Manage Visit
The Manage Visit Web App allows the host to see the details of the visit, communicate availability to Visitors and Colleagues and eventually reassign the Visit. When the visitor arrives in the reception, the host will receive an email notifying them of their guest's arrival (see Message Templates). A Manage Visit button will be displayed in this email, from which the host will be directed to a new screen where the details of the visit is displayed.
1. Visitor checked-in
When the Visitor checks-in, the host receives an email notification.
2.Visitor Management
The host has the option to inform of their availability. If available, the host can click on "Notify Visitor". Should they not be available, the host will be requested to select a reason from the list displayed. The options are: In meeting, Busy, Unsolicited, Security Issue, Unknown Person and Terminate Visit.
In both cases, an automated message will be sent to the visitor informing that the host is on the way or updating the status with the new details of the visit.
Please note that all of the following emails in sections 3 & 4 can be edited. See section 5 below for more information.
3. Host Available
If the host is available to proceed with the meeting, the option to click on "Notify Visitor" is used. The system gives a pop-up to confirm if the host is available and if "yes" is pressed, the visitor is informed that the host is on the way.
Note that if the Visit was registered with no email address provided for the Visitor, the "Notify Visitor" button will be grayed out and a small message will appear under it saying 'Note: No email address was provided for this Visitor'. There will also be an option to add the email for the Visitor by pressing the Pencil symbol beside the Guest Email label. By adding a guest email, the "Notify Visitor" will turn green and can be interacted with.
4. Host Unavailable
4.1. Select Reason
If the host is unable to collect the visitor, there are a few options: Notify a colleague, reception, visitor or cancel/reschedule the visit.
The Host selects the reason (In meeting, Busy, Unsolicited, Security Issue, Unknown Person and Terminate Visit.) and chooses their action.
These reasons can deleted and new ones added in Reference Data > Unavailability Reason. These options can be configured to trigger the following actions:
- Cancel Visit - when selected the reason will trigger the cancellation of a visit
- Reschedule Visit - when selected the reason will trigger the rescheduling of a visit
- No Action - when selected will allow the Host to select their action (Notify a colleague, reception, visitor or cancel/reschedule the visit.)
4.1.1 Notify Colleague
To notify a colleague, the application will suggest hosts based on previous interactions, but the user also has the option to find another host using the search box either by first or last name. Once selected, the new host will receive notifications as per system configurations (see Notification portlet and Message Templates).
4.1.2 Notify Nearest Reception
To notify the nearest reception with the status of the host, select the checkbox and press the Save button. The reception email that is assigned to the Collection Point will receive a notification to say that the Host is currently unavailable.
4.1.3 Notify Visitor of hosts' unavailability
The option "Notify Visitor of host's unavailability" sends a message to the visitor informing the unavailability.
This can be selected together with the notify reception. This will alert both the Visitor and reception.
4.1.4 Cancel Visit
The Host can also cancel the visit and this will trigger a message to the visitor to inform them that the visit has been cancelled.
4.1.5 Reschedule the visit
To reschedule the visit, the host can change the date, time and choose new duration. After that, new messages are send to host and the visitor is informed about the new one.
5. Message Template
All of the corresponding emails that are sent can be modified and edited to meet business requirements. The configuration can be done in the Message Template Portlet and the notifications (Configure Notification portlet) need to be enabled.
The relevant message templates relating to the Host/Visitor Web App are found by searching 'visitor_manage' in the Message Templates.