The desk cannot see today's visitors

The desk should know who is coming before they reach the glass. Most offices still find out when someone is already waiting.

Content reviewed: September 2026

Visitor arriving at a showroom reception desk with host notification on a nearby screen

Why this happens

Reception has no list of who is coming

No Receptionist permission — no desk view.

Receptionist page: invites, walk-ins, on-site list.

How the Offision receptionist page works

The list is empty before anyone arrives

No invitation — empty list while people queue.

Every visit starts with a host invitation.

How Offision invitations populate the desk

They checked in, the desk never saw it

Paper diary beside a digital list — staff ignore the app.

Same record from desk, kiosk or room panel.

How Offision keeps one visitor record

Yesterday's guests still look on site

No check-out — yesterday's guests still on site.

On-site list updates at check-out.

How Offision check-out works

Impact

Who pays for this today

The same problem costs each group something different — and they rarely compare notes.

Impact

Receptionists

They work the lobby blind — a paper diary, a phone, and no view of who was invited for 10am.

Professional portrait of a workplace team leader with arms crossed, wearing a navy pinstripe blazer on a white background.

Impact

Employees hosting guests

They assume the desk already knows their guest is coming, then get a call when nobody is on the list.

Professional portrait of an employee with arms crossed, wearing a light pink shirt and glasses on a white background.

Impact

Security and compliance

They need a current on-site list for evacuation and access reviews, not yesterday's names still marked as in.

Professional portrait of an IT team member in a navy pinstripe suit holding a laptop that shows a code editor and utilization dashboard on a white background.

Common questions

How do receptionists see today's visitors in Offision?

Give them the Receptionist permission. The app then shows today's invitations, walk-in registration and who is on site.

Where can a guest check in?

Three: a staffed desk, a lobby screen the guest uses themselves, and the panel outside the room they were invited to. All three write the same record.

Does the on-site list clear itself?

Yes — once they check out, or once a receptionist marks them out. Until then they stay on the on-site list.

Smiling workplace professional in front of an office floor plan schematic

Next step

See it against your own rooms

Walk through your estate, your booking rules and your calendar setup with our team — or start free and try it on one floor.

Book a demo Start for free

(+852) 5538 3410

Offision is a leading platform for creating connected workspaces, empowering businesses with innovative solutions for digital signage, room booking, visitor management, and more. Our mission is to streamline office workflows, enhance productivity, and foster collaboration through intuitive design and seamless integrations.

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