Visitor invites

What it is

Visitors booked in advance, with a code the gate can scan.

Why it matters

Speeds up arrivals and gives the gate a list of expected guests.

When to use it

Hosts invite visitors; the front desk checks them in on arrival.

Who uses it

Administrator

How to get here

1. Sign in as Administrator (see Signing in).
2. In the left menu, click Front Office to open it.
3. Click Invites.

What you see

Visitor invites · click the picture to enlarge

• The list has these columns: Visitor, Visiting, Purpose, Expected, Status. Click a column name to sort by it.

Buttons on this screen

• Invite a visitor — opens a form to add a new one. See Filling in the form below.

Using the list

Type in the search box to find a row. Use filters to narrow the list. Click a row to open it. More in Lists.

Filling in the form

1. Click the New button at the top right.
2. Fill in the boxes. Boxes marked with a red * must be filled in (4 on this form).
3. Click Save at the bottom. If something is missing, the box turns red and tells you what to fix.

The form: Visitor invites · click the picture to enlarge

The fields

Field	Type	What to enter, and why
Full name *	text	The visitor's full name, as shown on their photo ID.
Organisation	text	The company or group the visitor comes from, if any.
Phone	phone	The visitor's phone number. The entry code is sent here by text.
Email	text	The visitor's email address. The entry code is sent here too.
Expected on *	date	The date and time the visitor is expected to arrive.
Entry point *	choose	Choose the door or desk the visitor will come in by.
Purpose *	choose	Choose the reason for the visit, such as a meeting or a delivery.
Visiting	choose	Pick the staff member or place the visitor is coming to see.
People in party	number	How many people are coming, including the visitor.

Types: text — type it in · number — digits only · date — click and pick from the calendar · choose — click and pick one from the list · pick one — click one of the options · switch / tick box — click to turn on or off · long text — type as much as you need · file — click to attach a file from your computer.

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