Important
This is an Appspace Limited Release feature. Contact your Appspace Customer Success Manager to be a part of the Limited Release program and enable this feature.

The Appspace Space Reservation solution provides you with the ability to book one or more spaces for upcoming activities and events. While most meetings are internal in nature, a significant portion of the meetings could also involve participants from outside the company.

The Appspace Visitor Management system will enable employees using the Appspace Space Reservation system and the Appspace Employee App, to invite external users (visitors) to a meeting or event held in your company.  These visitors could be an employee from another facility/division/subsidiary within your company or other corporate entities from outside the company.

Personas

There are 4 key personas involved in the operation of the Visitor Management solution:

  • Administrator – user responsible for setting up the Visitor Management system, administering employee and system behavior, and configuring interfaces with any external systems (calendars, watchlists, printing services, etc.).
  • Host – employee or administrator who initiates 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.
  • Visitor – visitor to the facility who has received an invitation from the event/meeting host. The visitor will need to complete pre-registration activities (if available) before attending the event/meeting.
  • Gatekeeper – employee or administrator who will be the initial point of contact for visitors, and who will typically be tasked with managing all visitors scheduled to enter the facility.
    Important
    This role is not yet available in the current iteration. This article will be updated when it is.

Workflows

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

  1. Configurationadministrators configure the Appspace Reservation and Visitor Management systems, and define integrations with 3rd party systems (calendars, watchlists, printing services, etc.) to enable the Visitor Management functionality.
  2. Invitationhosts initiate the visitor 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.
  3. Pre-Registration visitors will be notified of any pre-registration tasks that need to be completed via a portal. Both the host and the visitor will have visibility of the completed pre-registration tasks. 
  4. Registration/Check-In
    • the Visitor Kiosk card will be deployed to kiosk devices and used for self-guided visitor registration and check-in.
    • visitors 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 Pre-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 gatekeeper will be the initial contact to the visitor on-site with a complete view of all upcoming event and visitor details. Gatekeepers will help verify any/all Pre-Registration activities for completion 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 pre-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 pre-registration activity completion notifications.
    • Manual registration of visitors for last-minute events.
  • Visitor Registration & Check-in Features
    • Submit pre-registration information in advance.
    • Submit a photo for visual verification in advance.
    • Calendar and email reminders for the completion of pre-registration items.
    • Auto-filling of information for returning visitors.
    • Option for on-site self-guided registration and check-in.
    • Option to complete end-to-end registration on-site without pre-registration.
  • Administrator & Gatekeeper 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.
  • System Configuration & Administration
    • Access to visitor registration through a downloadable app/client.
    • Configure, enable and disable required pre-registration fields.
    • Native integration with Appspace Space Reservation system.
    • Support for SSO and IdP.
  • Notifications
    • Once a visitor has completed pre-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 pre-registration details and is confirmed for their visit.
      • checks out onsite.
Important
Some features may not be available until General Availability of the product, or may become gradually available throughout the Limited Release program lifecycle. Check out the Visitor Management Release Notes for detailed release information.

This article provides instructions to configure the Appspace Visitor Management system.

Prerequisites

Role & License Requirements:

  • Administrator – user assigned with Account Owner or Location Admin role, and an Appspace Platform user license.
  • Host & Gatekeeper – hosts and gatekeepers will use the Employee App to invite visitors and to review and check-in visitors. Employee App requires Premium user licenses.
  • Visitor – no Appspace user account or licenses are required for external visitors.
  • Kiosk – devices running the Visitor Management card for the self-service check-in will require a standard device license.

Limitations in Limited Release

  • Only Appspace calendar provider supported.
  • Only public/private cloud supported.
  • Only Employee App portal supported.
  • We provide a working prototype of a kiosk UX via a web link to simulate registration and check-in, which will only be accessible by administrators (Account Owner/Location Admin).

Layout and Navigation

Admin Console

This section provides administrators with an introduction to the user interface and configuration features available within the Visitors module in the Appspace console.

