In this article, we will go through the different ways you can create a visit within RICOH Spaces on web.
The 3 ways: Feed, Module and Schedule. Though they start in different areas, the visit creation steps are the same, which you can find in the Visit Creation section of this article.
Creating a visit via your Feed
1. Head to your RICOH Spaces web app.
2. Navigate to the Feed on the right side of your screen.
3. Select the Visitors section.
4. Click on 'Create a Visit'.
5. Follow the steps in the Visit Creation section.
Creating a visit via your Schedule
When booking a visitor through your schedule, you are adding them as part of your room booking.
1. Head to your RICOH Spaces app.
2. Navigate to the Schedule.
3. Create a new booking or find an existing one to which you want to add a visitor.
4. In the meeting panel, head to the Attendee section.
5. Type the email address of your visitor and click Add.
Note: You can select if the attendees are joining in person or online.
6. Once you have filled in all the information needed, click 'Create Event'.
7. Click 'Create a Visit' to create visitors for your external attendees.
Note: If you update your meeting's date, the attendees and visitor/s will be informed.
Creating a visit via Visitors
Note: If you are an admin with correct roles, you will be able to see all visits for the location. Standards users will only see the visits they have created or are part of.
1. Head to the Visitors tab.
2. Click on Create a Visit at the top of your screen by clicking on the '+' icon.
Visit Creation
Once you have clicked on 'Create a Visit', a new window will open, enabling you to seamlessly create one or multiple visits.
Add Visitors: Complete the visitor fields to build up your visit/s. First name and Second name are always mandatory. Alternatively, you can upload visitors via a .csv file. Use the import icon at the top right of the window.
Note: For the other fields, this depends on your Visitor settings.
Some fields relate to functionality, such as emails. Without it, no email invites can be sent out.
Note: The CSV upload doesn't save the visitors to the address book.
You can select if you wish an email invite to be sent to them, if you want to add them to the address book and if you want to make them private*.
*This means that the visitor will be added to the address book but won't appear in any searches (outside of the Visitors Module).
Schedule: Select the date/s and times your visitors will be on site.
Host: Select your host/s and organiser/s. Both can manage the visit but only the host will appear in the email invite. You can also select if they receive email notifications related to the visit or not.
Note: the visit has to have a host.
Note: An organiser is someone who has full visibility of a visitor anywhere in the system that a host normally would with edit rights, but isn't shown as the host (e.g. a personal assistant).
Email Invitations: Enable the email invite toggle if you want emails to be sent to your visitors. You can then select when they are sent: immediately, on a specific date, or a certain number of days before the visit date.
Upon the creation of a visit, if you have enabled the option, the visitor will receive an email confirming the details of their visit.
Visitor Email Invitation
When the visitor receives the email notification, they can then view details about their visit by following the link and completing the steps (should there be a questionnaire).
Note: The visitor has to submit the questionnaire for the answers to be submitted. Should they leave the page, they will have to start it all again.
Note: The hosts and organisers will receive an email to let them know when their visitor has completed their questionnaire, should that have been set up in the Visitor Management Configuration section.
Assigning visitors spaces
Admin can assign spaces to visitors. This can be a desk, parking, locker or even a meeting room. To do so, simply open your visitor details page and assign spaces using the right-side Assign section.
You will be presented with a list of all spaces available and a map view. Selecting a space from either will highlight it on the other, keeping both in sync.
Managing Your Visit
When you click on a visit, you can see and edit the details related to the visitor and their visit, including the questionnaire status and activity log.
The ID number in the text field in the Visitor details window allows the receptionist at the front of the building to track visitors for the day by entering the given badge to the guest.
Note: Should you have the correct RICOH Spaces package, you will be able to mark visitors as VIP by clicking on the crown icon next to their names.
