Manage Visitor Invitations – Hosts & Facilitators

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The Appspace Visitor Management system allows event hosts and facilitators to handle invitations for employees and external users (visitors) to a meeting or event hosted at their organization by giving them comprehensive visibility into who is entering, why they are there, and how long they are there. Through checkpoints and touchless sign-in, it helps to maintain a high level of health and safety while also accommodating the needs of various visitor types.

Hosts can invite visitors to a configured resource in a company such as a room, space, or building and manage visitor registrations that are either done manually, through email, or an enterprise messaging app. Employees who initiate any visitor management activity by inviting an external user to an event or meeting via the Appspace Employee App. Once an employee sends an invitation, they automatically become the meeting/event host.

Facilitators are the initial point of contact for visitors who are tasked with managing all visitors scheduled to enter the facility. Facilitators will have an enhanced set of permissions over a selected set of resources (location, building, workspace), enabling them to perform the following functions:

    • check-in or check-out visitors who cannot perform this by themselves.
    • edit visitor pre-registration information.
    • edit existing invitations, such as adding additional visitors, changing of time, and more.
    • track the status of the visits and all visitors registration activities.
    • ability to export the list of selected or filtered visitors for reporting purposes.

The facilitator will have visibility over all visitors within their defined scope, unlike hosts who will have limited visibility only over their own visitors.

Workflows

The following describes the key workflows in a Visitor Management system:

  1. InvitationHosts initiate the invitation as part of a meeting/event reservation activity. Visitor Management will introduce a new permission-controlled, interactive visitor dashboard within the Employee App (Visitor tab), permitting access to some of the Visitor Management oversight functions.
  2. Registration Visitors will be notified of any registration tasks that need to be completed via a portal. Both the host and the visitor will have visibility of the completed registration tasks. 
  3. Registration/Check-In
    • the Visitor Kiosk card will be deployed to kiosk devices and used for self-guided visitor registration and check-in.
    • visitors need to check-in for the event on-site at the facility, and complete any last-minute tasks (such as ID confirmation, badge printing, etc.) on the kiosk.
    • if the visitor has not completed the Registration activities, the visitor may complete them on-site and then complete the check-in.
    • the host is notified upon completion of the check-in process allowing them to come greet the visitors.
    • the facilitator will be the initial contact to the visitor on-site with a complete view of all upcoming event and visitor details. Facilitators will help verify any/all Registration activities or help complete the registration and check-in processes on-site if needed.

Features & Functions

The following lists the main features and functions in the Appspace Visitor Management system:

  • Host & Visitor Invitation Features
    • Invite visitors to a room, space, or building.
    • Configurable registration workflows for admins, hosts, and visitors.
    • Calendar and email reminders for all visitor registration checkpoints.
    • Visitor check-in notifications to email and enterprise messaging apps.
    • Visitor registration activity completion notifications.
    • Manual registration of visitors for last-minute events.
  • Administrator & Facilitator Dashboard Features
    • Access to all admin functions in a separate admin console.
    • Calendar and list view of expected visitors and historic record of past visitors.
    • Review visitor details including, but not limited to: Name and contact details, company, host, date, time, duration, photo, and much more.
    • Option to enable/disable touchless check-ins and manually check-in visitors.
  • Notifications
    • Once a visitor has completed registration details, the visitor’s event status becomes confirmed. Visitors will be notified via email.
    • Hosts will be notified via email and their configured enterprise messaging app, when a visitor:
      • Accepts, Declines, or responds Maybe to an invitation.
      • completes registration details and is confirmed for their visit.
      • checks out onsite.

This article provides Hosts and Facilitators with the instructions to send event invitations to visitors, and check them in or out of the event, all from the Appspace Employee App:

Important

Prerequisites

  • An active Appspace account.
  • Visitor Management system enabled and configured.
  • Hosts and Facilitators will use the Appspace Employee App to invite visitors and to review and check-in visitors. Employee App requires Premium user licenses.

Send Visitor Invitations

Follow the instructions below to send visitor invitations via the Appspace Employee App:

  1. Log in to the Employee App Portal.
  2. Click the More tab, and select Visitors.
  3. Click + Invite to send an invitation to a prospective visitor.
  4. In the Invite Visitors window, proceed to enter the following visitor information for the visit:

    • Email
    • First Name, Last Name
    • Visitor TypeSelect if the visitor is a Contractor, Delivery Personnel, Family Member, Business Guest, New Hire, or Other from the dropdown menu.
    • + Add Another – Optionally, you may add an additional visitor using the same visitor invitation.
    • LocationSelect the building location of the visit.
    • Date/TimeSelect the duration of the visit.
      • Start Date / Time
      • End Date / Time
      • Timezone
      • All dayIf the invitation is for an all day visit, slide the toggle to enable.
    • Visitor PurposeSelect the purpose of the visit by the visitor, such as for a Business Meeting, or a Job Interview.
    • HostSelect the Host if other than you.
    • Notes
  5. Once done, clikc Send Invites.

Check-In Visitors

Follow the instructions below to check-in a visitor via the Appspace Employee App:

  1. Log in to the Employee App Portal.
  2. Click the More tab, and select Visitors.
  3. Click the desired visitor invitation of the visitor, and click the Check-in button.
  4. Alternatively, you may click the ellipsis of the desired visitor invitation of the visitor, and select Check-in Visitor.

Print Visitor Badge

Follow the instructions below to print badges for visitors via the Appspace Employee App:

  1. Log in to the Employee App Portal.
  2. Click the More tab, and select Visitors.
  3. Click the desired visitor invitation of the visitor that has been checked in, and click the Print Badge button.
  4. Alternatively, you may click the ellipsis of the desired visitor invitation of the visitor, and select Print Badge.

Check-out Visitors

Follow the instructions below to check-out a visitor via the Appspace Employee App:

  1. Log in to the Employee App Portal.
  2. Click the More tab, and select Visitors.
  3. Click the desired visitor invitation of the visitor, and click the Check-out button.
  4. Alternatively, you may click the ellipsis of the desired visitor invitation of the visitor, and select Check-out Visitor.

Delete Visitor Invitations

Follow the instructions below to check-out a visitor via the Appspace Employee App:

  1. Log in to the Employee App Portal.
  2. Click the More tab, and select Visitors.
  3. Click the ellipsis of the desired visitor invitation of the visitor, and select Delete Invitation.