Guest and staff Wi-Fi
Save your Wi-Fi once in the Console, give it to visitors only while they're checked in, and to staff in the Agoo Workspace app, with every password kept sealed. Off until you turn it on.
Agoo is in early access. This page describes the feature as it ships to early-access organisations; screens are illustrative.
Visitors ask for the Wi-Fi within minutes of arriving, and the answer is usually a password on a card at reception, read out across the desk or written on a wall. Agoo hands it over for you, to the people you choose, only while they're on your premises, and keeps it safe while it does.
Nothing is shared until an Owner or Admin turns it on. Guest Wi-Fi and Staff Wi-Fi are two separate switches, and both start off. Everything is set up in Console → Settings → Wi-Fi.
| Where | What's there |
|---|---|
| Settings → Wi-Fi | The two switches, your networks, your Wi-Fi terms, password reminders and who was given it |
| Settings → Wi-Fi → Guest Wi-Fi given | Every visitor given your guest Wi-Fi, filtered and exported |
| Settings → Sites → a site | The site's networks, Print a Guest Wi-Fi poster, and the Wi-Fi that counts for clock-in |
| Visitors → a visit | How and when the visitor was given Wi-Fi, and Give Wi-Fi at the desk |
| QR codes | The Guest Wi-Fi poster, and plain Wi-Fi codes made from a saved network |
| Reports | Visitors given Wi-Fi, as a share of check-ins, and how they got it |
Turn it on
The first time an Owner or Admin sets up Agoo, the wizard's first-site step asks two questions: Do visitors use your Wi-Fi? and Do staff need your Wi-Fi on their phones?
- Yes, add it now asks for the network's name and password and turns that switch on. Guest Wi-Fi starts with Agoo's terms (below).
- Not now asks again on Home in a week, and What's next suggests Share your Wi-Fi.
- We don't offer Wi-Fi (or No, they don't, for staff) stops asking. Settings → Wi-Fi is there if you change your mind.
Kinds of organisation that usually share their Wi-Fi this way, such as co-working spaces, churches, hotels and hospitals for guests, and co-working spaces and schools for staff, see Suggested beside Yes. Nothing is chosen or turned on for you. Home asks one question at a time, guests first, and never alongside the setup card.
You can also turn either switch on at any time in Settings → Wi-Fi. Each card says where it stands, such as "On at 2 of 3 sites". Turning Guest Wi-Fi on for the first time asks for your terms.
Your Wi-Fi terms
Visitors accept your acceptable-use terms before they see the Wi-Fi on their pass or a poster's page. Agoo fills in a template with your organisation's name; the wording is yours to change in the Wi-Fi terms panel. Agoo keeps the exact wording each visitor accepted, so a change applies from their next visit. Guest Wi-Fi can't be on with empty terms.
Add a network
Open Settings → Wi-Fi → Add network
Or Add a guest network or Add a staff network from a site's Wi-Fi panel, with that site chosen.
Choose who it's for
Visitors or Staff. You choose once: a network is never switched between guests and staff, so a staff network can't end up on a visitor's screen by accident. If guests and staff share one network name, save it twice.
Fill in the network
- Sites: one or several. One network name can serve several branches.
- Network name, exactly as phones list it (names are case-sensitive), and whether it's hidden.
- Security: a password (WPA2, WPA3, or both), Open: no password, or, for staff only, Enterprise, where each person signs in with their own login.
- Password, with its eye to check what you typed. It's sealed as soon as you save, and never shown again unless someone allowed to asks.
Say who gets it
For visitors:
- Who gets it: every checked-in visitor, chosen visitor types (contractors, for example), or only the visitors reception chooses.
- Where it shows: on the kiosk's welcome, on their pass page, in their wallet pass, and whether the password also shows as text under the code, for phones that can't scan.
- What new posters show: the Wi-Fi for anyone who scans, or only for visitors who are checked in. Each poster can choose for itself too.
- A note for visitors, such as what to tap if a sign-in page opens.
For staff:
- Who can use it: everyone who works at its sites, or chosen roles, teams, departments or people. Owners and Admins can always use every network.
- Staff can see the password, or Join only: the app joins for them and never shows it.
- Use for Wi-Fi clock-in: see Wi-Fi for clock-in.
For an Enterprise network, add the method (PEAP or EAP-TTLS), the sign-in server's name as on its certificate, a username hint and any instructions for staff. Agoo never keeps anyone's password for it.
Each network in the list shows Guests or Staff, its name, its sites, where it shows or who can use it, Used for clock-in, and when its password last changed ("Changed 94 days ago").
