Getting Started with The One Visitor

This guide walks you through the initial setup of The One Visitor and your first visitor check-in.

Navigating to Visitor from Hub

1. Sign in to my.theonestack.com with your Hub credentials
2. Click the waffle menu (grid icon) in the Hub Bar at the top of any product page
3. Select Visitor from the product list
4. You are redirected to app.theonevisitor.app and signed in automatically via Hub SSO

ℹ️If you do not see Visitor in the waffle menu, ask your Hub Owner to grant you access under Hub → Users → your name → Product Access.

Initial Setup Checklist

Complete these steps before checking in your first visitor:

• Create at least one location (your office or client site)
• Invite or confirm the hosts who will receive visitor notifications (they must be Hub users)
• Optionally: add badge inventory if you issue physical badges
• Optionally: set up a kiosk display on a tablet at reception for self-service check-in

Key Concepts

Concept	Description
Visitor record	A single visit — contains the visitor's name, company, purpose, host, location, check-in time, and status
Host	A Hub user who receives an email notification when their visitor checks in
Location	A physical office or site — visitors are always associated with one location
Kiosk display	A tablet or touchscreen paired to a specific location for self-service check-in
Badge	A physical badge tracked in inventory — assigned to a visitor on check-in and returned on check-out
Pre-registration	A pending visitor record created in advance by the host before the visitor arrives
Status	Every visitor record has a status: pre_registered, checked_in, checked_out, no_show, or denied

Step 1: Create Your First Location

Before checking in a visitor, create a location to represent your office or site.

1. Click Locations in the left navigation
2. Click Add Location
3. Fill in:
   • Name — e.g., "Main Office" or "Client: Acme Corp HQ"
   • Address, City, State, Zip, Country — physical address
   • Location Type — Office, Warehouse, Datacenter, Branch, Client Site, or Other
   • Capacity — optional maximum occupancy
   • Timezone — used for auto-checkout calculations
4. Click Save

The location is now active and can receive visitors.

Step 2: Check In Your First Visitor (Staff-Assisted)

Staff can check in visitors directly from the Visitors page — no kiosk required.

1. Click Visitors in the left navigation
2. Click Check In Visitor
3. Fill in the visitor's details:
   • Visitor Name — required
   • Company — optional
   • Email — optional; used if you send the visitor a copy of their NDA
   • Phone — optional
   • Purpose — select the reason for the visit (Meeting, Interview, Delivery, Maintenance, Tour, Event, Personal, Other)
   • Host — select the Hub user they are visiting
   • Location — select the location (defaults to your first location)
   • Badge Number — optional; enter the badge number if issuing a physical badge
4. Click Check In

The visitor record is created with status checked_in. The host receives an email notification immediately.

Step 3: Check Out a Visitor

When the visitor leaves:

1. Click Visitors in the left navigation
2. Find the visitor in the Checked In tab
3. Click Check Out next to their name

The visitor record status changes to checked_out and the check-out time is recorded.

ℹ️Visitors who are still checked in at 10 PM UTC are automatically checked out by the system to keep the log accurate.

Step 4: Set Up a Self-Service Kiosk (Optional)

If you want visitors to check themselves in without staff involvement:

1. Click Displays in the left navigation
2. Click Add Display
3. Fill in:
   • Name — e.g., "Reception Kiosk"
   • Location — the office this kiosk is at
   • Display Mode — select Check-In Kiosk for self-service visitor check-in
4. Click Save — a 6-digit device code is generated
5. Open a browser on your tablet or touchscreen device and navigate to the kiosk URL displayed on screen
6. Enter the 6-digit code to pair the device
7. The kiosk app loads and visitors can now self-check-in

The kiosk uses a long-lived access token (365 days) stored on the device. Visitors who check in on the kiosk appear in your Visitors list in real time.

Dashboard Overview

After setup, the Dashboard shows:

Card	What It Shows
Visitors Today	Total check-ins today across all locations
Checked In Now	Visitors currently in the building
Active Locations	Locations with at least one check-in in the last 30 days
Displays Online	Kiosk displays that have connected recently
Recent Check-Ins	Live feed of the 10 most recent check-ins

Next Steps

• Visitor Check-In — Full kiosk check-in workflow
• Pre-Registration — Let hosts pre-register expected visitors
• Badge Tracking — Set up physical badge inventory
• Multi-Location — Managing multiple offices or client sites