1. Help Center
  2. Implementing AskCody
  3. 9. Setting up AskCody Visitor Management

Configuring the Visitor Management module

A Visitor Management Reception in AskCody registers all the visitors that come to your building or office and provides the front desk, security, and office management with an overview of who is in the build and who is expected to visit.

Setting up a Reception 

A Reception in AskCody also allows users and the front desk to register both individuals and groups as expected to visit for a specific time and date making expected visitors easier to welcome once they arrive.  

Visitor management often involves giving the visitor a pleasant and personal welcome as well as providing them with useful information about the building and the reason for their visit. These first steps of setting up a Reception in AskCody will focus on the simple and basic configuration of a Reception. Afterward, we will go into further detail about the advanced features and links to articles that will help you customize the system to support a unique visitor experience tailored to your needs.  

Info

We recommend that this step is performed and set up by System Owners or the admins in charge of visitor management (Office Managers, Facilities Managers or Reception Staff), to ensure that the setup and configuration are aligned with business needs, rules and policies, and with the right data and services. The role Welcome+ Administrator needs to be assigned to be able to configure a reception.

  1. Log in to the AskCody Management Portal with the credentials created when creating your organizational account on the signup page. Choose EU or US.
  2. Click the menu tab in the upper left corner. 
  3. Go to the Admin Center
  4. Go to Welcome+ and select Welcome+ Receptions
  5. Edit the existing Default Reception. 
  6. Fill in the information about the Reception you want to create.
  7. Finish by clicking Update
Reception settings in the AskCody Visitor Management Portal


Name is the name of the Reception 

Members are admin users who should manage the specific Reception. Admin users can be members of multiple Receptions and therefore manage multiple Receptions. If you added admin users in step 5: Getting started with Admin user management, these should be added as members of the specific Reception now. Memberships is therefore a way to separate access to multiple receptions for larger organizations. Memberships can also be managed and applied using Active Directory. Please see the next chapter to learn more about connecting AskCody to Active Directory. 

Room are the meeting rooms that allow for visitor registration at this specific Reception. To be able to register attendees as expected visitors for a specific meeting in a specific room, the room needs to be added here. These are the rooms configured in step 6: Configuring meeting rooms in AskCody. 

Languages are the language options that should be available for the messages and Check-in Screens that are connected to this Reception. When adding a language, a set of default messages are automatically generated which you can then customize later. More information about custom messages is presented later in this section.  

Location is the time zone settings that this Reception will use.  

Default country code is the country code that will by default be added to all hosts in this Reception.  

Email sender name is the name you are going to use, sending emails and confirmations to users registering visitors. 

Email to host determines whether the host of a visitor should receive an email when that visitor checks-in.  

SMS to host determines whether the host of a visitor should receive an SMS when that visitor checks-in.  

Email visitors before their meeting determines whether the expected visitors should receive an email 30 minutes before their expected arrival time.  

Email visitors after Check-in determines whether the visitors should receive an email after they have checked-in via SMS, email, Check-in screen, or the front desk personal.  

SMS visitors before their meeting determines whether the expected visitors should receive an SMS 30 minutes before their expected arrival time. 

SMS visitor after Check-in determines whether the visitors should receive an SMS after they have checked-in via SMS, email, Check-in screen, or the front desk personal. 

Automatic check-out allows you to set a time every day where the system will check-out all visitors that are still marked as on-site. This is a terrific way for users with access to the Visitor Management Portal to have a clean list of visitors at the beginning of every day.  

Days shown in Check-in lists determine how much data should be visible to the users with access to the Visitor Management Portal. If you want the front desk to focus on the visitors that are expected on that specific day, it is recommended to select “Today only”. Users will still be able to see data for days in the future, but it will not be included in the main list of visitors and check-ins.  

Show notified status means that the notified status label will show on an expected visitor when the visitor has been notified via SMS or email about their arrival. The visitor status label will change from Expected to Notified. It is possible to enable/disable this label because labels can change the sorting and order in the Expected visitor list.

Print host name lets you print the name of the host on labels printed by the users with access to the Visitor Management Portal. This will not affect the labels printed from the check-in screen.  

Print group name lets you print the name of the visitor group on labels printed by the users with access to the Visitor Management Portal. This will not affect the labels printed from the check-in screen. 

Print date and time lets you print the date and time of the check-in on labels printed by the users with access to the Visitor Management Portal. This will not affect the labels printed from the check-in screen. 

Print infotag lets you print one of the infotags that has been created for use in custom messages on labels printed by the users with access to the Visitor Management Portal. This will not affect the labels printed from the check-in screen. Please see further down for more information on infotags. 

Identification name is the name that will be used for configuring an AADFS user and host sync.