Preview shows what visitors see: the code their phone's camera joins with, the network name and the password.
What visitors see
Once a visitor is checked in, and only then, they get your guest Wi-Fi wherever they are. Never while they wait for approval or are held for security, and it's gone the moment they check out.
- On the kiosk. The welcome screen shows a code their phone's camera joins with in one scan, with the network's name and its password (unless you show the code only). It stays up for 30 seconds instead of the usual few, and Done still closes it. This is on Agoo Kiosk in a web browser now, and on the Kiosk apps with their next update.
- On their pass. A Guest Wi-Fi card at the top of their pass: the network's name, the password in large type with Copy, the steps for their phone ("Open Settings, tap Wi-Fi, choose…"), and Joining another device? Scan this with it for a laptop or tablet. Your terms come first, accepted with one tap, once a visit. The card goes when they check out, and the page says the Wi-Fi details are no longer shown.
- In their wallet. If they added their pass to Apple Wallet, Wallet offers to join the network, and the back of the pass has its name and password. Google Wallet shows the details on the pass. Both are added when they check in and taken away when they check out.
- In a welcome message, if you send one (below).
- From a Guest Wi-Fi poster (below), and at the desk.
Which of these each network uses is up to you, in the network's Where it shows.
The welcome message
In Settings → Wi-Fi → Welcome message, turn on Send visitors the Wi-Fi when they check in. Each visitor who gets guest Wi-Fi then gets a message the moment they're checked in, by their pass's channels (email, a text or WhatsApp), with a link to their pass, which shows the current password while they're checked in and nothing after. A walk-in who gave a phone number or email gets a pass for it.
Put the password in the message is a second choice, off by default. With it on, the password is in the message itself. It stays in their inbox after the visit, and after you change it, so the link alone is the safer choice.
Texts and WhatsApp messages draw on your plan's messages, like every message; email is free. WhatsApp is used once its new message is approved; until then the message goes by the next channel.
Passwords
Passwords show as dots. People allowed to reveal them press Show; the password hides again after 30 seconds, or when they leave the page. Each reveal is recorded in the audit trail.
Changing a password first asks Have you already changed it on your router? Agoo never changes anything on your router: change it there first, then here. Kiosks and staff phones pick up the new password by themselves, and Guest Wi-Fi posters never need a reprint.
In the Passwords panel:
- Remind us to change shared passwords every 30, 90 or 180 days, or never. When one is due, the bell says A Wi-Fi password is due for a change to the people who can change it, and the network list says so too.
- New staff networks let staff see the password, or start as join only.
Archive a network to stop sharing it at once. Its record, and who was given it, are kept.
Who was given guest Wi-Fi
Settings → Wi-Fi shows the latest visitors given your guest Wi-Fi. Guest Wi-Fi given has the full list, filtered by site, network, how (at the kiosk, the browser kiosk, on their pass, their wallet pass, a message, at the desk or from a poster) and dates. Export it to CSV, Excel or PDF; each export is recorded in the audit trail.
Agoo keeps who was given it, when and how. It never keeps anything about their phone or laptop, such as its MAC or IP address, or what anyone did online. The record is part of the visit, so it follows your retention settings for visits and is erased with the visitor.
The visitors report has a Guest Wi-Fi panel: visitors given Wi-Fi in the period, as a share of check-ins, and how they got it. See Reports.
At the desk
On a checked-in visit's page (Visitors → the visit), the Guest Wi-Fi panel says how and when the visitor was given Wi-Fi ("At the kiosk, 09:12"). If your role can give Wi-Fi, Give Wi-Fi (or Show the Wi-Fi) shows the code large on your screen, and full screen, for the visitor's phone camera to scan, with the network name and password. It's recorded on the visit.
Networks set to only visitors reception chooses reach a visitor only this way. Wi-Fi isn't offered while a visit is held for security, or before the visitor is checked in.
Guest Wi-Fi posters
A Guest Wi-Fi poster is a tracked QR code for one site. Make it from the site's page (Print a Guest Wi-Fi poster, in its Wi-Fi or QR codes panel), from Settings → Wi-Fi, or from QR codes → New QR code. It counts as one of your plan's tracked codes, on every plan.
Its page always shows the current Wi-Fi, with Copy and a code for another device, so a new password never needs a reprint. Each poster shows it either:
- to anyone who scans, after your terms (a phone isn't asked again until your terms change). Networks set to chosen visitor types or to reception's choice aren't shown this way, unless the poster names the network itself; or
- only to visitors who are checked in: the page asks for the phone number or email they gave when they checked in, and sends a one-time code there, but only if a visitor checked in at that site gave it. After the code and your terms, that phone sees their visit's Wi-Fi until they check out. If the site has self check-in on, Not checked in yet? links to it. If Guest Wi-Fi is turned off, the poster asks people to see reception; if the site is removed, the poster ends, like the site's other posters. See Codes for people and places.
