restriction details.
The Visitors block displays the visitor(s) scheduled to visit at this time.
If the offender has visit restrictions, the Offender Restrictions window automatically appears when you try and move to the next block. This is a warning only - you can still proceed with the visit, by clicking Quit (Exit) to close the window.
To change or add visitors, click in the VIN# field, then click List of Values. All of the offender's currently-approved visitors appear in a pop-up window:
If the visitor is listed, highlight the name and click Enter. This returns you to the Visitors block, with your selected visitor listed.
If more than one approved visitor is making a visit at this time, click Insert or press the down arrow key to scroll to a blank line (an empty Last Name field), and repeat the above step.
If the visitor has not been approved and is not listed, you must first add this person's name on the Authorized Visitors screen.
If the visitor has been restricted from visiting this offender, the Visitor Restrictions window automatically appears when you try to select the visitor. This is a warning only - you can still proceed with the visit, by pressing Quit (Exit) to close the window.
Click Save.
At the end of the visit, you can update the End Time if it is different from that originally scheduled. Among other things, this frees up the visit/table location so TAG can record another visit there.