Host Notifications
When a visitor checks in and selects a host, that host receives an email notification instantly. This replaces the receptionist calling or texting the host — the system handles it automatically.
How It Works
- A visitor checks in (staff-assisted or self-service kiosk) and selects a host from the host directory
- The system sends an email to the host's Hub-registered email address
- The host knows their visitor has arrived and can head to reception
Notifications are sent asynchronously — the check-in completes immediately, and the email follows within seconds.
What the Notification Contains
The host notification email includes:
- Visitor's full name
- Visitor's company (if provided)
- Location name (which office or site)
- Check-in time
Who Can Be a Host
A host must be a Hub user in your organization. When a visitor checks in, the host directory is populated from your Hub user list. Visitors cannot select a host who is not a Hub user.
Notification Channels
Currently, host notifications are delivered by email only. The email is sent to the address registered in Hub for that user.
| Channel | Status |
|---|---|
| Available | |
| SMS | Planned — future release |
| Microsoft Teams | Planned — future release |
| Slack | Planned — future release |
You can configure which notification channels are active for your tenant in Admin Settings (Enterprise plan). When SMS and Teams integrations are available, you will be able to configure them per-tenant or per-location.
Notifications Without a Host
Hosts are optional — a visitor can check in without selecting a host (for deliveries, for example). No notification is sent for check-ins with no host selected.
If your workflow requires a host for all visitors, you can enforce this by configuring a kiosk to require host selection.
No Notifications for Denied Visitors
Hosts are not notified when a visitor is denied entry. The denial is recorded in the audit log and visible to staff in the visitor log, but the host receives no email.
Host Directory on Kiosk
When a visitor uses a self-service kiosk, they see the host directory to select who they are visiting. The directory shows all active Hub users for your organization, sorted alphabetically by first name.
If a visitor doesn't know their host's last name, they can type the first few letters to filter the list.
Checking Notification Delivery
If a host reports they didn't receive a notification:
- Verify the visitor record shows a host was selected (visible on the visitor detail)
- Confirm the host's email address is correct in Hub (Hub → Users → [user] → email)
- Ask the host to check their spam or junk folder
- Check your email domain's DKIM/SPF configuration if notifications are consistently landing in spam