How to set up Visitors

Learn how to configure and get started with the AskCody Visitor Management (Visitors) system

Visitors allows employees to skip the tedious back and forth correspondence between multiple organizational units when a visitor needs to be registered.

The employee is in full control of the visitor registration and both the reception and security will have a simple and comprehensive overview of all the registered visitors and visitors that already have been checked in or out.

The Visitors solution consists of 3 parts: 

  • The Visitors Manager is the online interface where the reception staff can manage hosts, expected visitors, and check-ins.
  • The Visitors Admin Center is the online interface where the reception management can manage the number of reception and set up specific visitor rules and check-in management. 
  • The AskCody Visitors add-in is the user interface that integrates with Outlook where employees can register and manage their visitors. The add-in is connected to both Exchange and the Visitors manager, so all changes regarding meeting time and location are automatically updated when and sent to the reception.

There are many different configuration options for Visitors in order to support as many use cases and workflows as possible. If you have any questions or need configurations advice please contact support@askcody.com

What you need before you can set up Visitors:

Step 1: Create a Reception

Go to Admin Center* Click on Visitors and choose Receptions  Click Add  Fill out the information and click Add.

Reception settings in the AskCody Management Portal

 

Step 2: Create a Check-in kiosk template

Go to Admin Center*  Click on Visitors and choose Check-in Kiosk Template → Click Add  Fill out the information and click Add.

Check-in screen configuration in the AskCody Management Portal

 

To change the headline "Welcome" on the Check-in kiosk, go to How to customize Visitors text and messages.


Step 3: Create a check-in kiosk 

Go to Admin Center*  Click on Visitors and choose Check-in Kiosk → Click Add → Fill out the information and click Add.

Create a check-in screen in the AskCody Management Portal

 

To change the headline "Welcome" on the Check-in screen, go to How to customize Visitors text and messages


Step 4: Install the AskCody Visitors Add-in for Outlook

Go to Admin Center*   Click on Add-ins for MS Copy the Manifest URL to your clipboard (ctrl+c) → Install the add-in via Exchange Admin Center (click here to learn how) or via Powershell (click here to learn how)

 

Step 5: Create hosts

How to create hosts manually: Go to Visitors in the AskCody Portal  Click Hosts and choose Manage hosts → Click Add → Fill in the information and click Add

 Add a host to a reception in the AskCody Management Portal

 

How to import hosts via .csv file: Go to Visitors in the AskCody Portal  Click Hosts and choose Import hosts → Upload the .csv file and click Import

Import hosts to a reception in the AskCody Management Portal

 

How to import hosts via AD sync

 

Admin Center and the Visitors Manager are only available to the users with the AskCody Owner or Visitors administrator role. The owner role is granted to the first user by default.