Documentation agreements for guests

Supported Plans

  • Basic
  • Pro
  • Premier
Note, Guest Experience is available to all plans, document agreements is Premier only

Required permissions

  • Global admin
Note, Guest Admin permission is not the same & does not include managing documentation

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. Use the documentation agreement feature to enter documents that are presented to guests for their agreement when they check in to the office.

Adding documents

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

2. Click Add document. 

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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 which 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.

Editing documents

  • 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.

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* 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.

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Document agreement 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 documents that were required.

B. For your records, we send a record of the document itself and a certificate to the designated email address specified when the document is set up so it can be kept for your records. The details include

  • How the guest agreed to it

  • Their name

  • Time

  • Type of device used:

      • Arrival display

      • Guest's device

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How do guests acknowledge documents?

Guests can acknowledge agreement documents from an arrival display as part of the guest check-in workflow or If they're pre-registered they can acknowledge agreements from their personal device. An agreement is required to complete check-in.

Guests have the option to send themselves a copy of the document via email. 

Arrival display

If a document agreement is required for guests of a given building and visit type, the guest will be prompted on the arrival display when they arrive and try to check-in. 

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Mobile device 

Pre-registered guests can use their personal device (mobile phone, computer, etc.) to access the guest portal via the invite email they receive as a registered guest. From here, they can agree to any required documents anytime before the visit.

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FAQ

  • 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 it 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 ahead of their time?

    • Yes. For pre-registered guests, they can access the guest portal via the invite email sent to them when they were pre-registered. From here, they can agree to any required documents anytime before the visit if they want to.

  • Q: What happens if I change from Premier to Basic or Pro and have been using document agreements for guests. 

    • Guest document agreements are only available to Premier plan customers, but other guest experience features are available to all plans. Because of this, if a customer downgrades from Premier to Pro or Basic, 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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