The Visitor Hub module has two purposes:
The Visitor Log provides an overview of your visitors. Visitors can be people outside the organization or employees attending meetings. They can be registered via the admin portal, reception app, and web portal.
Provide setup and customization options for the Visitor tablet app, which checks visitors in and out.
Register a visitor
1. Go to Visitor Hub > Visitor Log, click Register Visitor, and choose Register Visitor.
2. Start entering the visitor's Full Name in the field. If the visitor already exists in the system, their name will appear on the list, and you can simply select it. If not, finish entering the name and click + Create New Visitor.
Select the Location of the visit from the drop-down menu.
Select the Visitor Type from the drop-down menu. This option is only available if you have added custom flows. Learn more about custom flows →
3. Click Next. The next dialog is the same for newly added and existing visitors. The following fields are mandatory:
Arrival Time - click the date picker to select the time and date.
Host - Select the employee hosting the visitor from the drop-down menu.
Location - Choose the location from the drop-down menu.
4. When you're finished, click Register. The newly registered visitor will appear in the Visitor Log.
Registration does not mark the person as checked in. Upon arrival, visitors can switch their status from the Reception tablet app; alternatively, you can manually do that in the Visitor Log.
Add a visitor to a booking
The Add Visitor to Booking option lets you pre-register visitors as guests to a meeting room booking.
Clicking on it will take you directly to the Bookings Calendar, normally accessed from the Meeting Rooms module.
In the calendar, you can create new bookings (or edit existing ones) and Invite attendees from the Add/Edit Booking dialog. This functionality is explained here.
Visitor Log
The visitor log allows you to:
Log visitor details, including name, email, status, arrival, check-out times, host, custom visitor type, and location information
Check visitors in or out
Filter and manage visits and visitor details
Export past and future visits
Check Visitors In and Out
Click on the drop-down menu in the Status column and choose Checked In. Once checked in, a visitor can be checked out from the same menu. Learn more about visitor statuses.
Filter columns
The Visitor Log shows a grid with information and management options for visitors.
The following columns have a filter button with filtering options:
Visitor – Filter the information in the visitor log by visitor name.
Arrival Time – Filter the information by visitor arrival time.
Host – Filter the information by visitor host.
Sort columns
The following columns have a button for sorting by ascending/descending order:
Arrival time
Check-out time
Provide Visit Details
The last cell of each row in the grid contains an Edit button. Click on it to open the Visit Details dialog. After creating the visit, you can edit the Visitor, Arrival Time, Host, and Location.
Visitor Profile & Visits History
Click the name of a visitor in the grid to open their visitor profile:
The Visitor section lets you click on Edit Profile to change the visitor's name, e-mail, and any custom properties (if present):
The Visits History section contains a history of this visitor's visitation with the following details:
Status - Visits can have the following statuses:
Expected - when the visitors haven't arrived yet
Checked In - when checked in the space
Checked Out - when checked out of the space. Note that Visitors are automatically checked out at 00h.
Didn't show up - after 00h on the day after no-show, the status changes to this
Tip: You can click on the drop-down menu in the Status column and choose another status.
Arrival Time
Check-out Time
Host
You can also click Delete Profile to erase the visitor's profile and visit history.
Export Visitor Log
You can export the Visitor Log data in .CSV spreadsheet file format. Click on the Export button (next to the Register Visitor
button) and download the .CSV file. The following columns are included:
Visitor Name
Visitor Type
Visitor Email
Status
Arrival Time
Check-Out Time
Host
Location
Visitor Notifications
The Visitor Hub will send notifications to both standalone visitors and booking guests.
For Standalone visitors added from the Admin or Web portals (a non-customizable email):
For Booking guests added from the Admin or Web portals (customizable templates):
Booking Invitation - Guests
Booking Updated - Guests
OfficeRnD will not email booking guests to avoid multiple invites if you have integrated Outlook or Google Calendar. Such emails will only be sent out from your Outlookor Google Calendar.