Log in to the Appspace console and access the Visitors module via the ☰ Appspace menu sidebar.

The Visitors module has two main tabs: Visitors and Settings.

Visitors Tab

  • The Visitors tab allows administrators to perform visitor invitations and creation, while being able to view and manage all visitor invitations that are made on the platform.
  • Send Invitations – the Invite button allows you to send invitations to visitors to attend a meeting or event directly from the Appspace console.
  • Create Visitor Profiles – click the Invite button arrow, and select Create Visitor to manually create the visitor profile.
  • View Visitor Directory – click Visitor Directory in the sidebar to display a list of visitors that have been added to the Visitor Management system.
  • Search and Filters – to search for a specific invite or visitor, you may select one of the following filters which narrows down the search, presenting you with a list of invites or visitors based on the filter aspect:
    • Sidebar
      • Location
      • All Invites (Default view)
      • Expected
      • Checked-in
      • Checked-out
      • Not Confirmed
      • History – displays invitations that have ended
    • Duration drop-down menu – displays invitations within a date range
    • Search field – search invitations by keyword
    • Filter By icon
      • Invitations by Visitor

Settings Tab

  • The Settings tab allows administrators to perform general configuration, and also customize the visitor pre-registration form.
  • Pre-Registration

    • The Pre-Registration tab in the side panel allows administrators to add, manage, and preview the pre-registration input fields that are sent to visitors to be completed.
    • To add an input field to the Visitor Pre-Registration form, click the +ADD button, and proceed to configure the input fields that will be used to collect visitor details either from the visitor, host, or admin.
    • You can make photos optional. Click the ellipses and click Make Optional.
    • To manage the input fields on the Visitor Pre-Registration form, click the ellipsis of the selected input field to either Edit or Delete the field.
    • To rearrange the display order of the input fields on the Visitor Pre-Registration form, either enter the order number in the box, or drag and drop the selected input field. However, custom fields cannot be moved above the required system fields.
    • To preview the Visitor Pre-Registration form, click the Preview button.
       
  • Gatekeepers

    • The Gatekeepers tab in the side panel allows administrators to assign a user, or user groups to act as gatekeepers in addition to the visitor host functions, allowing front desk employees to check-in / check-out, edit visitor pre-registration data, and the ability to edit existing visitor invites.
    • To add or assign a user or user group as a Gatekeeper, click the +ADD button, and proceed to enter the user, select the location, and permissions that will be used by the gatekeeper to manage visitors.
    • To manage the assign Gatekeepers, click the ellipsis of the selected input field to either Edit or Delete the field.

Employee App Portal

This section provides employees with an introduction to the user interface and configuration features available within the Visitors section on the Appspace Employee App Portal.

Log in to the Appspace Employee App Portal, and click More > Visitors to access the visitor dashboard.

  • The Invite button allows you to send invitations to visitors to attend a meeting or event directly from the Appspace console.
  • The top bar provides a quick summary of the total number of visitors as well as the number of visitors by status.
  • To search for a specific invite or visitor, you may use the search bar, location menu, or the date menu displayed at the top of this dashboard. 

Configure Visitor Pre-Registration Form – Administrator

Visitor Management configurations can only be performed by Appspace administrators; a user with Account Owner or Location Admin permissions.

Follow the instructions below to configure the Visitor Pre-Registration Form that will be sent when inviting visitors:

