Front desk and guard mode

The kiosk handles most visitors on its own, but people still need a person at the desk and at the gate. This page is for receptionists, who work mostly in Console → Visitors, and for guards, who use the Kiosk app in guard mode.

Your screen at the front deskCopy Anchor Link

Console → Visitors has three tabs. Receptionists see the sites they're assigned to.

Expected and On site update every few seconds as people check in at the kiosk, at the gate or in the Console. You don't need to refresh.

Check in an expected guestCopy Anchor Link

When an invited guest comes to the desk instead of using the kiosk:

1. In Console → Visitors → Expected, find them by name, phone number or company, and open their visit.
2. Choose the gate they came in at, and select Check in.
3. If their visitor type has required questions that aren't answered yet, they're asked first. Answer them with the visitor, then select Save and check in.
4. If their pass has rules that don't admit them now (before its window, outside its daily hours, at another gate, or already used), you're told why. Choose Let them in anyway if it's right to; the override is noted on the visit and recorded in the audit trail with your name. A cancelled, declined or missed visit can't be overridden.
5. The watchlist is checked and your check-in rules apply, as on the kiosk: the host is told they're here, or asked to approve. Photos, signature fields and badges are taken at the kiosk (badges from P8).

Documents the visitor hasn't signed yet show on the visit. See Documents at the desk.

Scan a visitor's passCopy Anchor Link

When a guest shows their pass on their phone, scan it instead of searching. In Console → Visitors, select Scan a pass and hold the pass's QR code up to your computer's or tablet's camera. Their visit opens, where you can check them in, or let them back in on a multi-day pass. Signed passes and pass links both work (see Signed passes). If a pass doesn't open a visit, search for the guest by name instead.

Let a visitor back inCopy Anchor Link

A multi-day pass lets its visitor in on each of its days, and any pass lets a visitor who stepped out back in while it admits, unless it's single use. When they return, open their visit and select Let them back in. Each entry is recorded on the pass, the watchlist is checked again and their host is told. If the pass doesn't admit them right now, you're told why and can let them in anyway, as above.

Documents at the deskCopy Anchor Link

A visit's Documents lists what the visit asks the visitor to agree to: your privacy notice, and on Pro and Enterprise your NDAs, waivers and site rules. Each shows whether it's done, which version, when and how.

• Signed on paper: record a document the visitor signed on a printed copy. Keep the paper as your own rules say.
• Accepted at the desk: record a document the visitor agreed to in person.
• Copy: download the PDF of a document as it was signed or accepted.

Both kinds of record carry your name in the audit trail. See Documents to sign.

Visitors who checked themselves inCopy Anchor Link

At sites with self check-in from posters turned on, visitors can check in on their own phone. They appear in On site like any walk-in, and anyone waiting to be let in, by their host or by security, is pinned to the top. Their visit's timeline says they checked in "by themselves, from a check-in poster". They're treated as unverified until reception knows them, so a phone number typed on a poster never brings up anyone else's details.

Check in a walk-inCopy Anchor Link

1. Go to Console → Visitors and select Check in walk-in.
2. Type the visitor's mobile number first: a returning visitor's name, company and email fill in for you.
3. Add their name and company, then choose the host, the visitor type and the gate they came in at.
4. Answer the visitor type's questions. Required ones must be answered now; the rest are optional. Questions about photos, files, signatures and ID scans are taken by the kiosk and the Agoo app.
5. Select Check in. If the site's rules need approval, the visit waits for the host; otherwise the visitor is checked in at once.

Answers on a visitCopy Anchor Link

A visit's page shows the answers to its visitor type's questions, as the form was when the visit was made. While the visit is expected, waiting or on site, select Change answers to fill in or correct them.

Some answers are protected. A question your admins marked sensitive, such as a health declaration, isn't shown to your role unless they chose it; a masked answer, such as a reference number, can be typed at the desk and then shows as "Hidden from your role". See Privacy flags.

The live on-site registerCopy Anchor Link

On site now · Ridge HQ

38

Live

• AO
  Ama Owusu

  Visitor · Kwame Mensah
  On site
• YB
  Yaw Boateng

  Visitor · Legal
  Checked out
• EQ
  Esi Quaye

  Staff · clocked in 8:04 am
  On site
• KA
  Kofi Adjei

  Contractor · Plant room
  On site

Console → Visitors → On site answers the question "who is in the building right now?" for each site. It includes:

• visitors and contractors who are checked in,
• visitors waiting at the desk for their host or for security, at the top, with how long they've waited,
• deliveries waiting to be collected (from P8),
• staff who are clocked in, under the visitors, for people who can see attendance or roll calls: who, since when, and how they clocked in.

Home shows the same staff list beside today's visitors. Someone counts as on site when their latest clock-in, within the last 24 hours, was there, the same rule a roll call uses.

Filter by site, and search by visitor, phone number, company or host. A visitor whose host hasn't answered within the site's wait time is flagged Host hasn't answered. Visitors who have stayed past their expected end time are marked Overdue, so you can check whether they've left without checking out. This is the same list used for a roll call, so keeping it accurate matters.

SearchCopy Anchor Link

Search at the top of Console → Visitors finds visits by visitor name, phone number (typed the local way too, 024 123 4567), company or host. Use History with filters to answer questions such as "who visited Treasury last Thursday?". To download the list as filtered, choose Export on History: CSV, Excel or PDF. See Home and reports.

Print or reprint a badgeCopy Anchor Link

On Growth and above (from P8), open the visit and select Print badge, then choose the printer. Use this when a badge didn't print, was lost or got wet. Reprints are recorded on the visit's timeline. See Badges.

A visitor without a phoneCopy Anchor Link

The phone number is how Agoo recognises returning visitors and sends passes, but not everyone has one with them.

1. Check them in at the desk with Check in walk-in.
2. Turn on No phone number. Agoo then needs another way to tell visitors apart, such as their company or (if your policy asks for it) an ID.
3. Their host is notified as usual. Their badge, printed or written, is their pass for the day.
4. Check them out at the desk or the gate when they leave, because they can't use a check-out link.

Check a visitor outCopy Anchor Link

From On site, select the visit and choose Check out. Check-out from the desk is recorded with your name. Other ways visitors check out are in Check-out.

Guard modeCopy Anchor Link

Guard mode turns the Kiosk app into a handheld tool for the gate. An admin pairs the phone or tablet in guard mode (Pair a kiosk), and each guard signs in with their own account at the start of their shift. Guard mode ships with the Kiosk app: iPhone and iPad in P5, Android in P6.

Guard mode works offline like the kiosk: passes are verified on the device, and check-ins sync when the connection returns. See Offline mode.