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How to extend a visit in the Services System

Need to extend the length of stay for a visitor? This guide explains how.

This guide is aimed at:

• Staff

Before you start...

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.

Instructions

• ÌýLog into the (ÂÒÂ×Ðã Single Sign-on).

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:

1. ÌýFrom the home menu, choose Update a visitor or their visitsÌýmenu option.

2. ÌýFrom the Update a visitor screen enter the details of the person you want to extend the visit for and press search.

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3. ÌýOPEN the record that you want to extend.

4. ÌýIf it is a current visit, you can extend the end date buy pressing the edit button. ÌýThis will produce a pop-up form allowing you to change the end date depending on the type of visit. Change the end dateÌýand then press Save.

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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:
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1. ÌýFrom the home menu, choose Update a visitor or their visitsÌýÌýmenu option.

2. ÌýFrom theÌýUpdate a visitor screen enter the details of the person you want to extend the visit for and pressÌýsearch.

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3. ÌýOPEN the record that you want to extend.

4. ÌýFor a past visitor record you will need to create a new visit by pressing Create button. ÌýThis will open a pop-up form requesting you to fill in theÌý

• Visitor Type
• Organisation
• Start Date (current system date)
• End Date (depending on the type of visit)

5. Press SAVE to complete creating the new visit. Ìý