Visitor Check-In

The One Visitor supports two check-in modes: staff-assisted (a receptionist checks in the visitor from a browser) and self-service kiosk (the visitor checks themselves in on a tablet at reception). Both modes record the same information and trigger the same host notification.

Check-In Statuses

Every visitor record moves through a lifecycle:

Status	Meaning
pre_registered	Host pre-registered this visitor before they arrived
checked_in	Visitor is currently in the building
checked_out	Visitor has left; check-out time is recorded
no_show	Pre-registered visitor never arrived
denied	Visitor was turned away; denied reason is stored

Staff-Assisted Check-In

1. Click Visitors in the left navigation
2. Click Check In Visitor
3. Complete the check-in form:

Field	Required	Notes
Visitor Name	Yes	Full name of the visitor
Company	No	Visitor's employer or organization
Email	No	Used for NDA confirmation emails
Phone	No	Contact number
Purpose	Yes	Meeting, Interview, Delivery, Maintenance, Tour, Event, Personal, Other
Host	No	Select the Hub user they are visiting — triggers notification on check-in
Location	Yes	Which office or site they are visiting
Badge Number	No	Physical badge number to assign to this visit
Notes	No	Internal notes visible only to staff

4. Click Check In — the visitor record is created with status checked_in

The host receives an email immediately with the visitor's name, company, and location.

Self-Service Kiosk Check-In

On a paired kiosk display, visitors complete check-in themselves:

1. The kiosk shows a welcome screen with your organization's name
2. The visitor taps Check In
3. The visitor enters their details (name, company, purpose)
4. The visitor selects their host from the host directory
5. The kiosk confirms check-in and shows a confirmation screen
6. The host receives an email notification

ℹ️The kiosk only uses the checked_in status — pre-registered visitors checking in via kiosk are matched to their existing record if found by name and expected_at date.

Kiosk Device Pairing

Kiosk devices authenticate using a long-lived access token generated during device pairing. The token is valid for 365 days. To re-pair a device after token expiry:

1. Go to Displays → find the display → click Re-Pair
2. A new 6-digit device code is generated
3. Enter the code on the device to regenerate the access token

The kiosk does not require Hub SSO — it uses the display token (X-Display-Token header) for all API calls.

Checking Out a Visitor

From the Visitors Page

1. Click Visitors in the left navigation
2. Click the Checked In tab
3. Find the visitor and click Check Out

Automatic Check-Out

Visitors still checked in at 10 PM UTC are automatically checked out by the system. A note is appended to their record: "Auto-checked out by system." This keeps overnight check-in counts accurate and prevents stale records in the dashboard.

You can configure location-specific auto-checkout hours under Location settings (e.g., auto-check out after 8 hours).

Visit Purposes

When checking in, select the purpose that best describes the visit:

Purpose	Use When
Meeting	Business meeting with an internal team member
Interview	Candidate interviewing for a position
Delivery	Package delivery, courier, or supply drop-off
Maintenance	Vendor or contractor doing on-site work
Tour	Office tour for prospects or new hires
Event	Attending a company or client event
Personal	Personal visit (friend or family of staff)
Other	Anything not covered above

Denied Visitors

To deny a visitor entry:

1. Start a check-in (staff-assisted mode only)
2. Select the visitor's purpose and fill in their details
3. Click Deny instead of Check In
4. Enter a reason for the denial

The visitor record is created with status denied and the reason is stored in the audit log. The host is not notified for denied visitors.

Custom Fields

Enterprise tenants can define custom fields to capture additional information at check-in (e.g., vehicle plate number, escorting employee, equipment brought on-site). Custom fields are configured in Admin Settings.

ℹ️Custom fields are available on the Enterprise plan ($49/location/mo). Contact support to enable custom field configuration in Admin Settings.

Host Notifications

When a visitor checks in and a host is selected, the host receives an email with:

• Visitor's full name
• Visitor's company (if provided)
• Location name
• Check-in time

The email is sent asynchronously — check-in completes immediately and the notification follows within seconds. Currently, notifications are delivered by email. SMS and Slack notifications are planned for a future release.

NDA and Visitor Policy Tracking

Staff can mark whether an NDA was signed at check-in using the NDA Signed field. When enabled, the sign date is recorded. Full digital NDA signing (signature capture, PDF storage, emailed copy) is planned for a future release.

Location settings can require NDA acknowledgment as a condition of check-in (require_nda: true).