Once the Visitors module and the Reception app are set up, members' visitors can check in when they arrive and check out when they leave.
There are three ways a visitor can check in:
Express check-in – when a member preregisters the visitor and they use their visit code.
Self-registration – when a visitor was not preregistered and submits a visit request on the Reception tablet.
Admin registration – when an administrator registers the visitor and submits a visit request on their behalf upon arrival.
Express check-in for preregistered visitors
When a member registers a visitor, the visitor gets a visit invitation email with the visit details and a 6-digit visit code.
When the visitor arrives at the space, they see the following information on the Reception tablet.
They click
Check inand confirm that they have a visit code.
Enter the code.
If the visit code is valid, their visit is confirmed, and the host gets a notification that their visitor has arrived.
If the visit code is lost, administrators or the host can always look it up on the Visitors page by opening the relevant visit.
Self-registration for unregistered visitors
Visitors who were not preregistered can register themselves at Reception to request visit from their host.
On the Reception tablet, visitors select "No" when asked if they have a visit code.
Proceed to create a visit request. Fill in the required details:
First name
Last name
Email
Phone number (optional)
Search for and select the host (by name, email, phone, or company name, based on your "Host search" settings)
Once submitted, the host gets a notification that they have a visitor and can approve or reject the visit request.
Admin registration for unregistered visitors
If a visitor cannot self-register, an administrator can assist them: create a visit request on their behalf upon arrival from the admin dashboard.
Administrators go to Service > Visitors page in the admin dashboard.
Click
New request, top right.
Enter the visitor's contact details and select the host member.
Click
Request.After submission, the host receives a notification about the visit request. They can approve or reject it.
How visitors check out
If "Check out" is enabled in the Visitors module settings, visitors can check out at the Reception by entering the visit code.
Checking out adds a timestamp to the visit and lets you track visit durations.
FAQs
Does the check-in code expire?
Does the check-in code expire?
The code is for one-time use and is valid on the visit day until the end of the day. When the visitor receives an email, it will include the details about the expiration date and time of the code. If the visit code is invalid or expired, the Reception app shows an error message on the tablet.
Do visitors agree to privacy policy?
Do visitors agree to privacy policy?
Each user who receives an invitation email receives a link to the member web portal. Once the link is opened, the user can see a welcome page and can press Continue. After that, the user can read the data and privacy information and press Continue which is considered as their agreement.