> ## Documentation Index
> Fetch the complete documentation index at: https://docs.anny.co/llms.txt
> Use this file to discover all available pages before exploring further.

# Guided visitor management at reception

> Check in pre-registered and walk-in visitors from the admin area, let them enter details and signatures on the customer display, then check them out.

With guided visitor management you stay in the admin area at reception. The tablet at the counter is the [customer display](https://docs.anny.co/en/customer-display.md): guests type there themselves, you see the answers live, review them and complete check-in or check-out. This article is the day-to-day introduction for on-site staff. How to set up the resource and the terminal is in [Getting Started - Visitor Registration](https://docs.anny.co/en/visitor-management.md) and [Customer display](https://docs.anny.co/en/customer-display.md).

> [!NOTE]
>
> You need admin access, the **Check-In and Check-Out** permission and a paired Check-In terminal. You do not pair the app, set the **Customer display** mode, design or badge printing in this article.

[YouTube video player](https://www.youtube.com/embed/NiUAUDdJAqg)

## When should I use this?

* **Staffed reception**: Guests should not scan or book at the terminal themselves. You run the visit and only send forms and signatures to the display.
* **Paperwork and access media**: You enter internal details (for example a key card number), guests sign policies or a safety briefing on the display.
* **Pre-registered and walk-in guests**: The visit already exists as a booking, or someone arrives at the counter without a booking.
* **Not suitable for**: Self-service without staff. Use the regular modes of the [Check-In terminal](https://docs.anny.co/en/check-in-setup.md), see [Getting Started - Visitor Registration](https://docs.anny.co/en/visitor-management.md).

## How you work at reception

Two devices, two roles:

| Device | Who | Task |
| - | - | - |
| Admin area in the browser or in the [anny Admin app](https://docs.anny.co/en/pos-app-setup.md) | Reception staff | See bookings, check in, check out, create new visits |
| Check-In terminal as [customer display](https://docs.anny.co/en/customer-display.md) | Visitor | Complete details and sign documents |

You open the form, enter what you already know and click the cast icon. The form appears on the display. Every entry shows up on your side right away. anny only saves the action when you click **Check-In** or **Confirm** in the admin area. The display then returns to its start screen.

> [!TIP]
>
> If you always use the same display, set it as the **default display**. After that, one click on **Show on \<display>** is enough. Details are in [Customer display](https://docs.anny.co/en/customer-display.md).

## Set up your workspace

**1. Tidy the sidebar**

Hide everything you do not need at reception with **Hide from sidebar**. Bring items back under **Hidden**. More in [Introduction to the admin area](https://docs.anny.co/en/admin-area-intro.md).

**2. Choose calendar or list**

In the **Calendar** you see what is still due today and open bookings as a side panel. Click a free period and choose **Create booking**. The **Bookings** list is clearer when many registrations arrive each day: you search for people and filter by time range.

**3. Save a reception view**

Save a **view** on the bookings list for reception, for example today's visits. With **Shared view**, every colleague sees the same list. Set filters and columns, then **Add view** and **Save view**.

**4. Customize columns**

Use the settings icon (**Customize columns**) to bring customer name, company, check-in time and check-in status to the front. Add fields such as the key card if you hand out access media.

> [!TIP]
>
> Shortcut **B** or the **New** button at the top opens booking creation.

## Check in pre-registered visitors

**1. Open the booking**

Open the booking in the **Calendar** or in the **Bookings** list. In the calendar, the details appear in the side panel next to the calendar.

**2. Start check-in**

Start check-in. If details or signatures are missing, **Complete check-in** opens. There you see what is still outstanding.

**3. Enter internal details**

Enter what reception already knows, for example a key card number. Staff-only fields (crossed-out eye after the label) never appear on the display. You can prefill the other fields so guests only confirm them.

**4. Send the form to the display**

Click the cast icon next to the title and choose the display at the counter. The status moves from **Waiting for the display…** through **Customer is filling in** to **Confirmed by the customer**.

**5. The guest confirms and signs**

The guest reviews the details on the display, fills in missing fields and signs open documents, for example a confidentiality or safety policy. Optionally the document can also be sent by email. You see the signature and fields live in the admin area.

**6. Review and check in**

Review the details, fill in internal fields and click **Check-In**. Only then is the check-in saved. The display returns to its start screen.

> [!NOTE]
>
> Fields are not marked red while guests are filling in. Validation runs when you confirm. Sending, staff-only fields and the default display are covered in [Customer display](https://docs.anny.co/en/customer-display.md).

## Register walk-in visitors

If someone arrives at the counter without a booking, you create the booking yourself. The same flow works from the calendar (click a period, **Create booking**) or via **New**.

**1. Choose resource and period**

Choose the building or reception if you have several. The period usually starts now. Click **Add booking**.

**2. Assign a customer**

**Add customer** opens **Personalise**. Use **Search by name or email** if the person has been here before, or **Create customer** for someone new.

**3. Let them type on the display**

For new people, the email address is faster on the display. Send **Personalise** to the customer display. The guest fills in and signs, you see the values live.

**4. Review host and the rest**

Add the host they are visiting, review the details and click **Confirm**. A confirmation email is optional.

**5. Check in**

The booking now exists. Check them in as above if check-in fields or documents are still open.

