[ADD] Frontdesk: new documentation for new app

closes odoo/documentation#7638

X-original-commit: 23b5138038
Signed-off-by: Zachary Straub (zst) <zst@odoo.com>
Co-authored-by: Jess Rogers <104637850+jero-odoo@users.noreply.github.com>

content/applications/hr.rst

@@ -8,6 +8,7 @@ Human resources
 
    hr/attendances
    hr/employees
+   hr/frontdesk
    hr/fleet
    hr/payroll
    hr/time_off

content/applications/hr/frontdesk.rst

@@ -0,0 +1,361 @@
+=========
+Frontdesk
+=========
+
+The Odoo *Frontdesk* application provides a way for visitors to check in to a building or location,
+and alert the person they are meeting about their arrival. Additionally, they can request a
+pre-configured beverage to be brought to them, while they wait.
+
+This application is ideal for businesses that do **not** have someone working at a reception desk,
+locations **without** a designated waiting area available to guests and visitors.
+
+Configuration
+=============
+
+The first item to configure with the *Frontdesk* application is the station, followed by any drink
+selections that might optionally be offered.
+
+Stations
+--------
+
+In Odoo's *Frontdesk* application, a *Station* can be thought of as any location where someone can
+sign in and wait for an employee. This is typically some form of waiting room, such as a lobby. Each
+station has a kiosk where visitors check in.
+
+When setting up the *Frontdesk* application, a minimum of one station **must** be configured, but
+there is no limit to how many stations can be created and configured.
+
+To create a station, navigate to :menuselection:`Frontdesk app --> Configuration --> Stations`, and
+click :guilabel:`New`. When clicked, a blank frontdesk form appears.
+
+Enter the following information on the form:
+
+- :guilabel:`Frontdesk Name`: enter a name for the specific frontdesk location. This should be
+  short and easily identifiable, such as `Reception Desk` or `Main Lobby`. This field is required in
+  order to create a station.
+- :guilabel:`Responsibles`: select the person (or persons) who are alerted when a visitor checks in
+  using this specific frontdesk. Multiple selections can be entered. This field is required in order
+  to create a station.
+- :guilabel:`Kiosk URL`: this field auto-populates once the frontdesk form is saved, with at least
+  the :guilabel:`Frontdesk Name` and :guilabel:`Responsibles` fields filled. To save manually, click
+  the :guilabel:`(cloud with upward arrow)` icon, located at the top of the form.
+
+  Once saved, a URL is generated in the :guilabel:`Kiosk URL` field. This URL is one way the
+  frontdesk kiosk is accessed.
+
+  To access the kiosk, click the :guilabel:`Copy` button at the end of the URL, and navigate to that
+  URL in a web browser. This URL opens that specific station's frontdesk sign-in page.
+
+  .. tip::
+     To add an image/photo to a frontdesk form, hover over the :guilabel:`(camera with a '+' sign)`
+     icon in the top-right of the form to reveal a :guilabel:`✏️ (pencil)` icon.
+
+     Click on the :guilabel:`✏️ (pencil)` icon to open a file explorer, navigate to the desired
+     image/photo file, then click :guilabel:`Open` to select it.
+
+     The image selected for the station photo appears as the background image for the station kiosk.
+
+Options tab
+~~~~~~~~~~~
+
+.. _frontdesk/host:
+
+- :guilabel:`Host Selection`: if the visitor is attending a meeting, this option allows the visitor
+  to select the meeting host from a presented list, and notify that individual. When enabled,
+  additional fields appear, as detailed below.
+- :guilabel:`Authenticate Guest`: if additional information is required when a guest checks in,
+  enable this option, and select which of the following are required:
+
+  - :guilabel:`Email`: select whether the guest's email address is :guilabel:`Required`,
+    :guilabel:`Optional`, or if the information is not requested at all (:guilabel:`None`).
+  - :guilabel:`Phone`: select whether the guest's phone number is :guilabel:`Required`,
+    :guilabel:`Optional`, or if the information is not requested at all (:guilabel:`None`).
+  - :guilabel:`Organization`: select whether the guest's organization is :guilabel:`Required`,
+    :guilabel:`Optional`, or if the information is not requested at all (:guilabel:`None`).
+
+- :guilabel:`Theme`: select the color mode of the kiosk. Choose either :guilabel:`Light` or
+  :guilabel:`Dark`. The :guilabel:`Light` selection displays a pale gray background on the kiosk,
+  whereas the :guilabel:`Dark` selection displays a dark gray and black background.
+- :guilabel:`Self Check-In`: enable this option to present a check-in QR code on the kiosk. The QR
+  code allows guests to check in using their mobile device, instead of using the kiosk. This option
+  is recommended for a busy kiosk with multiple guests checking in at any time.
+- :guilabel:`Offer Drinks`: enable this option to offer guests a drink upon check in. If this option
+  is enabled, it is necessary to :ref:`configure the drinks being offered <frontdesk/drinks>`, via
+  the :guilabel:`Configure Drinks` link that appears when the option is enabled. Once all drink
+  options are configured, select each drink to be offered using the drop-down menu.
+
+.. note::
+   The following options are only visible in the :guilabel:`Options` tab if the :ref:`Host Selection
+   <frontdesk/host>` option is enabled.
+
