[ADD] Frontdesk: moving visitors section to new doc
closes odoo/documentation#9533
X-original-commit: cb644b0834
Signed-off-by: Lara Martini (larm) <larm@odoo.com>
This commit is contained in:
Lara Martini (larm)
parent
fd9e326ca6
commit
34c303ecea
@ -1,3 +1,5 @@
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:show-content:
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=========
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Frontdesk
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=========
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@ -184,94 +186,10 @@ Station dashboard
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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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.. _frontdesk/kiosk:
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.. _frontdesk/visitors:
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Visitors
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========
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To access a complete list of visitors that are currently checked in, navigate to
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:menuselection:`Frontdesk app --> Visitors`.
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The visitors are listed in a list view, with the following details that were entered when they
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checked in:
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.. note::
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By default, the :guilabel:`Planned or Checked-In` and :guilabel:`Today` filters appear in the
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:guilabel:`Search...` bar.
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- :guilabel:`Name`: the guest's name.
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- :guilabel:`Visitor Company`: the company the guest represents.
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- :guilabel:`Phone`: the guest's phone number.
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- :guilabel:`Drinks`: the drink the guest requested.
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- :guilabel:`Host`: who the guest is waiting to see.
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- :guilabel:`CheckIn`: the date and time the guest checked in.
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- :guilabel:`Checkout`: the date and time the guest checked out. As mentioned, in the default view,
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only guests with a :guilabel:`Checked-In` or :guilabel:`Planned` status are visible. Guests with
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check-out times are only visible if the :guilabel:`Today` filter is not active.
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- :guilabel:`Duration`: the amount of time the guest has been checked in for.
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- :guilabel:`Station`: the location of where the guest checked in.
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- :guilabel:`Status`: the status of the guest. The options are :guilabel:`Checked-In`,
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:guilabel:`Planned`, :guilabel:`Checked-Out`, or :guilabel:`Canceled`. In the default view, only
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guests with a :guilabel:`Checked-In` or :guilabel:`Planned` status are visible.
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- :guilabel:`Email`: the guest's email address.
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To the far right of the titled columns on the :guilabel:`Visitors` page is an untitled column,
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where a guest's status can be updated.
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When a guest leaves, click the available :guilabel:`Check out` button to update the guest's record,
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and log the date and time they left.
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If a scheduled guest arrives, and they did not check in using the *Frontdesk* kiosk, they can be
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checked in here, by clicking the available :guilabel:`Check in` button to log the date and time they
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arrived.
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Beside the untitled status column a :guilabel:`Drink Served` button appears, but only if that
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particular visitor requested a drink.
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When their drink has been served, click the :guilabel:`Drink Served` button to indicate the drink
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has been delivered to the guest. Once clicked, that button disappears.
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.. image:: frontdesk/visitors.png
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:align: center
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:alt: The full list of currently checked in visitors, with the drinks to be served highlighted.
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If any column is not visible, or if a visible column is preferred to be hidden, click the
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:guilabel:`Additional Options (two horizontal lines with dots)` icon, located at the end of the
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column name list.
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Clicking that reveals a drop-down menu of column options to enable or disable. A :guilabel:`✅
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(checkmark)` icon indicates the column is visible.
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Planned visitors
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----------------
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If a guest is expected to arrive at a future date and time, it is possible to enter their
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information into the *Frontdesk* application in advance.
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To create a planned guest, navigate to :menuselection:`Frontdesk app --> Visitors --> New`. Then,
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enter the same information as any other :ref:`visitor <frontdesk/visitors>`. The only required
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fields are the visitor's :guilabel:`Name` and the :guilabel:`Station` at which they are expected to
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arrive.
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.. important::
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If a guest is planned in advance, they must be checked in from the list on the
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:guilabel:`Visitors` page in the *Frontdesk* application (:menuselection:`Frontdesk app -->
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Visitors`). If a planned guest checks in using a kiosk, they will be checked in separately, and
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their planned visitor entry remains listed as :guilabel:`Planned`.
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Only when a planned guest is checked in inside the application's visitor list, their
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:guilabel:`Planned` status changes to :guilabel:`Checked-In`.
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If a guest does check in using a kiosk, ensure all records are current, and the list of
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currently on-site guests is correct. Be sure to check in and/or check out the correct entries, so
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the visitors list correctly reflects who is currently on the premises.
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Ensure planned guests are informed that they should **not** check in using the kiosk if they are
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listed as a planned guest in advance.
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Frontdesk flow
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==============
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Kiosk setup
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===========
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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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@ -288,65 +206,6 @@ Navigate to the kiosk in one of two ways:
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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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Visitor flow
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------------
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When a visitor arrives at a facility, they approach a frontdesk kiosk, and enter their information.
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The information requested is what was configured for that specific frontdesk station. If any
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information is required, the field displays a red asterisk (*). The visitor must enter the required
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information in order to check in.
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Once all the information is entered, the visitor taps the :guilabel:`Check In` button.
