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Template: Rolling Out The Receptionist for Employees
Template: Rolling Out The Receptionist for Employees

Do you want to let your team know you'll be adding a visitor management system?

Rain Hyneman avatar
Written by Rain Hyneman
Updated over 6 months ago

If you want to inform employee Contacts that you are adding The Receptionist to your workplace and offer information on what sorts of notifications they can expect from the system, here is a template you can edit to suit your business and send to employees.

Please note that because The Receptionist is highly customizable, your check-in process will likely differ from the default; you will likely need to edit this template based on your setup.

Email Template:

Hi there!

Visitor check-ins are now occurring using The Receptionist app. You are an employee contact in the system, meaning that you may be notified of some check-ins.

(if you are using an Employee button)

You can also ‘clock in’ using the Receptionist via the Employee button. To check in with The Receptionist, approach the iPad, select the Employee button, then follow the onscreen prompts.

Your system admin will add you as a contact using your full name, email address, and/or mobile phone number. Your system administrator also controls how employees are notified and when (for example, you may receive email notifications immediately upon check-in). Don't worry; only your name and title will be visible on the iPad!

You will be notified via (Teams/Slack/Email/SMS).

(if you are using two-way chat)

When you get a notification that a visitor has arrived, you can respond in the following ways (edit the following information to include the relevant sections):

  • SMS: simply reply to the message to send a notification back to your visitor at the iPad. (Text messages from The Receptionist will come from a unique number assigned to your account, which your system admin can request for your records. We recommend you add this number as a contact in your phone so that you will know that the message is coming from the iPad.)
    ​

  • Email, Slack, and Microsoft Teams: these types cannot be replied to directly. Your system admin has customized Quick Replies as a one-click way to communicate back to your visitor, or you can click “view details” to view and reply via a chatbox:

An image of the Visitor Details page on the web portal. It displays an exchange between the visitor and the contact.

Feel free to check out this video for more information on how The Receptionist works!

(This video can shared directly with this link.)

Any questions can be sent to your internal account administrator directly, as changes to the system happen from the web portal and not from the iPad.

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