Plain Wi-Fi codes
The plain Wi-Fi QR code is always plain, free and unlimited. It can be WPA3, written so every phone camera reads it, and can be made From a saved network: Agoo puts the saved password in for you and records it like a reveal. Only guest networks can be used this way; staff passwords never go on printed codes. If that network's password changes, the code's page says when it changed and asks you to reprint the code. See QR codes.
Wi-Fi for clock-in
A staff network marked Use for Wi-Fi clock-in adds its name to the clock-in Wi-Fi of each of its sites, so phone clock-in accepts it as being at the site. Renaming the network renames it there; unmarking or archiving it removes it. Names you set yourself with an access point's ID stay. Each site's Clock-in panel shows Wi-Fi that counts as being here, and marks the names kept in step by a staff network. See Clock-in methods.
Who can do what
| Permission | Roles |
|---|---|
| See the Wi-Fi settings: networks (never a password) and who was given guest Wi-Fi | Owner, Admin, Site admin, Receptionist, Security lead, Auditor |
| Change the Wi-Fi: networks and passwords; the switches and terms (Owners and Admins) | Owner, Admin, Site admin |
| See a stored password (each time recorded) | Owner, Admin, Site admin |
| Give a visitor Wi-Fi at the desk | Owner, Admin, Site admin, Receptionist, Security lead |
Site admins work only with networks at their own sites. Staff using a network need no permission: being among the people it's shared with is enough. Agoo support never sees a Wi-Fi password, even when you give it access. See Roles and permissions.
If Agoo ever pauses Wi-Fi sharing, Settings → Wi-Fi says so. Visitors and staff are asked to see reception meanwhile, and nothing you've saved is lost.
Kept safe
- Passwords are sealed with their own encryption key, and never appear in exports, logs or the audit trail.
- Every time a password is shown or sent, to someone in the Console, onto a printed code, to a kiosk or to a phone, the audit trail records it.
- Guests and staff are kept apart. Staff networks never reach a visitor page, a kiosk, a pass, a message to a visitor or a poster.
- Only while they're checked in. A pass, a wallet pass and a poster's page stop showing the Wi-Fi at check-out. A poster's page for checked-in visitors shows it only to the phone that confirmed a one-time code.
- No device tracking. Agoo records who was given guest Wi-Fi and when, never their devices.
Coming next
Being built in steps:
- On the Kiosk apps: the same welcome screen as the kiosk in a browser, on iPad, iPhone and Android, kept on the device so it works offline.
- For staff: a Wi-Fi list in the Agoo Workspace app, on iPhone and Android, with one-tap join, the password behind the phone's unlock where you allow it, and Give Wi-Fi on the app's Desk.
- Codes for each visit, instead of one shared password, each ending when the visitor leaves: code lists from your router (Starter and above); your router connected, through Cisco Meraki, TP-Link Omada, Ubiquiti UniFi or MikroTik (Growth and above); and Agoo Wi-Fi sign-in, where every visitor and member of staff has their own Wi-Fi login (Pro and Enterprise, and on request for Growth).
What each plan includes
| Wi-Fi | Free | Starter | Growth | Pro | Enterprise |
|---|---|---|---|---|---|
| Guest Wi-Fi once a visitor is checked in: kiosk, pass, Wallet and message | ✓ | ✓ | ✓ | ✓ | ✓ |
| Staff Wi-Fi in the Agoo Workspace app | ✓ | ✓ | ✓ | ✓ | ✓ |
| Guest Wi-Fi poster (counts as a tracked QR code) | ✓ | ✓ | ✓ | ✓ | ✓ |
| A Wi-Fi code for each visit, from code lists your router makes | — | ✓ | ✓ | ✓ | ✓ |
| Codes for each visit made and ended automatically through your router | — | — | ✓ | ✓ | ✓ |
| Agoo Wi-Fi sign-in | — | — | Add-on, on request | ✓ | ✓ |
Messages to visitors draw on your plan's allowances and wallet, like every message. See Plans and limits.
Wallet passes
Visitors add their pass to Apple Wallet or Google Wallet with one tap, on every plan. It carries the same QR code, shows on the lock screen near your site and keeps itself up to date.
Host approvals
How hosts approve, decline or tell reception they're coming from a push on their lock screen, WhatsApp, an SMS link or email, and how timeouts keep nobody stuck at reception.