Thinking visitor management the anny way
With visitor management, anny maps the physical reception process digitally. The central principle: every building or floor is a resource, every visit type a booking option, and the people who receive guests are hosts in a community.
Your guests register through the booking area (booking page, Outlook add-in or directly at the terminal). You manage everything in the admin area (resources, bookings, displays, communities).
Two paths: terminal check-in and Outlook registration
Visitor management uses two resource setups that share the same mental model — name the resource after the building — but they are not the same category.
A resource that should serve both paths needs check-in enabled and a display assignment. Setting only the Building category does not make the resource appear in Outlook.
Step-by-step setup
1
Create a resource
Open Resources and create a new resource with the Building category. Name it after the building or floor (e.g. “Main building”). Under Availability, set it to Multiple availability and set the number to the maximum simultaneous visitor capacity. Under Check-In, enable check-in for this resource.
2
Create a booking option
Create one or more booking options for the resource (e.g. “Student advising” with a fixed duration, “Study space booking” with a flexible duration). Make sure the price is set to free and that under Advanced settings the option Automatically accept all bookings is enabled.
3
Enable the host query in the form
Open the booking option and switch to the Forms tab. Enable the host query as a required field. Optional: define which information is shown in the result list (full name, department, profile picture).
4
Create a host community
Navigate to Customers → Communities and create a new community (e.g. “Hosts”). Add all people who can receive visitors as a host. Link the community to the booking option via access.
5
Set up the terminal
Set up a Check-In terminal according to the article Set Up a Check-In Terminal. Choose the mode Personalized registration & Check-In, so that both pre-registered guests can check in via QR code and spontaneous guests can register on-site.
6
Enable host notifications
In the organization settings under Mobile notifications, enable Mobile messaging via SMS and Visitor checked in (host). The host needs a mobile number. Optional: under anny AI, enable Call host when visitor checks in. In the call, the host can have an SMS sent to the guest if the guest has a mobile number stored.
7
Test
Create a test booking with a host. Check in at the terminal via QR code and check whether the host is notified by SMS or call and whether (if configured) a badge is printed.
Typical examples
Safety briefing video at the Check-In terminal
Safety briefing video at the Check-In terminal
A coworking space, gym or industrial site wants every guest to complete a safety briefing at the terminal before they enter. The video must be started before check-in can finish.
1
Legal document with video
Create a legal document such as “Safety briefing”. Embed the briefing video (YouTube, Vimeo or Loom) and optional photos of routes or emergency exits. Use checkbox or digital signature.
2
Collect at check-in
Set the collection time to Later (at check-in) so the briefing does not appear at checkout.
3
Guest starts the video
After the QR scan, the document opens with the video poster. The guest taps play. Check-in stays blocked until the video has been started. Then the guest confirms and the check-in completes.
Company with reception: pre-registered and spontaneous visitors
Company with reception: pre-registered and spontaneous visitors
A company wants employees to be able to invite guests in advance via the booking page (with a QR code by email), but also wants spontaneous visitors to be able to register at reception.
1
Resource and booking option
Resource “Reception, ground floor” with the Building category, flexible duration, free, automatically accept.
2
Internal booking page
Set the booking option to Visible and bookable for community only, so only employees (hosts) can invite guests. Under Forms, enable the option Require personalization, so the host personalizes the booking for the guest and the guest receives the QR code.
3
Terminal with registration
Mode: Personalized registration & Check-In. Pre-registered guests scan their code, spontaneous guests enter their data at the terminal.
Office complex with reception check-in and host call
Office complex with reception check-in and host call
An office complex wants guests to check in at reception and the assigned host to be informed immediately by call so they can pick up the guest.
1
Resource and booking option
Resource “Reception, ground floor” with the Building category, flexible duration, free, automatically accept. Enable the host query as a required field.
2
Host notification by call
In the organization settings, enable the SMS notification at check-in. Configure anny AI for the automatic call to the host at check-in.
3
Terminal at reception
Mode: Personalized registration & Check-In. The guest checks in, the host receives a call immediately and can tell the guest by SMS: “I’ll be with you in 2 minutes.”
Meeting from Outlook: pre-register a guest, with or without a room
Meeting from Outlook: pre-register a guest, with or without a room
A team works in Outlook and wants to register external guests as visitors already when creating the appointment. A meeting room is optional.
1
Visitor registration for Outlook
Set up a resource in the visitor registration category as described in Outlook Add-In. Enable check-in and the host query on this resource.
2
Register the guest in the appointment
The organizer opens the add-in, sets the person to On site and chooses Register as visitor. The flow is in Book through the Outlook Add-In.
3
Check-in and host message
The guest checks in at the terminal. Forms and signatures set to Later (at check-in) are requested now. The host receives an SMS or anny AI call and can pass an SMS to the guest.
Additional settings & options
Badge printing
Print visitor badges with name, company and host directly at check-in. Configure the printer and template in the terminal setup for a smooth reception.Learn more
Safety briefing at check-in
Show a safety video in a legal document at the terminal. The guest must start the video before check-in can finish. After signing, the PDF keeps the poster and the watch URL.Learn more
Custom forms at check-in
Ask for extra visitor data (e.g. license plate, purpose of visit) only at check-in instead of during the checkout process itself.Learn more
Outlook add-in
Register visitors directly from Outlook, with or without a room booking, and sync appointments with anny.Learn more
FAQ
Which category must the resource have?
Which category must the resource have?
For terminal check-in, the resource must use the Building category. For Outlook registration, the add-in finds resources in the Visitor registration category. Name both after the building. A resource that should serve both paths needs check-in enabled and a display assignment.
Which mode do I choose at the terminal?
Which mode do I choose at the terminal?
Personalized registration & Check-In for pre-registered and spontaneous guests. Check-In (without registration) if only pre-registered guests are allowed.
How are hosts notified at check-in?
How are hosts notified at check-in?
Hosts can be informed by email, push notification, SMS and optionally by an anny AI call. You enable SMS under Mobile notifications with Visitor checked in (host). You enable the call separately under anny AI with Call host when visitor checks in. Both need a mobile number for the host.
Can I already create guests as visitors in Outlook?
Can I already create guests as visitors in Outlook?
Yes. With the Outlook add-in you register participants set to On site as visitors, with or without a room booking.
Can multiple participants be invited in one booking?
Can multiple participants be invited in one booking?
Yes. During booking, multiple participants can be invited. Each person receives their own QR code for check-in.
Can the host send the guest a message at check-in?
Can the host send the guest a message at check-in?
Yes. If anny AI is configured and the guest has stored a mobile number, the host can have an SMS passed to the guest through the AI flow (e.g. “I’ll pick you up in 2 minutes”).
Can I run a safety briefing at the terminal?
Can I run a safety briefing at the terminal?
Yes. Create a legal document with an embedded video and set the collection time to Later (at check-in). The guest must start the video before check-in can finish. After confirmation, the signed PDF keeps the photos and a clickable video poster.