What visitor management is
Visitor management is the set of policies, practices and tools you use to monitor everyone who uses your office space but is not an employee. Organizations in all kinds of industries welcome different types of visitors to the office, such as:
- Customers or clients
- Vendors and suppliers
- Contractors and consultants
- Interns
- Freelancers and temporary employees
- Job applicants
About Robin's Visitor Management
Robin's Visitor Management lets employees book guests for office visits and gives admins the tools to track visitors. It also gives visitors the information they need to check in.
You can add visitors from the Robin dashboard, the mobile app or the Outlook add-in.
Features
Robin's Visitor Management includes these features.
Walk-in guest registration
When visitors arrive, they sign in without help from front desk staff. You can set up an arrival display on an iPad or a similar device. It lets walk-in guests sign in and scheduled guests check in.
Invite guests to visit
Schedule guests in advance, and Robin sends an email invitation with customizable visit instructions.
Create custom visitor registration forms
Create unlimited custom visitor registration forms for pre-registered visitors, with any details you need from guests (for example, food preferences or allergies). Show information from the custom fields on badges, and see custom field information in the visit log. Learn more about custom visitor registration forms.
Arrival notifications for the host
Robin notifies the host when guests arrive.
Cover compliance requirements with document prompts
Visitors review and acknowledge any legal documents your office requires, such as an NDA or waiver. They acknowledge documents digitally on the arrival display (such as an iPad), or before they arrive through email. Learn more about adding legal documents to visitor check-ins.
Visitor data records for security
Use the visit log to track who has been at your office and when. To learn more, see the guest check-in experience.
Badge printing
Offices can print badges as part of visitor check-in, from arrival displays or the web dashboard. Learn more about badge printing for Visitor Management.
Roles and permissions
Admins give different permissions to users and roles to control how your organization manages visitors. Learn more about Visitor Management roles and permissions.
Get started
- Turn on the Visitor Management setting for each office. Go to Manage > Offices > select building > and under the "Features" tab, toggle on Visitor management.
- Create a list of visit types that fits your office. This helps hosts prepare for visitors and gives office admins accurate records.
- Set up an arrival display at the front entrance for check-ins. If your office allows drop-in visits, turn on the guest self-registration feature on the arrival display.
- Decide who can invite guests to the office: everyone, or only specific users such as office admins and managers.
- If your office requires visitors to agree to legal documents before their visit, learn how to upload and manage legal documents as part of the visitor check-in.
- Learn the Visitor Log. It keeps track of who has been at your office and when. You can also "Check guests out" there, or guests can check themselves out on the arrival display.
- You can also use Visitor Management tools in the Robin mobile app. Log in and go to the Workplace tab to find the Visitors card, or select the icon at the top right to add a visit.