Label print theme adds a custom logo to the labels printed by the users with access to the Visitor Management Portal if a theme has been created for you by the AskCody team. This will not affect the labels printed from the check-in screen. 

Setting up a Check-in Screen Configuration

When setting up Check-in Screens, the first thing you need is to set up a Check-in Screen Configuration. This allows you to control what information should be displayed and what features the Check-in screens with this configuration should have enabled for your end-users.

A Meeting Room Display can only have one configuration at the time, but a configuration can be used and inherited on multiple displays at once. This enables you to change the displayed content on multiple displays without having to edit each individual display.

Please go through these steps to set up a Check-in Screen Configuration:

  1. Log in to the AskCody Management Portal with the credentials created when creating your organizational account on the signup page. Choose EU or US.
  2. Click the menu tab in the upper left corner.
  3. Go to the Admin Center.
  4. In the Admin Center, click Welcome+ and select Check-in Screen Configuration.
  5. Edit the default configuration.
  6. Fill in the information and select the required features for the Check-in Screen to support the needs of your organization.
  7. Click Update to finish and save the configuration
 Check-in screen configuration in the AskCody Visitor Management Portal


Name is the name of the configuration. Create a name that is easy for you to remember, like default check-in screen configuration, standard check-in screen, or something the represents the configuration.

Reception is the reception that will be connected to Check-in Screens with this configuration. All check-ins from Check-in Screen with this configuration will be sent to this reception.

The different fields are for visitors to write their personal information. The fields can be required or optional for the visitor to fill out or completely hidden from the Check-in Screens. The different fields are:

  • Company, for the visitor to fill in their company information
  • Email, for the visitor to fill in their email
  • Mobile, for the visitor to fill in their cell phone number
  • Host, for the visitor to select the host they are visiting
  • Custom is a field for additional information that the visitor can provide

- Mail and package button is an additional button on the Check-in Screen for a courier or mailman to get in contact with someone who has been specified as the contact person for mail and packages in this reception.

- No appointment button is an additional button on the Check-in Screen for visitors without a host to get in contact with someone who has been specified as the contact person for unexpected visitors in this reception.

- Printer type is the way the Check-in Screen will be printing labels when people have checked in via the Check-in Screen. If the Check-in Screen is set up using Google Chrome that is the printer type you need to select.

- Print host name lets you print the name of the host on labels printed from the Check-in Screen. This will not affect the labels printed from the Visitor Management Portal.

- Print date and time let you print the date and time of the check-in on labels printed from the Check-in Screen. This will not affect the labels printed from the Visitor Management Portal.

- Print logo lets you print your company logo on labels printed from the Check-in Screen if a theme with a logo has been selected. This will not affect the labels printed from the Visitor Management Portal.

- Print infotag lets you print one of the infotags that has been created for use in custom messages on labels printed from the Check-in Screen. This will not affect the labels printed from the Visitor Management Portal. Please see further down for more information on infotags.

- Theme lets you customize the look of the Check-in Screen and add a logo to the screen and the label. A theme must be created for you by the AskCody team. This will not affect the labels printed from the Visitor Management Portal.

Setting up a Check-in Screen

When a configuration has been set up and saved, it’s time to set up a Check-in Screen. Please go through these steps to set up a Check-in Screen.

  1. Log in to the AskCody Management Portal with the credentials created when creating your organizational account on the signup page. Choose EU or US.
  2. Click the menu tab in the upper left corner.
  3. Go to the Admin Center.
  4. In the Admin Center, click Welcome+ and select Check-in Screen.
  5. Edit the default screen.
  6. Fill in the information and select the configuration that the screen should be using.
  7. Click Update to finish and save the Check-in Screen
Create a check-in screen in the AskCody Visitor Management Portal

Deploying Check-in Screens

The AskCody Check-in Screen software is available and compatible with multiple displays and devices. We recommend setting up the Check-in Screen software on a device with a touch display that is compatible with Windows 10 and can run a Google Chrome browser.

To display the AskCody Check-in Screen software on your selected hardware display, the device needs to be able to display the Check-in Screen URL. After that, you need to display the URL in full-screen mode. If you are using a touch display with Windows, you can follow this guide.

You can find the Check-in Screen URL by following the directions below:

  1. Log in to the AskCody Management Portal with the credentials created when creating your organizational account on the signup page. Choose EU or US.
  2. Click the menu tab in the upper left corner.
  3. Go to the Admin Center.
  4. In the Admin Center, click Welcome+ and select Check-in Screen.
  5. Click on the LTD (Large Touch Display) link of the screen you want to display and copy the URL.
 Check-in screens overview in the AskCody Visitor Management Portal

 

Next Step: Getting started with Visitor Management in Outlook and Office 365 with AskCody