In this article, we will dive into what happens when your visitor arrives on-site.
We will present you with different scenarios whether the visitor has been pre-registered or not and whether you have visitor panels or not.
Non pre-registered visitor
If your visitor has not been pre-registered (no visit has been created in RICOH Spaces), they can use the Visitor Displays to register and sign themselves in. Alternatively, they can head to your reception in order to be added manually via RICOH Spaces.
They will be able to select a host from the list of employees. Once they have finished the sign-in process, the selected host will be notified.
Pre-registered visitor
Pre-registered visitors are visitors awaited on-site.
Note that RICOH Spaces enables you full control over your Visitors module and communications sent to your visitors thus your visitors' journey might slightly differ from below.
Location with visitor panels
Visitors will be able to use your visitor panels to sign in. If they have received the visit email, they will be able to use their unique PIN to identify themselves. They can also use the QR code displayed on the panel. (coming soon)
Should you have a visitor questionnaire that the user has not completed prior to their visit, they will be prompted to complete it. The questionnaire can also be completed via the visit email.
If your visitor has been given a badge, they will simply tap it on the visitor panel (if the visitor panel has NFC enabled) and follow the instructions. The visitor badge number will need to be added manually on RICOH Spaces.
The visitor status will automatically change to signed-in.
Location without visitor panels
Reception:
Visitors will head to your reception in order to be manually signed in. The status will have to be manually updated on RICOH Spaces. Additionally, if the visitor is given a badge, it will also need to be added manually to the visitor details page.
Should you have a visitor questionnaire, you will need to send it to your visitors via email for them to complete it.
Host / Organiser:
In the case you don't have a reception at your location, the visitor can be welcomed by a global / visitors admin, the host or the organiser. They will need to manually change the visitor's status and send the questionnaire to the visitor.