Receptionist guide

This guide is written for the person at the front desk. Everything in it happens in the Offision app — the same app everybody else books rooms in — because a receptionist is a user with one extra permission, not an administrator. If your account has the Receptionist permission and a building, the app grows a Reception page, and that page is your desk.

The day, on one page

Reception opens on today’s visitors — everyone expected, everyone here, everyone already gone — and each visitor’s card says which of those they are: Await, Visiting, Left, No show or Overstay. The day’s work is moving people through those states: scan a code or find a name, check them in, hand over a badge, and check them out when they leave.

The two ways a visitor arrives

Most visitors were invited: an employee sent them a code, and your job is to read it and let the check-in wizard walk you through whatever their visit requires — a photo, a survey, a badge. The rest are walk-ins, who have no code and no appointment; the desk registers them from scratch, and that form admits them as it saves.

Who is in the building

The desk always knows who is on site right now. On-site people lists every visitor currently in the building, grouped by building, with a count — and exports each building’s list to a spreadsheet, which is the list you want in an evacuation or at the end of the day.

What this guide does not cover

Anything configured rather than done. Which questions a visitor is asked, what the badge looks like, who approves visits and when visitors are checked out automatically are all settings in the admin console, documented under Visitor management. Inviting a visitor is the employee’s own task, in the user guide.