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 visitors to come and meet in the host's building. Hosts can sign in to Bluepoint to create appointments or create them directly via their calendars (ref to Create appointments via calendar). To protect privacy, hosts can only create, see and modify their appointments.

Visitor

A visitor is a person invited by a host to come to an appointment for the period of the appointment at the host's building.

Operator / Receptionist / Administrator

These three profiles are assigned to users in charge of running the day-to-day management of visitors. They have higher privileges than a host. An operator typically has lower privileges than an administrator and different ones than a receptionist. For example, whilst both an operator and receptionist will be able to see and modify all the appointments of a company and access reports, the receptionist can check visitors in and out when an operator cannot. 

Tenant / Company Entity

A tenant is a company entity, formed of a many hosts (usually all the hosts of the company) and a few operators and potentially a reception entity for this tenant, with offices in the building or campus. To protect the privacy from one company to another, a company operator is only able to see and modify the appointments, and visitors, of his company.

Occupier

An occupier is any tenant and landlord of a building or campus.

Reception Entity

A reception entity is made of a team (or just a single person) in charge of the reception for either the whole building/campus or just part of it (e.g. a floor reception team) according to the how the building/campus is organised. The reception entity in charge of the whole building is called the main reception entity.

Planned Appointment versus an Unplanned

A planned appointment is one that has been scheduled through Bluepoint by which visitors are invited and the reception is informed in advance. An unplanned is an unscheduled one, forcing the reception to create it when the visitor arrives at the main reception desk of the building. An unplanned is longer to process and could cause delays and queues at the desk. Equally we often refer to a "planned" or "unplanned visitor".

Users and Schema / Site Schema

Both terminologies are used in Bluepoint to define the type of users as well as the hierarchy of reception entities (in some cases only one) and company entities. This is in order for Bluepoint to be able to map out all the various organisations of buildings and campuses. This area is where an administrator will go to change, for example, a user profile or add a receptionist user.

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