Visitor Hub – Add & Manage Visitors

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 Hub tablet app, which checks visitors in and out.

Learn more about the Add Visitors feature for employees →

In this article:

• Register a visitor
• Add a visitor to a booking
• Visitor Log
  • Check Visitors In and Out
  • Filter columns
  • Sort columns
  • Provide visit details
• Visitor Profile & Visits History
• Export Visitor Log

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.

• (optional) Choose the Visitor Type from the drop-down menu. This option is available when you've added custom flows. Click here to learn more.

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.

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. All of the 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

Each row in the grid has an Edit button in the last cell. 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