Register and manage office guests (Beta)

  • Basic
  • Pro
  • Premier

User Permissions Required 

  • Global Admin or Owner 

User permissions required for custom roles (Premier plans only)

 

Use the Visits tab in the web dashboard to help manage office visitors. This includes verifying guest identity, notifying host upon arrival, and creating guest visit logs. 

When guests arrive at the office they'll check-in using their mobile device (touch-less method) and complete a health survey (if required). When a  guest completes the check-in process the guest's host will receive an email notification letting them know their guest has arrived.  

 

Pre-register office guests

1

Navigate to the Visits tab > New Visit. 

2

Enter the visit details. All fields are required except for optional arrival instructions that are shared with the guest.

Regsitration_module.png

3

Click Save Visit to complete the guest registration. 

4

The host will receive an email confirmation when their guest has been registered:

email_-_web_-_host_-_regd.png

5
If you need to cancel a guest visit, hover over the guest to see the option to Cancel.  Note, edits are not supported at this time. You'll need to cancel the registration and redo it.

cancel_option.png

The visitor log

Use the visitor log to keep track of the guests who've been invited to the office, visited the office, checkpoint status (if required), and checked- in for their visit:image__15_.png

The guest experience

1

After a guest is registered, the guest will simultaneously receive an email with the details of their visit. The guest will also receive this email 4 hours prior to the visit start time so they can easily access it and check in when they arrive.

The check-in window opens 30 minutes before the scheduled visit start time.  If a guest tries to check in any earlier in prior to the 30-minute window, the check-in button will not be available and the guest will see a message directing them to come back closer to the visit start time.

 

guest_invite_email.jpeg

The email and the portal page are unique to the guest and to the visit. It cannot be used for other guests or visits. 

2

When a guest arrives, they need to open the email they received and follow the "Check-in for my visit" button. This takes them to the guest portal page.

Note, that the guest check-in is intended to be done once the guest has arrived at the office because it immediately alerts the host that they have arrived.

3

From the guest portal page, they'll tap I'm here. 

guest_portal.jpeg

4

The guest will see a check-in confirmation message. This triggers an email to the host letting them know their guest has arrived.

guest_portal-host_email.png

Health checkpoint for guests

If you require your employees to complete a health checkpoint before coming into the office, that will apply to guests, too. Guests will receive an email with a link to complete the checkpoint 24 hours before the visit starts (or immediately if the visit starts within 24 hours). 

  • Guests must complete & pass their checkpoint before they’re able to check in to the office.

  • Visits will be automatically canceled if a guest fails their checkpoint. If this happens, the host will be notified with an email letting them know why the visit was canceled and the status will be updated on the visitor log. 

guest_HC-fail.png

 

Did this article help?