Reception Desk Overview, Processing Visitors and Creating Walk-Ins

This document provides an overview of the reception desk view.

1. Receptionist that have access to a reception will see a widget presented outlining the current activity for that reception.
   
   

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2. Click Access Reception to view the upcoming visitor appointment for the day.
   
   

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3. This is the reception desk view - Let's take a quick tour through the screen.
   
   

4. All visitors that have been pre-booked to visit the building will be visible in this tab ready to be checked in upon arrival.
   
   

    

5. All visitors that have been checked in to the building will be presented in the checked in tab ready to be checked out upon departure.
   
   

6. A checked out tab will display all visitors that have visited the building for that day, should the visitor return to the office, the reception team are able to check the user back into the building.
   
   

7. A new walk in visitor can be registered via the New Walk-In  button, more on that a little later.
   
   

    

8. The reception view will default to today - Changing the date via the date picker will allow you to view previous and future visitor appointments.
   
   

9. The Smart Search feature will allow you to search across all tabs to quickly identify visitors upon arrival for swift processing through the reception.
   
   

10. To check-in a visitor, simply click Check In to confirm their arrival. Hosts will be notified of their visitors arrival if set when the appointment was created.
    
    

     

11. Confirmation of Check In is shown with the ability to undo the check in or for quick access to view the visitor within the Checked In tab.
    
    

12. Process all of the visitors through the pre-booked tab as they arrive for their appointment.
    
    

     

13. To view the visitors currently in the building or to see who has been processed already, click Checked in.
    
    

14. Reception Teams will have access to notes provided by the host of the appointment, a notification icon is displayed when a note has been left. Click the Icon to view the notes.
    
    

15. Notes will be displayed for the reception team to view - Click  Done to return to the main reception desk view.
    
    

     

16. The system will also capture  activity associated to the reception activity, this is available through the following  menu.
    
    

17. Click Activity History within the menu to view activity associated to this each visitor.
    
    

18. The Time/Date, Action and Receptionist Name is reflected against the visitor activity. Click DONE to return to the reception desk view.
    
    

     

Creating a  New Walk-In

1. Add the visitor information starting with the First and Last Name.
   
   

    

2. Add the visitor’s company, email address (both optional), and click Add Visitor.
   
   

    

3. Click Next Step to navigate to Step 2.
   
   

4. Step 2 is focused on the host information, begin to type the hosts First Name.
   
   

5. As you type the hosts information, the suggestions on the right hand side will update to show registered tenants/hosts for the building. Click Select  besides the host to quickly add them to the appointment.
   
   

    

6. The final step is to capture the approximate duration of the visit, click Select duration to insert the expected duration.
   
   

7. Select the duration.
   
   

8. Click Check In to confirm the walk in visitor.
   
   

    

9. Walk in visitors are transferred directly to the Checked In tab and have a "Walk-In" tag added within the Visitor column. These walk in visitors can now be processed in the same way as all other visitors.