Creating an Appointment in Essentials Visitor Management

Overview

Property Managers and Workplace Managers can create an appointment in an easy way using Equiem One Essentials. They can manage the appointment and its visitors, edit the appointment or cancel it.

Creating an Appointment

To create an appointment:

1. In Equiem One, click Visitor Management and then + New Appointment.
   
   

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2. Note: You can change the host to book on behalf of someone else. It’s important because it impacts the locations which are available to be selected from.
   Complete all the required fields (title, location, date, start time, duration) and if you need, you can also complete optional fields (appointment description, reception notes, Company reception notes, visitor notes).
   
   

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3. Add visitors in the panel on your right hand side by clicking + Add Visitors.
   
   

   Note: There is a checkbox Notify host when visitor checks in. It is enabled by default. If the host prefers not to receive an email notification every time a visitor checks in, they should ensure that this box is unticked.

4. When you start typing the visitor’s name, you’ll get a list of suggested visitors. The required fields are first name, last name, and company and email address are optional. Once you complete it, click Done.
   
   

5. You can either add visitors one by one or use our bulk upload functionality to upload an excel file with the list of visitors saved as a .CSV file. The file is available here: . You can download it, complete it with the required data, save and send it back by clicking Bulk Upload.
   Note: You can add up to 200 visitors using bulk upload.

6. Upload the .CSV file and click Upload. The other option is to copy and paste the table from your excel sheet or google sheet directly to the application and click Upload.
   
   

    

7. Click Save on the bottom right-hand side to confirm creating new appointment. If email addresses have been provided for the visitors, they will receive a confirmation email containing their appointment details.
   
   

    

8. You will get a pop-up with the confirmation.

9. The appointment that you have already created is now available in the Visitor Management section, Appointments tab.

10. You can manage this appointment by clicking it and you will see the option to edit it.

Removing a User from the Appointment

If you made a mistake during adding a visitor (e.g. you misspelled their name), you can remove them by clicking Remove.

Cancelling an Appointment

To cancel an appointment:

1. Find it on the dashboard in Visitor Management section and click it.

    

2. Click … and Cancel.
   
   

    

3. Confirm it by clicking Yes, cancel.