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If drinks were configured for the station, after tapping :guilabel:`Check In`, a registration
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confirmation screen loads, along with the question: `Do you want something to drink?`
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The visitor can tap either :guilabel:`Yes, please`, or :guilabel:`No, thank you`.
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If they select :guilabel:`Yes, please`, a drink selection screen appears, and the pre-configured
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options are listed. The visitor then taps the desired selection, or, if they do not want anything,
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they can tap the :guilabel:`Nothing, thanks` button at the bottom of the screen.
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If a drink selection was made, a `Thank you for registering! Your drink is on the way.` message
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appears.
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At any point in the check-in process, if ten seconds pass with no selection, the kiosk returns to
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the main welcome screen.
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Once the visitor has checked in, the person they are visiting, and any other users who were
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configured to be notified when checks ins occur at the kiosk, are notified. The notification is
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either by email, SMS message, a *Discuss* chat, or any combination of those three options.
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If the visitor requested a drink, the user(s) configured as the :guilabel:`People to Notify` on the
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drink form, are notified via the *Discuss* application. The message that appears is: `(Visitor Name)
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just checked-in. They requested (Drink Name).`
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Once the drink has been delivered to the guest, the person who delivered the drink is responsible
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for marking the drink as delivered.
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To mark a drink as delivered, navigate to :menuselection:`Frontdesk app --> Stations --> (#) Drinks
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to serve` on the desired station card.
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This opens a list of all the visitors checked in at that station, and are waiting for a drink. Click
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the :guilabel:`Drink Served` button at the end of the line for the visitor who was served. Once they
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are marked as having their drink served, the visitor disappears from the list.
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Once the visitor has completed their business, and has left the premises, it is important to check
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them out for accurate record keeping.
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To check visitors out properly, navigate to :menuselection:`Frontdesk app --> Stations --> (#) On
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Site`. Doing so opens a list of all the visitors who are currently checked-in at that station.
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Click the :guilabel:`Check Out` button near the end of the line for the visitor who left. Once they
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are marked as checked-out, the visitor disappears from the list.
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.. important::
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Visitors do **not** check themselves out when they leave. It is important to check out visitors
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for accurate record keeping.
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Always have an accurate list of who is on the premises at any given time. This is important for
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security purposes, and in the case of an emergency.
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Reporting
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=========
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@ -359,3 +218,11 @@ The :guilabel:`Visitors` report displays the number of visitors by month, for th
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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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.. toctree::
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:titlesonly:
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frontdesk/visitors
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165
content/applications/hr/frontdesk/visitors.rst
Normal file
165
content/applications/hr/frontdesk/visitors.rst
Normal file
@ -0,0 +1,165 @@
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========
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Visitors
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========
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In the Odoo *Frontdesk* application, a *visitor* is defined as any non-employee (e.g., repair
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person, job candidate, etc.). These visitors can be logged upon arrival and departure for security
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purposes. This ensures an accurate list of people on the premises.
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.. _frontdesk/list:
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Visitor list
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============
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To access a complete list of checked-in visitors, navigate to :menuselection:`Frontdesk app -->
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Visitors`.
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.. note::
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By default, the :guilabel:`Planned or Checked-In` and :guilabel:`Today` filters appear in the
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:guilabel:`Search...` bar.
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All visitors are presented in a list view, with the following details that were entered upon check
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in:
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- :guilabel:`Name`: the guest's name.
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- :guilabel:`Visitor Company`: the company the guest represents.
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- :guilabel:`Phone`: the guest's phone number.
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- :guilabel:`Drinks`\*: the drink the guest requested.
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- :guilabel:`Host`: who the guest is waiting to see.
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- :guilabel:`CheckIn`: the date and time the guest checked in.
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- :guilabel:`Checkout`\*: the date and time the guest checked out. In the default view, only guests
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with a :guilabel:`Checked-In` or :guilabel:`Planned` status are visible. Guests with check-out
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times are only visible if the :guilabel:`Today` filter is not active.
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- :guilabel:`Duration`: the amount of time the guest has been checked in for.
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- :guilabel:`Station`: the location of where the guest checked in.
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- :guilabel:`Status`: the status of the guest. The options are :guilabel:`Checked-In`,
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:guilabel:`Planned`, :guilabel:`Checked-Out`, or :guilabel:`Canceled`.
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- :guilabel:`Email`\*: the guest's email address.
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\* These fields are not visible in the default :guilabel:`Visitor` list. These must be enabled
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using the :icon:`oi-settings-adjust` :guilabel:`(settings adjust)` icon in the top-right of the
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list.
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To the far-right of the titled columns on the :guilabel:`Visitors` page, there is an untitled
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column, where a guest's status can be updated.
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When a guest leaves, click the available :guilabel:`Check out` button to update the guest's record,
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and log the date and time they left.
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If a scheduled guest arrives, and they did not check in using the *Frontdesk* kiosk, they can be
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checked in here, by clicking the available :guilabel:`Check in` button to log the date and time they
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arrived.
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Beside the untitled status column, a :guilabel:`Drink Served` button appears, but only if that
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particular visitor requested a drink.
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|
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When their drink has been served, click the :guilabel:`Drink Served` button to indicate the drink
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has been delivered to the guest. Once clicked, that button disappears.
