Once the Visitors module and the Reception app are set up, visitors of your members can check themselves in and out without the need for a receptionist.
There are two types of check-in experiences on the Reception tablet:
Express check-in for preregistered visitors with a visit code.
Self-registration for unregistered visitors.
Who are visitors
A visitor is anyone a member invites to your space — typically for meetings or personal visits. We recommend setting a policy in your space that requires members to register all their visitors for better tracking and a smoother arrival experience.
Common cases:
Guests attending a meeting with a member.
Friends or family coming to see a member.
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 weren't preregistered can self-register on the Reception app to request the member's approval:
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)
Upon submission of the visit request on the tablet, the host gets a notification and can approve or reject the visit request.
If approved, the visitor receives an email with a visit code, used for check-out.
If rejected, the visitor is notified by email.
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 visit. 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.