This guide is for IT administrators or receptionist who do the initial setup, to ensure the Sign in Workspace Visitor self-registration is configured to your preferences.

The first time you open it, it won't have any locations. It will look like this:

In this example, I will call it Location1 to match an existing location in the Planner database. The names don't have to match.

You get a view like this. Here you can configure the self-registration.

Email notifications are always enabled and will be sent to the host if the host's email is correct in Planner.

You can't edit the email notification.

The “Location” field auto selects a location from your Planner site. Here is how to change it to “Location1” which I had already created in the Planner site.

Don't forget to save when you're done.

Please note: Only users on the chosen location will be available as hosts.

When a company is connected to the Visitor Self-registration, the guests can only select a host from those companies. You can connect multiple companies to a Visitor Self-registration location. If no companies are connected to the Visitor Self-registration location, every host is available.

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Visitor Self-registration supports two languages for the machine. In this guide, we will set the Primary language to English and the Secondary language to Danish. You can also set both languages to the same language. Then the guest won't be asked about a language.

The Primary language is the language on the welcome screen. Guests get the option to select the Secondary language during the check-in process.

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You can change the languages here.

Visitor comes with 4 possible badge designs to choose from.

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The screen timeout is how long the screen will wait without input before going back to the start screen. It is in seconds.

You can update it with the up and down arrows, or by typing a different number in the field.

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When you enable this, the visitor will be asked for their license plate and the car badge will be printed.

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The visitor can register with their name, a QR code or a check-in code. The QR code or the check-in code is only relevant if you use Visitor Boarding card in your Planner solution.

Name input: let visitor sign in with name, company, phone – and then choose name of host
​QR Code: let visitor sign in via received QR Code (requires visitors to be invited to a meeting via Planner, and Visitor Boarding card activated and sent to the guest.)
​Check-in code: let visitor sign in via received Quick code (requires visitors to be invited to a meeting via Planner, and Visitor Boarding card activated and sent to the guest.)

You can select to enable the options in different combinations. In this example, “Name input” is enabled, “QR code” is disabled and “Check-in code” gets enabled.

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SMS notifications send an SMS to the host when their visitor checks in. You can enable them here. Don't forget to configure the SMS notifications.

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These settings are for the entire solution, and not just one location.

SMS Token is your Visitor license and supplied by Sign in Workspace. If the field is empty, please contact [email protected]

You can check that it works and what your SMS credit is by pressing the “Validate SMS Token” button.

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Warning: suppress_email_notification in the appuser database has to be 0 and not null for the user to receive SMS notifications. This can be done with the SQL script.

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You can edit the text sent here. You can see how it looks for the receiver in real time underneath. An SMS can contain 160 characters. If you use more than 160 characters in your welcome SMS, you will be charged for multiple SMS'.

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You can use the following tags in the subject and body text:

Ex. of a body text:

Visitor can give the visitors a NDA that they have to accept to complete the registration. If they say no to the NDA, they are asked to visit the reception.

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Visitor can give the visitors a GDPR NDA that they have to accept to complete the registration. If they say no to the NDA, they are asked to visit the reception.

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You can choose your own welcome screen for Visitor Solution.

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Visitor has a standard layout and an alternative layout.

Standard layout:

Alternative layout:

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Don't forget to save when you're done.

If you enable the onscreen keyboard, then the guest can only pick a host if they use the onscreen keyboard. If the guest uses a hardware keyboard, it will fail.

If you have a scanner connected to your reception, or you want to use a handheld scanner device for check-in or check-out your visitors or guests, then be aware of these settings.

[Blank scanner prefix]

This function is used for barcode scanners that do not support being set up with prefix (CTRL + ALT + P). Un-Prefixed scanners cannot be used with a physical keyboard, therefore this feature also automatically activates the onscreen keyboard.

[Check out information bar]

This function gives you an information bar at the bottom of the reception screen leading/guiding your guests what to do and helping them through the flow of doing a self-registration

Visitor Management System | Guest Management Software