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.. image:: visitors/visitors.png
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:align: center
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:alt: The full list of currently checked in visitors, with the drinks to be served highlighted.
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If any column is not visible, or if a visible column is preferred to be hidden, click the
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:icon:`oi-settings-adjust` :guilabel:`(additional options)` icon, located at the end of the column
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name list. Doing so, reveals a reveals a drop-down menu of column options to enable or disable. A
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:icon:`fa-check` :guilabel:`(check)` icon indicates the column is visible.
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Planned visitors
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================
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Enter expected guest information in advance by creating a planned guest in the *Frontdesk* app.
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To create a planned guest, navigate to :menuselection:`Frontdesk app --> Visitors`, and click
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:guilabel:`New`. Then, enter the same information as any other :ref:`visitor <frontdesk/list>` on
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the guest form that appears. The only required fields are the visitor's :guilabel:`Name` and the
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:guilabel:`Station` at which they are expected to arrive.
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.. important::
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If a guest is planned in advance, they must be checked in from the list on the
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:guilabel:`Visitors` page in the *Frontdesk* application (:menuselection:`Frontdesk app -->
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Visitors`). If a planned guest checks in using a kiosk, they will be checked in separately, and
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their planned visitor entry remains listed as :guilabel:`Planned`.
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The :guilabel:`Planned` status of a planned guest **only** changes to :guilabel:`Checked-In` when
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they are checked in *inside* the application's :guilabel:`Visitors` list.
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If a guest does check in using a kiosk, ensure all records are current, and the list of guests
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that are currently on-site is correct. Be sure to check in and/or check out the correct entries,
|
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so the visitors list correctly reflects who is currently on the premises.
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|
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Ensure planned guests are informed that they should **not** check in using the kiosk if they are
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listed as a planned guest in advance.
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Visitor flow
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============
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Visitor check in
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----------------
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When a visitor arrives at a facility, they approach a :ref:`Frontdesk kiosk <frontdesk/kiosk>`, and
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click :guilabel:`Check in`. The information requested from the visitor is what was configured for
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that specific *Frontdesk* station. If any information is required, the field displays a red asterisk
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(\*). The visitor **must** enter the required information in order to check in.
|
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Once all the information is entered, the visitor taps the :guilabel:`Check In` button.
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.. note::
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At any point in the check-in process, if ten seconds pass with no selection, the kiosk returns to
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the main welcome screen.
|
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|
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Drinks
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------
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|
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If drinks were configured for the station, after tapping :guilabel:`Check In`, a registration
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confirmation screen loads, along with the question: :guilabel:`Do you want something to drink?`
|
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|
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The visitor can tap either :guilabel:`Yes, please`, or :guilabel:`No, thank you`.
|
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|
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If they select :guilabel:`Yes, please`, a drink selection screen appears, and the pre-configured
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options are listed. The visitor then taps the desired selection, or, if they do not want anything,
|
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they can tap the :guilabel:`Nothing, thanks` button at the bottom of the screen.
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If a drink selection was made, a :guilabel:`Thank you for registering! Your drink is on the way.`
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message appears.
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Notifications
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-------------
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Once the visitor has checked in, the person they are visiting, and any other users who were
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configured to be notified when check-ins occur at the kiosk, are notified. The notification is
|
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either by email, SMS message, a *Discuss* chat, or any combination of those three options.
|
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|
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If the visitor requested a drink, the user(s) configured as the :guilabel:`People to Notify` on the
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drink form, are notified, via the *Discuss* application. The message that appears is:
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:guilabel:`(Visitor Name) just checked-in. They requested (Drink Name).`
|
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|
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Once the drink has been delivered to the guest, the person who delivered the drink is responsible
|
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for marking the drink as delivered.
|
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|
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To mark a drink as delivered, navigate to :menuselection:`Frontdesk app --> Stations`, and choose
|
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the desired station card displaying :guilabel:`(#) Drinks to serve`.
|
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|
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This opens a list of all the visitors checked in at that station, and are waiting for a drink. Click
|
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the :guilabel:`Drink Served` button at the end of the line for the visitor who was served. Once they
|
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are marked as having their drink served, the visitor disappears from the list.
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Check out
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---------
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Once the visitor has completed their business, and has left the premises, it is important to check
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them out for accurate record keeping.
|
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|
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To check visitors out properly, navigate to :menuselection:`Frontdesk app --> Stations`, and choose
|
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the desired station card displaying :guilabel:`(#) Drinks to serve`. Doing so opens a list of all
|
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the visitors who are currently checked-in at that station.
|
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|
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Click the :guilabel:`Check out` button near the end of the line for the visitor who left. Once they
|
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are marked as checked-out, the visitor disappears from the list.
|
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|
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.. important::
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Visitors do **not** check themselves out when they leave. It is important for *Frontdesk* users
|
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to check out visitors for accurate record keeping.
|
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|
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Always have an accurate list of who is on the premises at any given time. This is important for
|
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security purposes, and in the case of an emergency.
|
||||
|
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