Visitor Check-In and Management (For Operations/Staff)

The visitor check-in system helps front desk staff, RAs, and operations personnel manage guest arrivals, check-ins, and departures in real time. Use QR code scanning to quickly verify invitations, complete check-in forms, and notify hosts when their guests arrive. This guide covers the full visitor workflow from the operations/staff portal perspective.

Accessing Visitor Management

Navigate to /staff/visitors in the operations portal. You'll see several tabs and tools:

• /staff/visitors — All invitations and visitor records (search, filter, export)

• /visitors/checked-in — Currently checked-in guests

• /visitors/upcoming — Future scheduled visitors

• /staff/visitors/check-in — QR code scanner for check-in

• /staff/visitors/check-out — QR code scanner for check-out

Required Permissions

Different staff roles have different access levels:

• viewGuestManagement — View all visitor records and search invitations

• checkInGuests — Scan QR codes to check guests in and out

• manageGuestManagement — Full access including banning visitors (typically admins only)

Checking In a Guest

Using the QR Code Scanner

1. Navigate to /staff/visitors/check-in

2. Click Scan QR Code to activate your camera

3. Ask the guest to show their invitation QR code (on phone or printed)

4. Point the camera at the QR code

5. The system will load the invitation details

Verifying Guest Information

Once the QR code is scanned, you'll see:

• Guest name(s) — All visitors on the invitation

• Host information — Which resident invited them

• Visit dates — Scheduled arrival and departure times

• Status — Current invitation status (Invited, Checked-In, etc.)

• Special instructions — Any notes from the host

Verify the guest's ID matches the name on the invitation before proceeding.

Completing Check-In Forms

Your institution may require guests to complete forms at check-in, such as:

• Liability waivers

• COVID-19 health attestations

• Parking registration

• Safety acknowledgments

Display the form to the guest or have them fill it out on a shared device. The system won't complete check-in until all required forms are submitted.

Finalizing Check-In

1. Review all guest information and form responses

2. Click Check In to complete the process

3. The guest status changes to Checked-In

4. A notification is sent to the host: "Your guest [Name] has arrived"

Notifying the Host

If a guest arrives and you need to alert the host before completing check-in:

1. Scan the guest's QR code

2. Click Notify Host

3. The resident receives a notification: "Your guest [Name] is waiting at the front desk"

4. Wait for the host to arrive before completing check-in

This is useful when campus policy requires hosts to escort their guests or verify their identity in person.

Viewing Checked-In Guests

Navigate to /visitors/checked-in to see all guests currently on campus. This list shows:

• Guest name

• Host name and room

• Check-in time

• Expected check-out time

Use this list to monitor who's in the building and identify guests who may have overstayed.

Checking Out a Guest

Manual Check-Out

When a guest leaves:

1. Navigate to /staff/visitors/check-out

2. Scan the guest's QR code (same code used for check-in)

3. Verify the guest information

4. Click Check Out

5. The guest status changes to Checked-Out

Automatic Check-Out

If your institution enables automatic check-out, guests are checked out automatically at their scheduled departure time. You can verify this in the visitor's status, which will change from Checked-In to Checked-Out without staff action.

Searching for Visitors

Use /staff/visitors to search all visitor records:

1. Enter search terms like guest name, host name, or room number

2. Click Search or press Enter

3. Results appear with key details (name, status, dates, host)

4. Click any record to see full details

Filtering Invitations

Apply filters to narrow your search:

• Status — Invited, Checked-In, Checked-Out, Canceled, Banned

• Date range — Arrivals within specific dates

• Building or floor — Visitors hosted by residents in specific locations

Exporting Records

To export visitor data:

1. Apply any filters to narrow the records

2. Click the Export button or menu icon

3. Select CSV Export

4. Open the file in Excel or Google Sheets

Exports include all visible columns: guest name, host name, check-in/out times, status, and special instructions.

Viewing Upcoming Visitors

Navigate to /visitors/upcoming to see all scheduled future visitors. This helps you:

• Prepare for busy arrival times

• Identify which residents are expecting guests

• Plan staffing for peak visitor periods

The list includes guest name, host, scheduled arrival time, and invitation status.

