Checking in unplanned visitors

Planned visitors are best to make sure your reception runs smoothly.

However from time to time you might have the odd unexpected unplanned visitor (e.g. one expects a group of two visitors and a third one comes along).

An unplanned visitor requires the reception team to create an unplanned appointment. You should proceed similarly to creating a planned one by which you will first check if the visitor is planned.

You must be registered as a main receptionist to be able to check visitors in and out for planned and unplanned appointments

Click on Check-in on the top of the Bluepoint homepage or from the main menu. Enter the visitor's name in the Visitor name field. The system will return a Visitor not found message as per below. To be able to check this visitor in, you now need to click on the blue Create appointment button.

In the new screen, you have a few fields to fill in:

1. Start by typing a Host name - every visitor must be associated to a host name as it is the secure way to let any visitor entering the building
2. As an alternative to point 1 above you can enter an occupier name that will be associated to a default host name
   
3. Set the duration of the appointment or leave the default one hour one
   
4. Enter (optional) a Description for it
   
5. Select a Visitor type - default is visitor
   
6. On the right hand-side, enter the full name of the visitor and type return. Repeat with any other unplanned visitor for this appointment
   
7. Enter (optional) the Company name and Card number (in case you check them in via pool cards) in the fields along the name of each visitor
   
8. Once finished, press the blue check-in button

The visitor is now checked in and the host will be automatically notified.

• Related Articles

• Checking visitors in

  There are several ways a visitor can be checked in: QR code on the email invite - either printed or on their phone Pin on the email invite Using their name You need to be a Receptionist (receptionist profile) to be able to check people in and out of ...

• Checking visitors out

  Only receptionists can check visitors in and out Visitors can be checked out in one of two ways: Click on the Search button (top banner) and select the Visitors tab Click on the hamburger icon (top left hand-side) and click on Check-out In both cases ...

• Bulk check-out

  Only receptionist can check visitors in and out In case many printed passes are all returned at the same time, it is often faster to use your QR code reader to scan each pass. Click on the hamburger icon (top left corner) and go to the Check-out page ...

• Quick visitor - Create an appointment for a single visitor appointment

  There is a quick way of creating a single visitor appointment in order to inform your reception team and avoid an unplanned appointment.  Access the main menu via the hamburger icon and click on Quick Visitor Fill in the Quick visitor page Once in ...

• What is a Host, Visitor, Tenant, Occupier, Reception Entity and a Planned versus Unplanned Appointment?

  In view of bringing clarity to frequently used words and sentences in the Bluepoint software, find below a short description of each Host A host is a staff member of a building or campus. From time to time, a host will schedule appointments for ...