How Auto Confirm Visits Works

Functional Summary

Auto Confirm Visits enables organizations to pre-approve specific Visit Types so that qualifying visits:

• Do not wait for manual review

• Are confirmed immediately upon submission

• Follow the same lifecycle, notifications, and workflows as manually confirmed visits

This feature is particularly useful for routine or low-risk visit types that do not require additional approvals.

Key Capabilities

• Configure Auto-Confirm at the Visit Type level

• Automatically confirm visits at submission time

• Send standard Acknowledgement and Confirmation emails automatically

• Respect final Visit Type selection at submission

• Prevent duplicate visit creation or confirmation

• Maintain audit consistency by passing through Tentative status internally

Auto Confirm Visits – Overview

Auto Confirm Visits works by evaluating the final Visit Type selected at the time of submission.

If the selected Visit Type has Auto-Confirm enabled:

• The visit is automatically confirmed

• Engagement Manager approval is skipped

• All standard confirmation workflows continue to apply

If Auto-Confirm is not enabled, the visit follows the normal approval process.

How Auto Confirm Visits Works

From a user perspective, the process is seamless:

1. Configure Auto-Confirm at the Visit Type level

 

1. A requester creates a new visit.

2. The requester selects a Visit Type.

3. If that Visit Type has Auto-Confirm enabled, the system:

   • Submits the visit

   • Internally transitions through Tentative

   • Confirms the visit immediately

4. The requester receives confirmation without waiting for manual review.

Important: Auto-confirmation is evaluated only at submission time, not when the Visit Type is selected earlier in the form.

Configuration & Administration

Who Can Configure Auto-Confirm

• Administrators

• BES Admins

Where to Configure

• Settings → Visit Types → Auto-Confirm Visit Tab

Configuration Details

User Flow – Step-by-Step

Creating an Auto-Confirmed Visit

1. Navigate to Create New Visit

2. Complete all required visit details

3. Select a Visit Type with Auto-Confirm enabled

4. Review the visit details

5. Click Submit

Result:

• Visit is automatically confirmed

• No manual approval required

• Confirmation emails are sent immediately

Notifications & System Behavior

When a visit is auto-confirmed:

• Acknowledgement Email is sent immediately upon submission

• Confirmation Email is sent immediately after confirmation

• Emails use the same templates as manually confirmed visits

• Emails are always sent in this order:

  1. Acknowledgement

  2. Confirmation

Email Reliability

• If email delivery fails:

  • The visit remains Confirmed

  • The system logs the failure

  • Standard email retry policies apply

• Duplicate emails are prevented even if submit is clicked multiple times

FAQs

Q: Does Auto-Confirm skip the Tentative state entirely?
A: No. The system still passes through Tentative internally for audit consistency, but this happens automatically.

Q: What if a Visit Type is changed multiple times before submission?
A: Only the final Visit Type selected at submission is evaluated.

Q: Will existing visits be auto-confirmed if Auto-Confirm is enabled later?
A: No. Auto-Confirm only applies at the time of submission.

Q: Are auto-confirmed visits treated differently in reports or workflows?
A: No. They are treated the same as manually confirmed visits.