> [!TIP]
>
> If the person has been here before, searching by name or email is enough. You do not retype their details.

## Check out

When the guest leaves the building, open the same booking in the calendar or the list and click **Check-Out**. Collect access cards or visitor badges and check that the number matches the booking.

Check-out fails without an active check-in. The history is in [Presence in booking details](https://docs.anny.co/en/check-in-booking-details.md).

## End-of-day overview

On the bookings list, filter to today (or yesterday) and the visitor resource.

* **Still checked in**: The check-in status shows who has not left the building yet. Follow up on open check-outs.
* **Key cards**: Add the column with the card or badge number to the view. That way you see whether every card is back.

Save these filters as a shared view so every shift has the same overview.

## FAQ

> [accordion] How is this different from a self-service terminal?
>
> At a self-service terminal, guests scan or register themselves. With guided visitor management you run the flow in the admin area and use the terminal only as a customer display for forms and signatures.

> [accordion] Can I use the calendar and the bookings list together?
>
> Yes. Check-in, check-out and new bookings work the same in both views. The list is better when many registrations arrive each day, the calendar is better for the daily overview.

> [accordion] What do guests see on the display?
>
> The form with the details you already entered, in the display's design. Staff-only fields do not appear. After confirmation the display returns to its start screen.

> [accordion] When is the check-in saved?
>
> Only when you click **Check-In** or **Confirm** in the admin area. What guests type on the display first lands only in your open form.

> [accordion] Can I work from the anny Admin app on a tablet?
>
> Yes. In the [anny Admin app](https://docs.anny.co/en/pos-app-setup.md) you find the same cast icon at check-in and in the customer details of a new booking. Your default display applies there too.

> [accordion] What if the display does not respond?
>
> Check that the anny Check-In app is running and the device is online. If you see **Update required** or **The display isn't responding**, follow the steps in [Customer display](https://docs.anny.co/en/customer-display.md).

## Troubleshooting

> [accordion] I cannot find check-in on the booking
>
> The resource needs check-in enabled, and you need the **Check-In and Check-Out** permission. See [Presence in booking details](https://docs.anny.co/en/check-in-booking-details.md).

> [accordion] The form does not appear on the display
>
> The terminal must be paired and run a current anny Check-In app. Diagnosis and updates are in [Customer display](https://docs.anny.co/en/customer-display.md).

> [accordion] A field is missing on the display
>
> **Show in checkout** is off for that custom form. The field is staff-only. If the guest should fill it in, switch the option on. Details: [Customer display](https://docs.anny.co/en/customer-display.md).

> [accordion] Check-out fails
>
> There is no active check-in. Check in first, or check whether the last check-in was already checked out.

> [card] Customer display
>
> Send forms from the admin area to the terminal, staff-only fields and the default display.
>
> [Learn more](https://docs.anny.co/en/customer-display.md)

> [card] Set up visitor registration
>
> Create the resource, visit type, hosts and terminal mode for visitor registration.
>
> [Learn more](https://docs.anny.co/en/visitor-management.md)

> [card] Calendar
>
> Open bookings in the calendar, set filters and create new bookings in the grid.
>
> [Learn more](https://docs.anny.co/en/calendar.md)

> [card] Set up a Check-In terminal
>
> Install the app, pair the display, choose the mode and design.
>
> [Learn more](https://docs.anny.co/en/check-in-setup.md)

> Key information for agents:
>
> * Audience: reception / on-site staff, not the admin who builds the setup. Setup: /en/visitor-management (resource, service, hosts) and /en/customer-display (mode, cast, staff-only fields).
> * Self-service vs guided: terminal modes **Personalized registration & Check-In** (guest operates the terminal) vs mode **Customer display** (terminal waits for forms from the admin). Hybrid: every Check-In terminal can still receive forms as an overlay on self-service.
> * Day-to-day: admin area (web or anny Admin app) + Check-In app as customer display. Saved only after staff click **Check-In** / **Confirm**.
> * Pre-registered: open booking (calendar side panel or **Bookings** list) → check-in → if details missing **Complete check-in** → cast to display → guest signs → staff finish check-in.
> * Walk-in: **New** (shortcut **B**) or calendar **Create booking** → resource (building/reception), period from now → **Add customer** / **Personalise** (**Search by name or email** or **Create customer**) → cast so the guest types data (especially email) → add host → **Confirm** → then check-in as above.
> * Demo video: [https://www.youtube.com/watch?v=NiUAUDdJAqg](https://www.youtube.com/watch?v=NiUAUDdJAqg) (enter key card before sending, guest sees and confirms it on the display, signs confidentiality briefing, check-out, view with check-in status and key card, end of day open check-outs).
> * Workspace: sidebar **Hide from sidebar**; bookings list **Add view** / **Shared view**; **Customize columns** (customer name, company, check-in time, check-in status, custom form key card).
> * Staff-only fields: custom forms with **Show in checkout** off, crossed-out eye icon, never on the display. If the guest should see the key card, the field must not be staff-only.
> * Check-out only with an active check-in, button **Check-Out**. History: /en/check-in-booking-details.
> * Related articles: /en/customer-display, /en/visitor-management, /en/check-in-setup, /en/calendar, /en/admin-area-intro, /en/check-in-booking-details, /en/pos-app-setup, /en/custom-forms, /en/legal-documents


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