241 lines
11 KiB
Markdown
241 lines
11 KiB
Markdown
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---
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show-content: true
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---
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# Frontdesk
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The Odoo *Frontdesk* application provides a way for visitors to check in to a building or location,
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and alert the person they are meeting about their arrival. Additionally, they can request a
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pre-configured beverage to be brought to them, while they wait.
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This application is ideal for businesses that do **not** have someone working at a reception desk,
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locations **without** a designated waiting area available to guests and visitors.
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## Configuration
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The first item to configure with the *Frontdesk* application is the station, followed by any drink
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selections that might optionally be offered.
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### Stations
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In Odoo's *Frontdesk* application, a *Station* can be thought of as any location where someone can
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sign in and wait for an employee. This is typically some form of waiting room, such as a lobby. Each
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station has a kiosk where visitors check in.
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When setting up the *Frontdesk* application, a minimum of one station **must** be configured, but
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there is no limit to how many stations can be created and configured.
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To create a station, navigate to {menuselection}`Frontdesk app --> Configuration --> Stations`, and
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click {guilabel}`New`. When clicked, a blank frontdesk form appears.
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Enter the following information on the form:
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- {guilabel}`Frontdesk Name`: enter a name for the specific frontdesk location. This should be
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short and easily identifiable, such as `Reception Desk` or `Main Lobby`. This field is required in
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order to create a station.
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- {guilabel}`Responsibles`: select the person (or persons) who are alerted when a visitor checks in
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using this specific frontdesk. Multiple selections can be entered. This field is required in order
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to create a station.
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- {guilabel}`Kiosk URL`: this field auto-populates once the frontdesk form is saved, with at least
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the {guilabel}`Frontdesk Name` and {guilabel}`Responsibles` fields filled. To save manually, click
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the {guilabel}`(cloud with upward arrow)` icon, located at the top of the form.
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Once saved, a URL is generated in the {guilabel}`Kiosk URL` field. This URL is one way the
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frontdesk kiosk is accessed.
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To access the kiosk, click the {guilabel}`Copy` button at the end of the URL, and navigate to that
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URL in a web browser. This URL opens that specific station's frontdesk sign-in page.
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:::{tip}
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To add an image/photo to a frontdesk form, hover over the {guilabel}`(camera with a '+' sign)`
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icon in the top-right of the form to reveal a {guilabel}`✏️ (pencil)` icon.
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Click on the {guilabel}`✏️ (pencil)` icon to open a file explorer, navigate to the desired
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image/photo file, then click {guilabel}`Open` to select it.
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The image selected for the station photo appears as the background image for the station kiosk.
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:::
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#### Options tab
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(frontdesk-host)=
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- {guilabel}`Host Selection`: if the visitor is attending a meeting, this option allows the visitor
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to select the meeting host from a presented list, and notify that individual. When enabled,
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additional fields appear, as detailed below.
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- {guilabel}`Authenticate Guest`: if additional information is required when a guest checks in,
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enable this option, and select which of the following are required:
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- {guilabel}`Email`: select whether the guest's email address is {guilabel}`Required`,
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{guilabel}`Optional`, or if the information is not requested at all ({guilabel}`None`).
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- {guilabel}`Phone`: select whether the guest's phone number is {guilabel}`Required`,
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{guilabel}`Optional`, or if the information is not requested at all ({guilabel}`None`).
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- {guilabel}`Organization`: select whether the guest's organization is {guilabel}`Required`,
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{guilabel}`Optional`, or if the information is not requested at all ({guilabel}`None`).
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- {guilabel}`Theme`: select the color mode of the kiosk. Choose either {guilabel}`Light` or
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{guilabel}`Dark`. The {guilabel}`Light` selection displays a pale gray background on the kiosk,
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whereas the {guilabel}`Dark` selection displays a dark gray and black background.
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- {guilabel}`Self Check-In`: enable this option to present a check-in QR code on the kiosk. The QR
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code allows guests to check in using their mobile device, instead of using the kiosk. This option
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is recommended for a busy kiosk with multiple guests checking in at any time.
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- {guilabel}`Offer Drinks`: enable this option to offer guests a drink upon check in. If this option
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is enabled, it is necessary to {ref}`configure the drinks being offered <frontdesk/drinks>`, via
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the {guilabel}`Configure Drinks` link that appears when the option is enabled. Once all drink
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options are configured, select each drink to be offered using the drop-down menu.
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:::{note}
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The following options are only visible in the {guilabel}`Options` tab if the {ref}`Host Selection
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<frontdesk/host>` option is enabled.
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:::
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- {guilabel}`Notify by email`: enable this option to have an email sent to the person the guest is
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visiting upon check in. When enabled, an {guilabel}`Email Template` field appears beneath, with
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the default {guilabel}`Frontdesk Email Template` selected.
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To change the default email template, click the drop-down menu in the {guilabel}`Email Template`
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field, then select another email template.
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To modify the currently selected template, click the {guilabel}`Internal link (arrow)` icon at the
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end of the line, and make any edits to the template.
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- {guilabel}`Notify by SMS`: enable this option to have an SMS (text) message sent to the person the
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guest is visiting upon check in. When enabled, an {guilabel}`SMS Template` field appears beneath,
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with the default {guilabel}`Frontdesk SMS Template` selected.
