Add legal documents to visitor check-ins in the web dashboard, so guests review and sign them before they enter the office. Many organizations have (corporate) policies that require this, often for safety or legal reasons that protect employees and the organization.
You cannot edit the text of a legal document. This keeps version control clear.
Add a document
- In the web dashboard, go to Visits > Documents tab.
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Select Add document.
- Type the document, or copy and paste the text into the document field.
- Give the document a unique name (for example, NDA v 1.0 or Liability waiver v1.2). Put version numbers in the document name, in case admins need to upload revised versions of the same document later.
- Select which buildings and visit types require guests to agree to this document.
- Add 1 or more email addresses. Robin sends the document and the details of when and how the guest agreed to it to this email.
This email is often a legal department inbox or email group.
Robin does NOT keep details of the document agreement. Robin sends all details and a copy of the document to you as a PDF. Keep it in your own inbox or your own secure system for your records.
You can see all existing documents on the Documents tab of the Visits page in the Robin dashboard.
Change document settings
You can edit a document's settings: the building and visit type it applies to, and the email address that receives the agreement certificate.
You cannot edit the text. This avoids confusion about versions (for example, which version of the NDA a guest signed when they visited on April 25th). Instead, create the document again with the edited text, publish it and archive the original document.
Best practice tip
For easier record keeping, name the documents with a version ID. For example, name the first version NDA 1.0 and the second version NDA 1.1.
Archive a document
To archive a document, go to its edit page and select the Archive button. This removes it as a requirement for guests. Robin no longer asks guests to agree to the document when they arrive. You cannot unarchive an archived document. To use an archived document again, create it again as a new document.
Record keeping
A guest can check in only after they agree to the required documents. So a guest who has checked in has agreed to all required documents. Guests can email themselves a copy of the document.
The designated email address from the document setup receives an email confirmation and a PDF copy of the agreement for your records. The details include:
- How the guest agreed to it
- Their name
- Time
- Type of device used: arrival display or guest's device
Guest experience
Guests acknowledge documents, or "accept terms", on an arrival display as part of the guest check-in. Pre-registered guests can also acknowledge documents in the guest portal, from the invite email they receive.
- An agreement is required to complete the check-in.
- Guests can email themselves a copy of the document.
FAQ
These answers cover common questions about legal documents for visitors.
Can Robin capture a "drawn" signature as part of the agreement?
No.
Can a guest decline or opt out of agreeing to the document?
No.
Can I edit a document after I create it?
You can edit a document's settings: the building and visit type it applies to, and the email address that receives the agreement certificate. You cannot edit the text, to avoid version confusion.
Instead, create the document again with the edited text, publish it and archive the original. Name the documents with a version ID for easier record keeping (for example, name the first version "NDA 1.0" and the second version "NDA 1.1").
What if someone adds a document after the visit is scheduled but before the guest visits?
When the guest checks in at the time of the visit, Robin checks for documents required at that time. Robin asks the guest to agree to each document required at that time, unless the guest has already agreed to it.
Can guests agree to documents in advance?
Yes. Pre-registered guests can agree to documents in the guest portal, from the invite email they receive.
What happens to document agreements if we downgrade from Enterprise?
Guest document agreements are available only on the Enterprise plan. Other guest experience features are available on all plans. If a customer downgrades from Enterprise to Teams, Robin archives all their documents and no longer shows them to guests.
Do documents support variables that fill in "blanks" like guest names or addresses?
No, documents do not support variables or "fill in the blanks". Remove any "blanks" from document templates made for pen and paper, where the guest writes their name, address or other details.