Each institution in its own workspace

The institution is the boundary of your data

In VisitSoft, the institution owns the data: its visitors, visits, staff, integrations, documents and reports. Its headquarters is a physical place like the others, the first of its sites, not a separate category.

To act, a person must meet four conditions: the institution is active, they are a member, they are placed at the site concerned, and they have been explicitly allowed to perform that action. If one is missing, access is refused. A global administrator role or a mere link with the institution is never enough to open another institution's data.

Directory and workspace: two different things

Your directory holds every institution you deal with: a visitor's employer, a supplier, a partner, a public office. Being listed there gives no access to VisitSoft or to your data.

Example: a representative of ABC Technologies visits CAMSOFT GROUP. ABC is recorded in CAMSOFT's directory and sees nothing of its history. If ABC subscribes later, its own workspace is created from the same record, with its headquarters, its administrator and a security boundary of its own.

Creating an institution: an application, not just a form

A new institution is not added with one click. The applicant, who may already have a VisitSoft account, fills in a step-by-step application they can save and resume:

• The applicant's account, with verified contact details and accepted terms.
• The institution: name, type, country and city, contacts and legal details depending on its type, with a duplicate check.
• The authority: on behalf of which institution or group the request is made, with supporting evidence.
• The headquarters: city, code, name and address of the first site.
• The first administrator: their account, staff record and headquarters assignment.
• The required documents and declarations, then the subscription plan and the payer.

Review, approval and activation

Once submitted, the application is frozen and reviewed. It can be approved, rejected or sent back for changes, always with a recorded reason. The applicant can neither approve their own application nor open the workspace themselves.

Activation happens in a single operation: institution ownership, active workspace, headquarters, access, administrator role and headquarters assignment. If any of these steps fails, everything is undone: there is never a half-created institution, nor two headquarters for the same application.

One account, several institutions

The same person can be a member of several institutions: a consultant, a group manager, an auditor. They sign in once and choose the institution they are working in. The selector only shows active institutions where they have access and a current assignment.

Each membership has its own rights. Being an administrator in one gives nothing in another.

Members, invitations and removals

• The institution's administrators invite new members; only the invited person can accept or decline.
• An invitation is pending, accepted, declined, cancelled or expired. An expired invitation can no longer be accepted.
• A removed member loses access at once, even with a session still open.
• The highest rights stay under platform control: nobody grants them to themselves by editing a role.

Groups and managed institutions

A group of companies, a network of schools or a ministry can be the operator of several institutions. It has them created and can administer them, but each keeps its own workspace, data and members. Consolidated figures go through explicit sharing rules, never through blanket access.

Visitors and representatives

A person stays the same person throughout VisitSoft, but each institution has its own register of visitors. When they come on behalf of a company, that link is recorded separately, without making them a member or employee of the host institution.

A person's visit history at one institution is never visible to another institution, unless an explicit, lawful sharing rule applies.

VisitSoft subscription and billing

Each institution has its own subscription: a plan with its price, currency, billing period, included modules and number of sites. The accepted price is frozen when the agreement is made.

• The payer can be the institution itself, its group or a designated payer; they receive the invoices but no access to operations.
• Depending on the plan: trial, prepaid, invoiced after service, or contract.
• VisitSoft invoices are numbered and never changed once issued; a correction is made with a credit note.
• They are separate from the billing the institution runs for its own customers and suppliers.
• Late payment follows a published policy; a suspension never deletes the institution's history.

Administration dashboard

The administrator sees the state of their institution: members and managers, pending invitations, number of sites per level and the latest audit events. Users cannot edit or delete this audit trail, and it does not show sensitive personal data.