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To change the default SMS template, click the drop-down menu in the {guilabel}`SMS Template`
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field, and select another SMS template.
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To modify the currently selected template, click the {guilabel}`Internal link (arrow)` icon at the
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end of the line, and make any desired edits to the content of the template. The SMS message may
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have a maximum of 242 characters, which fits in 4 SMS (UNICODE) messages.
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- {guilabel}`Notify by Discuss`: this option is enabled by default when the {guilabel}`Host
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Selection` option is enabled. This option opens a *Discuss* application message window with the
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person the guest is visiting upon check in.
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When enabled, a default message appears for the person the guest is visiting. The *Discuss*
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application **must** be installed in order for this option to work.
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:::{note}
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*Discuss* is installed by default when creating an Odoo database, and does not count towards
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billing. As long as the *Discuss* application is not intentionally uninstalled, the
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{guilabel}`Notify by Discuss` option works.
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:::
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```{eval-rst}
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.. example::
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The default message format for the :guilabel:`Notify by Discuss` option is: `(Frontdesk Station)
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Check-In: (Guest Name) (Guest Phone Number) (Organization) to meet (Name of employee).`
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An example of how that might appear in a *Discuss* message is: `Main Lobby Check-In: John Doe
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(123-555-1234) (Odoo, Inc.) to meet Marc Demo.`
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```
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```{image} frontdesk/station-form.png
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:align: center
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:alt: Frontdesk station form with all the information filled out.
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```
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#### Side Message tab
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Enter any desired text to appear on the station kiosk after a guest has checked in, such as a
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welcome greeting or any necessary instructions. The text appears on the confirmation page, on the
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right side of the screen after a guest has completed the check-in process.
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(frontdesk-drinks)=
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### Drinks
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After a station is created, the next step is to configure the drinks to offer visitors, if desired.
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This step is **not** necessary or required for the *Frontdesk* application to work, and only needs
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to be configured if drinks are offered to guests.
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To add a drink option, navigate to {menuselection}`Frontdesk app --> Configuration --> Drinks`, and
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click {guilabel}`New`. Doing so reveals a blank drink form to configure.
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Enter the following information on the drink form:
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- {guilabel}`Drink Name`: type the name of the drink option in this field. This field is required.
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- {guilabel}`People to Notify`: use the drop-down menu in this field to select who is notified when
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the drink is selected. Multiple people can be entered in this field. This field is required.
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- {guilabel}`Sequence`: enter a numerical value in this field to indicate where in the list of drink
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options this specific option appears. The lower the number, the higher on the list the drink
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appears. For example, entering the number one would place that drink at the top of the list, and
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appear first in the sequence.
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:::{tip}
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To add an image/photo to a drink form, hover over the {guilabel}`(camera with a '+' sign)` icon
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in the top-right of the form to reveal a {guilabel}`✏️ (pencil)` icon.
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Click on the {guilabel}`✏️ (pencil)` icon to open a file explorer, navigate to the desired
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image/photo file, then click {guilabel}`Open` to select it.
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The image selected now appears in the picture field, and is set as the image for the drink.
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:::
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```{image} frontdesk/espresso.png
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:align: center
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:alt: Drink form with the information filled out for an espresso.
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```
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## Station dashboard
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:::{tip}
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To add an image/photo to a drink form, hover over the {guilabel}`(camera with a '+' sign)` icon
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in the top-right of the form to reveal a {guilabel}`✏️ (pencil)` icon.
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Click on the {guilabel}`✏️ (pencil)` icon to open a file explorer, navigate to the desired
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image/photo file, then click {guilabel}`Open` to select it.
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The image selected now appears in the picture field, and is set as the image for the drink.
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:::
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(frontdesk-kiosk)=
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## Kiosk setup
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Set up each kiosk for use after configuring the various stations. It is recommended to use a
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dedicated device for each frontdesk kiosk, such as a tablet.
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Navigate to the kiosk in one of two ways:
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- Navigate to the main *Frontdesk* application dashboard, and click the {guilabel}`Open Desk`
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button on the desired station card. The kiosk loads in a new browser tab.
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- Navigate to {menuselection}`Frontdesk app --> Configuration --> Stations`, and click on the
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desired station. Then, click the {guilabel}`Copy` button at the end of the {guilabel}`Kiosk URL`
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line, and paste the URL into a new browser tab or window.
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:::{important}
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It is recommended to log out of the database, and close the tab, after navigating to the kiosk.
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That way, there is no possibility of a visitor accessing the database when checking-in.
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:::
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## Reporting
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The *Frontdesk* application has two reports available: {guilabel}`Visitors` and {guilabel}`Drinks`.
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To access either of these reports, navigate to {menuselection}`Frontdesk app --> Reporting` to
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reveal a drop-down menu containing the options: {guilabel}`Visitors` and {guilabel}`Drinks`.
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The {guilabel}`Visitors` report displays the number of visitors by month, for the current year. The
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{guilabel}`Drinks` report shows how many total requests were made for each drink.
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As with all reports in Odoo, the filters and groups can be modified to show other metrics, as well.
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:::{seealso}
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- {doc}`frontdesk/visitors`
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:::
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```{toctree}
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:titlesonly: true
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frontdesk/visitors
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```
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