Thank you for attending our May 2024 Office Hours! We have compiled the questions and answers from the session below. If you have any remaining questions, please feel free to reach out to our Support Team using the orange chat bubble at the bottom right of this page.
Support
I'm just getting started. Is there a guide I can read to learn about all the functionalities of The Receptionist for iPad?
You bet! Our Help Center is a fantastic resource itself, but here are our top picks to help you get acquainted with the system:
New Account Resources - Is your organization new to The Receptionist? This is a great place to start. It covers all the essentials without being too overwhelming!
New Admin Resources - Are you a new team member at an organization already using The Receptionist? You'll find all the information you need to get up to speed here.
Everything All in One Document - This article is what it says: everything you need to know about The Receptionist all in one document! This is THE guide to all things Receptionist.
Integrations
We covered all our Integrations during the session today! Want to know more? Check out the articles below:
Can you limit Active Directory to a specific Organization Unit?
If you have one Organization Unit (OU) that you want to sync to one location in our system, you will want to make the "key" the Location Identifier of your location, and the "value" the OU that you want to use.
If you have more than one Organization Unit that you want to sync to a single location set up in our system, you will need to make the "value" a list of OU strings separated by commas.
If you have more than one location set up with us, you can specify the mapping for each location by putting each location on a separate line and using the same rules used above to define how your Organizational Units are mapped to those locations.
You can find examples of this and more information within the PowerShell Template on your Active Directory Integrations page.
Agreements
Where should I add documents to the check-in process?
Agreements are where you should add any text or video documents you need visitors to sign or agree to. If you need to ask your visitors questions, add these to your Button Settings as Visitor Fields.
Is it possible to upload a PDF Agreement with fillable fields for visitors to complete?
If you need visitors to sign or agree to a PDF document, we suggest you upload this as a Formatted Text Agreement. While it's not possible to have fillable fields, you can use variable fields, which we call "Visitor Data", to insert any information into the Text Agreement that you collected via a Visitor Field, such as name, email, etc. If you don't need to add Visitor Data, you can add the PDF to the Agreement as an image.
Hardware
The Receptionist app logs me out every day. Is that normal?
No, the app should not log you out unless your wifi connection or power is lost or someone manually logs out of the app.
You can adjust your Sleep/Wake settings to have the iPad go to sleep each night, but this will not log you out. If you continue to have issues with the app logging out, please reach out to our Support Team via chat, email, or phone!
Do you have any tips if I need to keep our iPad outside?
If you need visitors to check in outside, Contactless Check-In is a great option! You can laminate a printout of the Contactless QR code and post it at the location where you need visitors to check in. They can then complete the check-in on their mobile device. If you don't need visitors to visit the iPad to complete their check-in, you can turn off Queue Visits in your Button's Settings.
We suggest keeping your iPad as protected as possible to avoid hardware issues. If you plan to use your iPad outside, we suggest getting a waterproof, rugged case. Do note that precipitation, freezing weather, or sun exposure could still cause issues and would not be covered under Apple's iPad Warranty.
Users and Contacts
Is there a way to create a generic log-in for The Receptionist Web Portal and app?
Absolutely! Users can use their credentials for the iPad app and the Web Portal. You can create a new User with a general email address ([email protected], for example) to share with your team.
Can employees be notified of visitor arrivals in multiple ways?
Yes, you can send multiple types of notifications for each Contact. These settings are found within the Contact's Messaging Rules. You can add as many Messaging Rules as you would like for each Contact, including email, SMS, Teams, or Slack.
Exports
How do I run a report of the visitors who checked in for a specific date?
You can filter the Visit Log by date, then run an Export for that date following the instructions in this article.
Assign Visits/Deliveries
How can an employee claim responsibility for assisting a visitor or picking up a delivery and inform their colleagues that they're handling it?
If you're using a Notification or Delivery button, you can use the Assign Visits feature! When Assign Visits is turned on for either of these button types, a group of Contacts is notified when a visitor arrives. Then, one of those Contacts can claim the visit to remove the visitor from the queue and show the rest of the team that they've been helped. Additionally, the time the visitor was claimed will be timestamped, so you can track how long it's taking employees to assist your visitors! Note that a claim cannot be undone, and that visit will be permanently associated with the employee who claimed it.
To use this feature, chat with our team first so we can make sure it's turned on for your account.