Send Pass on Check In
- Sophie Cooper
This guide is only applicable for sites with an active integration with the building’s Access Control System with either a QR Code or Barcode format for visitors' access passes.
Contents:
Overview
Send Pass on Check In is a toggle feature available for tenants and companies that use Visitor Management. This feature changes when access pass emails are delivered to guests and it provides additional security should sites/buildings not want to automate the access within the building through visitors invited by tenants.
This article describes the process of applying the toggle with additional guidance/information provided on the change in email language based on the toggle and associated delivery of access pass emails.
Default Method: Digital Passes via Email
When visitors are invited for an appointment more than 24 hours before the appointment date/time, they’ll receive a notification of a new appointment invitation (this will not include an access pass). 24 hours in advance of the date/time of their appointment, a further email will be sent to the visitor which will include their digital access pass - This is to ensure that pre-booked visitors can easily locate access passes before their expected arrival. Access passes are sent to visitors' email addresses (if provided).
The digital pass allows visitors to access the premises or specific areas within it. It serves as an electronic gate pass, verifying their identity and the legitimacy of their visit.
When visitors are invited for an appointment within 24 hours of the appointment date/time, the visitor management system will send a single email to visitors which contains appointment information and an access pass.
Send Pass on Check In
The Send Pass on Check In option modifies the default process. Instead of receiving a pass in advance, visitors get their access pass after checking in with the building team upon arrival. This is the typical example flow:
With Send Pass on Check In feature enabled:
Upon arrival, the visitor goes to the reception.
The receptionist checks the visitor in, verifying their identity and confirming their appointment.
Once checked in, the visitor is issued a pass that allows them to attend the meeting or access the facility.
This method ensures that passes are given only to visitors who physically show up, enhancing security and managing visitor flow more effectively.
Activating Send Pass on Check-In
To activate the Send Pass on Check-In option:
Make sure you are logged in to Equiem One as a Property Manager.
Click Visitor Management and then Settings.
You can manage the existing receptions here by clicking Edit next to the reception you want to modify or you can Create Reception. In the following step, a new reception is created as an example.
Select Create Reception and choose Tenant Reception. Complete the required fields and tick the box next to the option Send Pass on Check In. This will activate the option that the visitor would have to check in at the reception desk before receiving a QR code to access their appointment.
The result of this action would be that anytime you create a New Appointment in the Visitor Management module for a tenant with the “Send Pass on Check-In” option toggled on, visitors would get an email notification with the meeting details, but with no QR code, so when they reach your property, they’d have to check in at the reception.
An example email notification with activated Send Pass on Check In:An example email notification when Send Pass on Check In is disabled:
