Register a visitor who arrives without an appointment

Somebody arrives at the desk with no invitation and asks for a colleague. Register walk-in visitor takes their details and admits them in one pass — which is the part worth knowing before you start, because it does not work like the visitor’s own phone registration. Reception registers a visitor as present: when the form finishes, they are already checked in, and their card offers Check out rather than Check in.

1. Choose Register walk-in visitor

Open Reception from the app home menu. Two buttons sit under the header: Register walk-in visitor for the person standing in front of you, and Schedule upcoming visit for one expected on a later date. On a phone both are on the + button at the bottom right instead.

The distinction is not cosmetic. Reception’s walk-in form registers for now and only for now — the visiting date and arrival time are fixed and cannot be edited. Anything for a future day is the other button.

2. Fill in Visitor information

Everything about the visit and the visitor is on this one step, in this order:

• Visiting purpose — shown only when your organisation has more than one. It is the first thing to get right, because it decides every field below it and how many steps the wizard has. The default purpose is already selected.
• Visiting date and Arrival time — today and now, read-only.
• Expected leave time — the only part of the period you set.
• Location — the building, and optionally the room. The list holds only the buildings you are a receptionist for, so a visitor for another site cannot be registered from your desk.
• Inviter — who they are here to see. This field appears only when proxy invitation is switched on for reception; without it, a walk-in is recorded against no host.
• The visitor’s own details — name, email or mobile, company, and whatever else the purpose asks for. A red dot marks the ones you cannot skip.

Where your organisation has the business-card scanner, Scan business card fills the visitor’s details from a photograph of their card instead of typing.

3. Take a photo

The purpose decides whether this step exists at all, and whether you may pass it. Where the photo is required, Next step stays greyed until one is taken — so a purpose that demands a photo cannot be completed by a receptionist working from a desk with no camera.

4. Answer any Visitor survey

Each survey attached to the purpose is a step of its own — a health declaration, an NDA, a site-safety question. Ask the visitor and record their answers.

5. Confirm and submit

The last step is a read-only recap of everything: the visit, the visitor, the vehicle and any survey answers. Read it back to the visitor, then Submit.

6. Hand over the pass

The dialog turns into the visitor’s pass: Register success, their Visitor code, and a QR of the same. That code is what they show at a lobby board or a gate, and what you search on if they come back to the desk later.

A label printer connected to this computer prints the badge on its own, with no further action. If nothing prints, no printer is attached yet — Connect printer is under More actions at the top of the Reception page.

Register another visitor clears the form and keeps the dialog open, which is the one to use when several people arrive together. Done closes it.

7. Check it worked

Close the dialog and find them on the list. Their card should read Visiting under Visiting period with the time they arrived, and offer Check out.

If it offers Check in instead, the form did not finish — a reception walk-in is never left waiting to be admitted.

What the admin console controls

Half of the form is conditional, and each conditional part is one setting on one admin page. This is the table to read when a field a colleague describes is not on your screen.

The one setting that is reception’s alone is the first — everything else is shared with the visitor’s own self-registration.