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Visitor Pre-Invite and Reception Check-In Workflow

Offision makes visitor pre-invite and check-in seamless. Pre-invite guests via email, and receptionists handle check-in with QR codes, ensuring a smooth and professional visitor experience.

Managing visitors becomes effortless with Offision's Visitor Pre-Invite and Reception Check-In workflow. Here's how it works:

Send Pre-Invite Emails:
- Users initiate the process by sending an invitation email to visitors.
- The email includes visit details, making it easy for visitors to save the event to their e-calendar.
Provide Visitors with Essential Details:
- Visitors receive a badge email containing:
  - A link to a registration form. Visitors can fill out their information in advance, ensuring a hassle-free check-in.
  - A QR code that will be used at the reception desk for quick identification.
Reception Check-In with QR Code:
- Upon arrival, visitors present their QR code at the reception desk.
- Receptionists scan the QR code using Offision to retrieve all associated visit data.
Verify Visitor Information:
- Receptionists confirm that the visitor has completed the registration form.
- Once verified, they click the “Check-In” button in Offision to log the visitor’s arrival.
Instant Notifications and Badge Printing:
- The inviter is immediately notified via email and system notification that the visitor has checked in.
- If a label printer is connected, Offision prints a visitor badge automatically, ensuring professional identification.

This workflow ensures a smooth visitor experience from pre-invite to check-in while streamlining the receptionist's tasks. It combines automation, professionalism, and ease of use for all parties involved.

Pros:

Professional Visitor Experience:
- Visitors receive all necessary information before their visit, including a registration form and QR code.
- The streamlined process ensures a positive first impression when visitors arrive.
Simplified Reception Tasks:
- Receptionists can handle check-ins efficiently by scanning QR codes and verifying details.
- No need for manual data entry, reducing errors and saving time.
Improved Communication:
- Inviter notifications ensure that hosts are informed immediately when their visitors arrive.
- System and email notifications keep everyone in the loop.
Enhanced Security:
- The QR code ensures visitor identity is verified before check-in.
- Registration form verification allows receptionists to confirm visitor details before granting access.
Automated Badge Printing:
- If connected to a label printer, Offision automatically prints a visitor badge, improving identification and access control.
Time-Saving and Efficient Workflow:
- Pre-invites ensure visitors are prepared, reducing wait times at reception.
- Automating notifications and badge printing minimizes steps for reception staff.
Easy to Use:
- The intuitive process is simple for both visitors and receptionists, requiring minimal training.
Centralized Visitor Data:
- All visitor information is stored securely in Offision, allowing for easy tracking and review.

By focusing on pre-invites and reception check-ins, Offision enhances visitor management, ensuring a smooth and professional process for both visitors and staff. This feature saves time, improves security, and creates a positive experience for everyone involved.

Configuration steps

Navigate to "Location", and create a building
Input name, country or regions, address, and location on Google map
Add / edit a floor in the building
Navigate to "User groups", then create / edit a user group
Select "Reception staff" permission to the user group
Add users to the user group
Navigate to "System interface" and scroll down to "Home page settings"
Enable "Reception"
Navigate to "Visiting location", and enable the building for visiting

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