If you want to let employee Contacts know that you are adding The Receptionist to your workplace and offer information on what sort 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 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, and 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 and when employees are notified (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).
Teams, Slack, and SMS notifications will display the visitor's name prominently. Email notifications will include that information within the subject line, as well as which check-in flow visitors used to check in; for example, if
Scooby Doo checked in with your company's general check-in button, the subject line will say, "[Check-In] Scooby Doo has arrived!" Clicking on that link will show you more information about the visitor, as seen below:
(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: Reply to the message to send a notification back to your visitor on 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 that you add this number as a contact on 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:
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.