  1. Log in to the Appspace console.
  2. Click Visitors from the ☰ Appspace menu, and click the Settings tab.
  3. Click the Pre-Registration tab from the side panel to configure the Visitor Pre-Registration form.
  4. The following system fields displayed are used as the default Visitor Pre-Registration form base, thus cannot be deleted or re-ordered:
    • First Name – Required, to be filled by Host
    • Last Name – Required, to be filled by Host
    • Email – Required, to be filled by Host
    • Visitor Type – Required, to be filled by Host
    • Photo – Optional, to be filled by Visitor
  5. To further customize the Visitor Pre-registration form to include other visitor pre-registration details, click the +ADD button.
  6. In the Add Field window, enter the following information:
  • Display Name – Enter the field name to be displayed.
  • Applies To – Select if the field is to be filled by the Visitor, Host, or Admin.
  • Icon – Select an icon as a graphical representation of the field.
  • Input Type – Select the input field type. Additional fields may appear depending on the selected Input Type:
    • Short answer or Paragraph
      • Placeholder
      • Maximum Length
      • Minimum Length
    • Checkboxes, Dropdown, or Multiple choice
      • Options
      • Placeholder
    • Address or Phone number
  • Required – Switch the toggle to YES to ensure the field must be filled, and NO to make it optional.
  • Once done, click Save.
  • The recently added custom field will be displayed, and can be reordered either by entering the order number in the numeric box, or by dragging and dropping the field within the list.
  • Click the custom field ellipsis to either Edit or Delete the custom field.

Assign Gatekeepers – Administrator

Visitor Management configurations can only be performed by Appspace administrators; a user with Account Owner or Location Admin permissions.

Follow the instructions below to assign users or user groups as Gatekeepers that will manage visitors check-ins and invitations:

  1. Log in to the Appspace console.
  2. Click Visitors from the ☰ Appspace menu, and click the Settings tab.
  3. Click the Gatekeepers tab from the side panel to assign users or user groups as gatekeepers.
  4. Click the +ADD button, and in the Add Gatekeeper window, enter the following information:

    • User – Enter the user name or user group of the gatekeeper
    • Location – Select the location of the gatekeeper.
    • Permissions – Select the permissions to be granted to the gatekeeper.
      • Check-in / Check-out Visitor
      • Edit Invite
      • Edit Visitor Info
  5. Once done, click Save.

Create Visitor Card – Administrator

Visitor Card configurations can only be performed by Appspace administrators; a user with Account Owner, Publisher, or Editor (author) permissions.

Important
As this card is part of the Limited Release program, please contact your Customer Success Manager to install the card for you, if you are unable to find it.

Follow the instructions below to create the Visitor card that will allow visitors to self check-in.

  1. Log in to the Appspace console.
  2. To create this card, select one of the following options:
    • Click +Quick Action from the Appspace menu bar on the top right, and select Create Card.
    • Click Library from the ☰ Appspace menu, and select a library or folder you wish to create the content in. Click +CREATE, and select Card.
    • To create and add the card directly to an existing channel, refer to Add Content to Playlist Channels.
  3. Select Workplace from the All Templates panel, and click Visitor Kiosk Card.
    Important
    If you are unable to locate the content, try using either the Search bar, the Order by, or Filter icon to narrow down the content that you are looking for.
  4. Enter the Title of the content as this will also act as the filename for the content. This is a mandatory field.
  5. In the Article tab: This section may be skipped.
    • Include an Article or Caption to accompany the content item when being displayed on mobile apps, tablets, and other social collaboration apps.
    • Enter a Referral Link to link more information to the content.
  6. In the Schedule tab: This section may be skipped.
  7. In the Settings tab, you may configure the following:
    • The Name field will be auto-populated to match the Title of the content which will also act as the filename for the content. This is a mandatory field.
    • Select the Content Category from the drop-down menu to match the focus of the message, or leave it at the default content category.
    • Enter any relevant Tags for the content. (Optional)
    • Select a folder for the content in the Library Location drop-down menu to change the default folder location.
    • Select an expiry date for the content from the Auto Delete Content from Library drop-down menu. (Optional)
    • Upload an image to be used as the Thumbnail for the content.
  8. Once done, click SAVE.
  9. Proceed to the edit section below to add the card to a channel, preview the card, or view analytics once available.
  10. In order to display the Visitor Kiosk Card content on a device, assign the playlist channel from Step 9 above to an Appspace registered device. Follow the instructions in this Assign Channel to Device article.

Send Invitations – Host

Visitor invitations can be created by administrators through the Appspace console, or by employees that have been assigned with the premium user license via the Appspace Employee App Portal.

Follow the instructions in one of the sections below.

