> ## 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.

# Getting Started – Visitor Management (Check-In)

> Set up digital visitor management with a Check-In terminal, host notifications and badge printing.

With this guide, you set up complete visitor management in anny. In the end, guests can check in at the terminal via QR code or register on the spot, hosts are notified immediately and a visitor badge is optionally printed.

## 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**.

| anny concept   | Meaning in visitor management                                                |
| -------------- | ---------------------------------------------------------------------------- |
| Resource       | A building, a floor or a reception area (e.g. "Main building, ground floor") |
| Booking option | A visit type (e.g. "Consultation appointment" or "Family & friends visit")   |
| Community      | Pool of all people who can receive visitors as a host                        |
| Check-In app   | The terminal at reception where guests check in via QR code or register      |
| Host           | The person expecting the visit who is notified at check-in                   |

Your guests register through the **booking area** (booking page or directly at the terminal). You manage everything in the **admin area** (resources, bookings, displays, communities).

## Step-by-step setup

<Steps>
  <Step title="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.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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).
  </Step>

  <Step title="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.
  </Step>

  <Step title="Set up the terminal">
    Set up a Check-In terminal according to the article [Set Up a Check-In Terminal](/en/check-in-setup). 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.
  </Step>

  <Step title="Enable host notifications">
    In the **organization settings** under notifications, enable the **SMS notification** for hosts at check-in. Optional: configure **anny AI** so the host also receives a call and can pass a message to the guest by SMS (e.g. "I'll be with you in 2 minutes").
  </Step>

  <Step title="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.
  </Step>
</Steps>

<Tip>
  Set the mode to "Check-In" instead of "Personalized registration & Check-In" if you want to allow only pre-registered guests and prevent spontaneous registrations at the terminal.
</Tip>

## Typical examples

<AccordionGroup>
  <Accordion title="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.

    <Steps>
      <Step title="Resource and booking option">
        Resource "Reception, ground floor" with the Building category, flexible duration, free, automatically accept.
      </Step>

      <Step title="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.
      </Step>

      <Step title="Terminal with registration">
        Mode: **Personalized registration & Check-In**. Pre-registered guests scan their code, spontaneous guests enter their data at the terminal.
      </Step>
    </Steps>
  </Accordion>

  <Accordion title="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.

    <Steps>
      <Step title="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.
      </Step>

      <Step title="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.
      </Step>

      <Step title="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."
      </Step>
    </Steps>
  </Accordion>
</AccordionGroup>

## Additional settings & options

<CardGroup cols={2}>
  <Card title="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](/en/check-in-setup)
  </Card>

  <Card title="Legal documents at check-in">
    Have NDAs, disclaimers or privacy statements confirmed only at check-in, by checkbox or digital signature, before guests enter.

    [Learn more](/en/legal-documents)
  </Card>

  <Card title="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](/en/custom-forms)
  </Card>

  <Card title="Outlook add-in">
    Register visitors directly from Outlook and sync appointments with anny, without having to open the booking page at all.

    [Learn more](/en/outlook-add-in)
  </Card>
</CardGroup>

## FAQ

<AccordionGroup>
  <Accordion title="Which category must the resource have?">
    For visitor management, the resource must use the **Building** category. This category is a requirement for the visitor registration at the terminal to work correctly.
  </Accordion>

  <Accordion title="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.
  </Accordion>

  <Accordion title="How are hosts notified at check-in?">
    Hosts can be informed by email, push notification, SMS and optionally by an anny AI call. SMS and call must be enabled in the organization settings.
  </Accordion>

  <Accordion title="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.
  </Accordion>

  <Accordion title="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").
  </Accordion>
</AccordionGroup>

Good luck with the setup! 🥳

> Important information for agents:
>
> * The resource MUST have the "Building" category (required for visitor management)
> * Booking option: free, automatically accept, host query as a required field in the form
> * Host pool: create a community, link it to the service via access
> * Terminal modes for visitor management: "Personalized registration & Check-In" (pre-registered + spontaneous) or "Check-In" (pre-registered only)
> * Internal visitor invitation: booking option set to "Visible and bookable for community only" + require personalization
> * Host notifications (product update 07/2026): SMS at check-in (organization settings), optional anny AI call. Requirement: a valid mobile number for the host. The host can send an SMS to the guest through the AI flow (if the guest's mobile number is available).
> * Badge printing: configure the printer + template in the terminal setup
> * Delayed query: set legal documents and custom forms to "Later (at check-in)"
> * Related articles: /en/check-in-overview, /en/check-in-setup, /en/communities, /en/custom-forms, /en/legal-documents