In this article, we will explore the various settings available for managing your visits. The "Visitors" section is designed for scheduling visits for external users who are not making bookings or purchases. This includes, but is not limited to, customer visits, maintenance visits, job interviews, and other similar purposes.
As part of your membership, we provide access to the Visitors mobile app. This app is used for checking in your visits and must be configured on a device within your site. For detailed instructions on setting up the app on your mobile device, please refer to this article.
Keep in mind that this is not intended for programming tours for possible clients. For the tour options, you can refer to the following link:
Configuring Visitor Policies
To configure your visitor policies, navigate to the Settings section, then select General, and then Visitor Policies.
Visitor Check-In Policies
In Here, you can set the timeframe within which visitors can check in before their scheduled visit.
Set the desired time limit.
Enable the "Allow Only Physical Check-In" option if you want to restrict visitors to checking in using the QR code provided in their emails. If this option is unchecked, visitors will have the flexibility to check in via the link provided in their email.
Visit Types
Visit types allow you to categorize different types of visits. These categories can be useful when creating a visit. To add a visit type:
Click on the "Add a Visit Type" button.
Enter the name of the visit type and specify whether a picture of the visitor is required.
Customize the form fields for your visit type as needed.
Once you're done, click Confirm to save your changes.
Visitor Check-out Policies
Enable "Allow self check-out" if you want to allow the visits to check out
Enable "Activate auto check-out" if you want to mark your visits as checked out automatically
Our next article will take you to Setting up your Booking policies.
Enabling Deliveries
You have the option to enable automatic notifications for deliveries, which will alert your customers whenever their package is ready to be picked up.
To enable this option:
Navigate to the Settings section
Select Apps, and then click Visitors
Scroll down to the deliveries section, and turn on the option
Under the "Notifications delivery made" section, you can select:
Let the deliveryperson search a user to notify: This will allow the devilveryperson to search for a user in the app to notify them directly
Automatically notify preselected list of admins: This will allow you to specify a list of admins that will receive a notification whenever a delivery is ready
Cstom delivery message: This message will be displayed to the deliveryperson on the tablet once the notification has been sent
Using the Visitor management section
Click the "Visitors" option from the main menu, and then click Visits.
Programming a visit
Click the "Add a visit" button located at the top right part
Fill in the information for your visit. Make sure to provide a valid email, as this is where the confirmation and check-in options will be sent.
Select the location, and set the date and time for the visit
Specify the type of the visit
Add the instructions for the visitor
Assign the host for the visit
Click Confirm
Reviewing a visit
Set the date interval desired by clicking the Date located at the top of the screen
Locate the visit that you would like to review, click the 3 dots button, and click edit
Click cancel if you want to delete this visit
You can review the information previously added, and make modifications if needed.
Note: The host can't be changed
Knowing what the visitor will receive in their emails
An email will be sent to the email address provided during the visit creation, containing the visit information, a QR code, and a check-in button for confirmation. The visitor can use the QR code at the front desk or click the "check-in to your visit" button.
Archie tip: The first email template can be found by going to "Settings / Email templates/ Visitors", the template is called "Visit details", and can modified if needed.
After completing this, another email will confirm the successful check-in of the visit.
Archie tip: The second email template can be found by going to "Settings / Email templates/ Visitors", the template is called "Guest check-in confirmation", and can modified if needed.