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Manage Visitor Arrivals

This is the day-to-day workspace for reception and security. Handle new arrivals, record host decisions, process approvals, check out departing visitors, and manage walk-ins that the kiosk cannot handle alone.

Quick Summary

Go to Visitor Management → Visitor Records to see all arrivals. Use On-site Visitors for the current active list. Open any visit to see detail, record host response, or escalate.

Operator Check-in (Reception)​

When a visitor arrives at the front desk instead of the kiosk, reception can check them in manually:

  1. Go to Visitor Management
  2. Click Operator Check-in
  3. Search for a pre-registered invitation, or create a new walk-in entry
  4. Enter or confirm visitor details (name, email, phone, company, host, purpose)
  5. Complete any required policy steps on behalf of the visitor
  6. Click Check In

Approval-Required Arrivals​

When the visitor policy requires approval, the visit does not move to Checked In automatically. Instead:

  1. The visitor checks in through kiosk or front desk
  2. The visit status becomes Approval Pending
  3. The host receives an email with a direct response link
  4. The host responds without logging in to Infodeck

Host Response Options​

ResponseWhat it meansWhat reception should do
ApprovedHost confirms the visitor. Admit themProcess badge and admission
On my wayHost is coming to meet the visitorAsk the visitor to wait
Ask to waitHost wants the visitor to waitKeep the visitor in the waiting area
Not expectingHost does not recognise the visitorVerify with the visitor, consider escalation
RejectedHost denies the visitDeny entry, record on the visit

How the Host Responds from Email​

The host does not need to open Infodeck. They:

  1. Open the arrival notification email
  2. Click the response link
  3. See the visitor details (name, company, site, purpose, arrival time)
  4. Select their response
  5. Add remarks if needed
  6. Submit

The response updates the visit record immediately. Reception sees it on the visitor detail.

Recording Host Response from Reception​

If the host calls or speaks to reception directly:

  1. Open the visit in Visitor Records
  2. Click Record Host Response
  3. Select the host's instruction (Approved, On my way, Ask to wait, Not expecting, Rejected)
  4. Add remarks if the host provided additional instructions
  5. Save

Walk-in Handling​

How walk-ins are handled depends on the policy's walk-in mode:

Self-service walk-ins​

The visitor uses the kiosk to enter their details and select a host. Reception is notified of the new arrival but does not need to intervene unless there is an issue.

Receptionist-assisted walk-ins​

The visitor approaches the front desk. Reception uses Operator Check-in to create the visit manually, contacts the host, and records the response.

Walk-ins disabled​

All visitors must have a pre-registered invitation. If someone arrives without one, reception can create an invitation on the spot or turn them away.

Check Out a Visitor​

From On-site Visitors​

  1. Go to On-site Visitors
  2. Find the visitor
  3. Click Check Out

From Visitor Detail​

  1. Open the visit record
  2. Click Check Out

Self Check-out (if policy allows)​

The visitor uses the kiosk check-out screen or the link from their invitation email to check themselves out. The visitor searches by badge number or name, confirms their identity, and checks out.

Deny a Visitor​

If a visitor should not be admitted:

  1. Open the visit record
  2. Click Deny
  3. Enter a reason
  4. The visit status changes to Denied

The denial reason is recorded on the visit for audit purposes.

On-site Visitor Monitoring​

The On-site Visitors workspace shows everyone currently admitted and not yet checked out. Use this to:

  • See who is on site right now
  • Identify visitors who may have overstayed
  • Quick-check-out visitors who are leaving

The list auto-refreshes every 30 seconds.

Need help? Contact Infodeck Support

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