Send a Visitor Invitation – Administrator (Appspace Console)

Follow the instructions to send a visitor invitation as an Administrator via the Appspace console:

  1. Log in to the Appspace console.
  2. Click Visitors from the ☰ Appspace menu, and click the Visitors tab.
  3. Click the +INVITE button to create a visitor invitation.
  4. In the Invite Visitors window, enter the following information:

    • Email – Enter the visitor’s email address.
    • First Name, Last Name – Enter the visitor’s first and last name.
    • Visitor Type – Enter the visitor’s relationship type to the organization, such as if the visitor is a Business Guest, or New Hire.
    • + Add Another – Optionally, you may add an additional visitor using the same visitor invitation.
    • Location – Select the building location of the event.
    • Date/Time – Select the duration of the event.
      • Start Date / Time – Select the start date and time of the event.
      • End Date / Time – Select the end date and time of the event.
      • Timezone – Specify the timezone.
      • All day – If the invitation is for an all day event, slide the toggle to enable.
    • Visitor Purpose – Select the purpose of the visitor attending the event, such as for a Business Meeting, or a Job Interview.
    • Host – Select the Host if other than the creator.
    • Notes – Enter any notes that may be relevant to the visitor or event.
  5. Once done, click Send Invites.

Send a Visitor Invitation – Employee (Appspace Employee App Portal)

Follow the instructions to send a visitor invitation as an Employee via the Appspace Employee App Portal:

  1. Log in to the Appspace Employee App Portal.
  2. Click the More tab, and select Visitors.
  3. Click the +Invite button to create an invitation.
  4. In the Invite Visitors window, enter the following information:

    • Email – Enter the visitor’s email address.
    • First Name, Last Name – Enter the visitor’s first and last name.
    • Visitor Type – Enter the visitor’s relationship type to the organization, such as if the visitor is a Business Guest, or New Hire.
    • + Add Another – Optionally, you may add an additional visitor using the same visitor invitation.
    • Location – Select the building location of the event.
    • Date/Time – Select the duration of the event.
      • Start Date / Time – Select the start date and time of the event.
      • End Date / Time – Select the end date and time of the event.
      • Timezone – Specify the timezone.
      • All day – If the invitation is for an all day event, slide the toggle to enable.
    • Visitor Purpose – Select the purpose of the visitor attending the event, such as for a Business Meeting, or a Job Interview.
    • Host – Select the Host if other than the creator.
    • Notes – Enter any notes that may be relevant to the visitor or event.
  5. Once done, click Send Invites.

Pre-Registration – Visitor

Follow the instructions to complete the Visitor Pre-Registration form that is sent to visitors via email.

  1. Log in to your email account, and click the Visitor Invitation email sent by Appspspace.
  2. Click the Appspace Visitor Pre-Registration link, and follow the instructions provided in the email.
  3. In the Visitor Pre-Registration screen, click the Complete Pre-Registration button to enter additional information required for the invite, and click Save once done.
  4. Confirming your attendance to the invitation will generate a QR code and a 6-digit alphanumeric code which can be used at the visitor kiosk to verify and self-check-in.

Registration/Check-In – Visitor/Gatekeeper

  • For this release, it is expected that the Visitor Kiosk will be an Appspace device displaying the Visitor Kiosk card.
  • The Visitor Kiosk requires a webcam installed to scan a QR code for touchless check-ins.
  • The kiosk will allow the following functionality.
    • Check-in – Complete pre-registration information if required.
    • Check-out – If the user has checked in before.

Follow the instructions below to self check in.

  1. Access the Visitor Kiosk screen to self check in, once you have completed the Pre-registration section above.
  2. Click the Check in button to manually check-in and proceed to Step 3 below, or you may scan the QR code provided in your invite for a touchless check-in.

  3. Proceed to enter the 6-digit alphanumeric code obtained in your invite, or you may also search for your records using an email address.
  4. Click Next to complete the Visitor self check in process, and to notify the host of your arrival.
  5. You may perform the same steps above to check out, by clicking the Check Out button instead before leaving the building.

 

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