Check in a visitor at reception

When a visitor arrives at your building, reception staff can look them up and check them in with a couple of clicks. The person they are visiting is notified automatically.

Check in a pre-registered visitor

1. Navigate to Visitors from the top bar.
2. Switch the scope to My Organisation or Whole Site so you can see all expected visitors, not just your own.
3. Filter by today's date and the Upcoming and Active status to see who is expected.
4. Find the visitor in the list and click their name to open the visit details.
5. Confirm the visitor's identity by checking their name, company, and check-in code.
6. Click Check In button.
7. The status changes to Checked In and the check-in time is recorded. The person they are visiting receives a notification.

Register a walk-in visitor

If someone arrives without a prior invitation, you can create a visit on the spot.

1. From the Visitors page, click Invite Visitor (or use the walk-in option if available).
2. Enter the visitor's email address or click on details drop down menu to add Name, Organisation and Job Title .
3. Select Today button NB Toggle if you want to give them a multi-visit pass if pass is required for more than one day.
4. Click Send Invitation and the visitor will appear in the Visitor module with other registered visitors.
5. Check them in as part of the same step. The visitor receives a SmartPass email with their check-in code for when they leave.

Tip: If a walk-in visitor matches an existing invitation (same email, expected today), they are checked into that visit rather than creating a duplicate.

Check out a visitor

1. Open the visitor's detail page and click Check Out.
2. For a single-day visit, this completes the visit. For a multi-day pass, the visitor can check in again using the same SmartPass on a future date.

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Updated on: 24/09/2026