What the guest experience looks like

Robin's visitor management gives guests a quick check-in and check-out at your office. This is the guest experience from start to end:

1. The guest goes to the arrival display in the lobby to check in for their visit. A pre-registered guest can use their mobile device for a touchless check-in instead.
2. If your office requires health checkpoints, NDAs or other legal documents, Robin asks the guest to acknowledge them to complete the check-in.
3. The guest passes the health checkpoint and acknowledges the NDA.
4. The guest is checked in.
5. The host receives an email that says their guest has arrived.
6. At the end of the visit, the guest checks out on the arrival display.

Pre-registered guest experience

If your office is set up for it, you can register your office guests ahead of time from the web dashboard.

• The guest receives an email with the details of their visit when you register them, and again 4 hours before the visit start time. They use it to check in when they arrive.
• The check-in window opens 30 minutes before the scheduled visit start time. Before that, the check-in button is not available, and the guest sees a message that asks them to come back closer to the visit start time.
• Any building that requires a health checkpoint for employees also requires guests to complete the same health checkpoint to check in. The guest receives an email with a link to the health checkpoint 24 hours before their visit starts.
• If you require visitors to agree to legal documents, they can agree before their visit from the email they received, or on the arrival display when they arrive.

Pre-registered guest check-in on mobile

1. When the guest arrives, they open the email they received and select the "Check-in for my visit" button. It opens the guest portal page.

   

   The email and the portal page are unique to the guest and to the visit. Other guests and other visits cannot use them.

2. The guest selects I'm here on the guest portal page on their mobile device.

   

3. The guest sees a check-in confirmation message. Robin sends the host an email that says their guest has arrived.

   

Pre-registered guest check-in on the arrival display

1. When the guest arrives, they select Check in on the arrival display.
2. They enter their email to find their reservation and check in. If the office requires a health checkpoint and the guest has not completed it, they can complete it on the display.

Guests are meant to check in only after they arrive at the office, because the check-in alerts the host at once.

Guest self-registration as a walk-in

A guest who is not pre-registered can register and check in on the arrival display, if the guest self-registration setting is on for the display.

1. The guest selects Check in.

   

2. They enter their email and select Next.

   

3. They enter their full name and the name of the person they visit, then select Next.

   

4. They select the reason for their visit and select Next.

   

5. If a health checkpoint or document acknowledgment is required, the arrival display asks them to complete it.
6. When the guest completes the registration steps, Robin checks them in and notifies the host.

Office policies and desk reservations for guests

These rules apply to desks, health checkpoints and documents for guests.

Book a desk for a guest

• Global admins, owners and custom roles with delegation permission can reserve a desk for a guest using the guest's email from the Map page.
• When you add a guest's email as a visitor and reserve or assign a desk with it, Robin does not add that email as a Robin member, which means guests don't have the ability to log in to complete desk check-ins.
• Robin has only the guest's email address, so the guest's name does not show on the desk or in people searches.

Health checkpoint for guests

If your employees must complete a health checkpoint before they come into the office, guests must too. Pre-registered guests receive an email with a link to the checkpoint 24 hours before the visit starts, or at once if the visit starts within 24 hours.

• Guests must complete and pass the checkpoint before they check in to the office. A guest with the status "Checked-in" has passed the checkpoint.
• If the guest fails the health checkpoint, their visit is automatically canceled. Robin emails the host the reason, and the visitor log shows the new status.

Document acknowledgments

Guests acknowledge documents, or "accept terms", on an arrival display as part of the guest check-in. Pre-registered guests can also acknowledge agreements on their mobile device from the email they received.

• An agreement is required to complete the check-in.
• Guests can email themselves a copy of the document.
• Robin emails a copy of the document to the email address set in the document setup.

Arrival display

Mobile device experience (pre-registered guests only)

Pre-registered guests can open the guest portal on their devices (mobile phone, computer and so on) from the invite email they received. There they can agree to required documents at any time before the visit.

Guest self-checkout

Guests check themselves out on the arrival display when they leave the office. As with check-in, the guest enters their email to find their visitor information. They then see a check-out button next to their name.

The visitor log shows checkout timestamps. Users with "Manage All Visits" permission can also check guests out from the visitor log in the web dashboard.