Handling Special Situations

Guest Arrives Without an Invitation

If someone arrives without a QR code or invitation:

1. Search for their name in /staff/visitors

2. If found, verify details and proceed with check-in

3. If not found, contact the host to create an invitation on the spot

4. Alternatively, create a manual visitor record if your institution allows walk-ins

Guest Arrives Outside Scheduled Time

If a guest arrives before or after their scheduled window:

• Early arrival — Most systems allow check-in up to a few hours early; proceed normally

• Late arrival — Contact the host to verify the visit is still happening, then check in

• Expired invitation — Host may need to create a new invitation

Host Is Unreachable

If you notify the host but receive no response:

• Try calling or texting the resident directly

• Check campus policies for unaccompanied guests

• Ask the guest to wait or reschedule if the host doesn't respond within a reasonable time

Guest Needs to Extend Their Visit

If a checked-in guest wants to stay longer than scheduled:

1. Ask the host to create a new invitation for the extended period

2. Check out the guest using the current invitation

3. Check in the guest using the new QR code

Alternatively, contact your housing administrator to manually extend the invitation in the admin portal.

Understanding Visitor Statuses

Each invitation and visitor record shows a status:

• Invited — Invitation created, guest hasn't arrived yet

• Checked-In — Guest is currently on campus

• Checked-Out — Guest has left (manually or automatically)

• Canceled — Host canceled the invitation before arrival

• Banned — Guest is not allowed on campus (set by administrators)

Notifications

Staff receive notifications for key visitor events (depending on notification settings):

• Guest checked in — Confirmation when a guest successfully checks in

• Host notified — Confirmation when you send a waiting notification to a host

Adjust your notification preferences in Settings to control which alerts you receive.

Common Questions

Can I check in a guest without scanning a QR code?

Yes. Search for the guest or host name in /staff/visitors, click the invitation record, and use the Check In button. However, QR scanning is faster and reduces errors.

What if the QR scanner isn't working?

Troubleshooting steps:

• Ensure your browser has camera permissions enabled

• Try a different browser (Chrome or Safari recommended)

• Clean the camera lens on your device

• Increase screen brightness on the guest's phone

• Use the manual search method as a backup

Can I see all visitors for a specific resident?

Yes. Search for the resident's name in /staff/visitors. All invitations hosted by that resident will appear in the results.

How do I handle multiple guests on one invitation?

One invitation can include multiple visitors (e.g., a family visiting together). When you scan the QR code, all guest names appear. Check in all guests at once by clicking Check In. The system records each individual guest but groups them under one invitation.

What do I do if a guest is banned?

If a guest's record shows Banned status:

• Do not allow the guest on campus

• Politely inform them they are not authorized to visit

• Contact campus security if the guest refuses to leave

• Inform the host that their guest cannot be checked in

Only housing administrators can ban or unban visitors. Contact your supervisor if you believe the ban is an error.

Can residents check in their own guests?

No. Only staff with the checkInGuests permission can perform check-ins. Residents create invitations, but front desk staff complete the check-in process to ensure security and policy compliance.

Troubleshooting

"Permission denied" when accessing visitor tools

You need viewGuestManagement or checkInGuests permission. Contact your housing administrator to request access.

QR code doesn't load invitation details

Possible causes:

• The invitation has been canceled or revoked

• The QR code is damaged or incomplete

• Network connectivity issues

Try manually searching for the guest or host name. If the invitation doesn't exist, ask the host to create a new one.

Can't find a visitor in search results

Check:

• Spelling of guest or host name

• Date filters (invitation may be outside the selected range)

• Status filters (invitation may be canceled or banned)

Clear all filters and search again with partial names.

Check-in button is grayed out or disabled

This happens when:

• The guest is already checked in

• The invitation has been canceled

• The guest is banned

• Required forms haven't been completed

Review the invitation status and ensure all prerequisites are met.

Best Practices

• Verify IDs — Always check photo ID to confirm the guest matches the invitation name

• Check schedules — Review upcoming visitors at the start of your shift to prepare for arrivals

• Communicate clearly — If notifying a host, give them a reasonable time to respond before making decisions

• Keep records current — Manually check out guests when they leave, even if auto check-out is enabled

• Escalate issues — Contact your supervisor or housing administrator for banned guests, policy questions, or system errors

Related Resources

• Admin Portal: Guest and Visitor Management (for housing administrators)

• Resident Portal: Inviting Guests and Visitors (for students)

• Managing Staff Permissions and Roles