Add legal documents to visitor check-ins


  • Visitor Management
  • Global admin


Many organizations have (corporate) policies requiring specific documents to be reviewed and signed by guests before they can enter the office. Most often, this is for safety or legal reasons to help protect employees and the organization.

Learn how to upload and manage legal documents as part of the visitor check-in experience using the web dashboard. For version control purposes, it is not possible to edit legal documents.

Adding documents

1. From the web dashboard, navigate to Visits in the top ribbon > Documents tab.

2. Click Add document. 


3. Type up the document or copy & paste the text into the document field. 

4. Give the document a unique name (e.g., NDA v 1.0 or Liability waiver v1.2 ) We suggest using version numbers in the document name in case admins need to upload revised versions of the same document later.

5. Select which buildings and visit types require this document to be agreed to by guests.

6. Lastly, add an email address(es). We'll send the document & the details about when/how it was agreed to by the guest to this email. 

  • This is often a legal department inbox or email group.

  • Robin does NOT maintain details of the document agreement – we send all details and a copy of the document to you as a PDF to retain in your own inbox or your own secure system for record-keeping purposes.

Any existing documents can be viewed from the Documents tab on the Visits page on the Robin dashboard.

Adjusting document settings

  • You can edit a document's settings--the building and visit type they apply to and which email address the agreement certificate is sent to.

  • However, the text cannot be edited to avoid confusion of versions (e.g., which version of the NDA did a guest sign when they visited on April 25th). Instead, we recommend recreating the document with the edited text and publishing it while archiving the original document.


Best practice tip

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.


Archiving documents

Any document can be archived from the edit page > Archive button. This removes it as a requirement for guests. Once archived guests will no longer be prompted to agree to the document upon arrival. Archived documents cannot be unarchived. If you need to "re-activate" an archived document, it must be re-created as a new document.


Record keeping 

A. Once a guest has agreed to a document, the guest can check-in. If a guest has checked in, admins and hosts can rest assured that they have agreed to any required documents. Guests can send themselves a copy of the document via email. 

B. The designated email address specified when the document is set up will receive an email confirmation & a PDF copy of the agreement for record keeping. The details include:

  • How the guest agreed to it

  • Their name

  • Time

  • Type of device used:

      • Arrival display

      • Guest's device


What does the guest experience look like?

Guests can acknowledge documents or "accept terms" from an arrival display as part of the guest check-in workflow. Or if they're pre-registered, they can acknowledge documents from the guest portal via the invite email they receive when they're pre-registered. 

  • An agreement is required to complete the check-in.
  • Guests can send themselves a copy of the document via email. 



  • Q: Is it possible to capture a "drawn" signature as part of the agreement?

    • Not today, but it's something we may consider in the future. 

  • Q: Is there a way to decline or opt out of agreeing to the document?

    • Not today.

  • Q: Is there a way to edit a document once it's been created?

    • You can edit a document's settings (which building & visit type they apply to and which email address the agreement certificate is sent to), but the text cannot be edited to avoid version confusion.

      Instead, we suggest admins re-create the document with the edited text and publish it while archiving the original. The best practice is to name the documents with a version ID for easier record keeping (e.g., name the first version “NDA 1.0” and the second version “NDA 1.1”).

  • Q: What if a document is added between when the visit is scheduled & when the guest actually visits the office?

    • When the guest checks in at the time of the visit, the system will check to find any documents required at that time. Any documents required at that time will be prompted unless already agreed to by the guest.

  • Q: Can guests agree to documents in advance?

    • Yes, pre-registered guests can access documentation agreements from the guest portal via the invite email they receive when they're pre-registered. 

  • Q: What happens if I'm an Enterprise customer using document agreements for our guests and we need to downgrade our plan? 

    • Guest document agreements are only available to Enterprise plan customers, but other guest experience features are available to all plans. Because of this, if a customer downgrades from Enterprise to Teams, any documents they have configured will be archived automatically and no longer be served up to guests. 

  • Q: Do we support variables in the documents where the system dynamically fills in “blanks” like guest names or addresses?

    • No, we do not support any variables or “fill in the blanks” in documents at this point. We suggest that you remove any “blanks” from document templates that may be used in a pen-and-paper context where the guest is asked to fill in their name, address, or other details.

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