+- :guilabel:`Notify by email`: enable this option to have an email sent to the person the guest is
+  visiting upon check in. When enabled, an :guilabel:`Email Template` field appears beneath, with
+  the default :guilabel:`Frontdesk Email Template` selected.
+
+  To change the default email template, click the drop-down menu in the :guilabel:`Email Template`
+  field, then select another email template.
+
+  To modify the currently selected template, click the :guilabel:`Internal link (arrow)` icon at the
+  end of the line, and make any edits to the template.
+- :guilabel:`Notify by SMS`: enable this option to have an SMS (text) message sent to the person the
+  guest is visiting upon check in. When enabled, an :guilabel:`SMS Template` field appears beneath,
+  with the default :guilabel:`Frontdesk SMS Template` selected.
+
+  To change the default SMS template, click the drop-down menu in the :guilabel:`SMS Template`
+  field, and select another SMS template.
+
+  To modify the currently selected template, click the :guilabel:`Internal link (arrow)` icon at the
+  end of the line, and make any desired edits to the content of the template. The SMS message may
+  have a maximum of 242 characters, which fits in 4 SMS (UNICODE) messages.
+- :guilabel:`Notify by Discuss`: this option is enabled by default when the :guilabel:`Host
+  Selection` option is enabled. This option opens a *Discuss* application message window with the
+  person the guest is visiting upon check in.
+
+  When enabled, a default message appears for the person the guest is visiting. The *Discuss*
+  application **must** be installed in order for this option to work.
+
+.. note::
+   *Discuss* is installed by default when creating an Odoo database, and does not count towards
+   billing. As long as the *Discuss* application is not intentionally uninstalled, the
+   :guilabel:`Notify by Discuss` option works.
+
+.. example::
+   The default message format for the :guilabel:`Notify by Discuss` option is: `(Frontdesk Station)
+   Check-In: (Guest Name) (Guest Phone Number) (Organization) to meet (Name of employee).`
+
+   An example of how that might appear in a *Discuss* message is: `Main Lobby Check-In: John Doe
+   (123-555-1234) (Odoo, Inc.) to meet Marc Demo.`
+
+.. image:: frontdesk/station-form.png
+   :align: center
+   :alt: Frontdesk station form with all the information filled out.
+
+Side Message tab
+~~~~~~~~~~~~~~~~
+
+Enter any desired text to appear on the station kiosk after a guest has checked in, such as a
+welcome greeting or any necessary instructions. The text appears on the confirmation page, on the
+right side of the screen after a guest has completed the check-in process.
+
+.. _frontdesk/drinks:
+
+Drinks
+------
+
+After a station is created, the next step is to configure the drinks to offer visitors, if desired.
+This step is **not** necessary or required for the *Frontdesk* application to work, and only needs
+to be configured if drinks are offered to guests.
+
+To add a drink option, navigate to :menuselection:`Frontdesk app --> Configuration --> Drinks`, and
+click :guilabel:`New`. Doing so reveals a blank drink form to configure.
+
+Enter the following information on the drink form:
+
+- :guilabel:`Drink Name`: type the name of the drink option in this field. This field is required.
+- :guilabel:`People to Notify`: use the drop-down menu in this field to select who is notified when
+  the drink is selected. Multiple people can be entered in this field. This field is required.
+- :guilabel:`Sequence`: enter a numerical value in this field to indicate where in the list of drink
+  options this specific option appears. The lower the number, the higher on the list the drink
+  appears. For example, entering the number one would place that drink at the top of the list, and
+  appear first in the sequence.
+
+.. tip::
+   To add an image/photo to a drink form, hover over the :guilabel:`(camera with a '+' sign)` icon
+   in the top-right of the form to reveal a :guilabel:`✏️ (pencil)` icon.
+
+   Click on the :guilabel:`✏️ (pencil)` icon to open a file explorer, navigate to the desired
+   image/photo file, then click :guilabel:`Open` to select it.
+
+   The image selected now appears in the picture field, and is set as the image for the drink.
+
+.. image:: frontdesk/espresso.png
+   :align: center
+   :alt: Drink form with the information filled out for an espresso.
+
+Station dashboard
+=================
+
+.. tip::
+   To add an image/photo to a drink form, hover over the :guilabel:`(camera with a '+' sign)` icon
+   in the top-right of the form to reveal a :guilabel:`✏️ (pencil)` icon.
+
+   Click on the :guilabel:`✏️ (pencil)` icon to open a file explorer, navigate to the desired
+   image/photo file, then click :guilabel:`Open` to select it.
+
+   The image selected now appears in the picture field, and is set as the image for the drink.
+
+
+.. _frontdesk/visitors:
+
+Visitors
+========
+
+To access a complete list of visitors that are currently checked in, navigate to
+:menuselection:`Frontdesk app --> Visitors`.
+
+The visitors are listed in a list view, with the following details that were entered when they
+checked in:
+
+.. note::
+   By default, the :guilabel:`Planned or Checked-In` and :guilabel:`Today` filters appear in the
+   :guilabel:`Search...` bar.
+
+- :guilabel:`Name`: the guest's name.
+- :guilabel:`Visitor Company`: the company the guest represents.
+- :guilabel:`Phone`: the guest's phone number.
+- :guilabel:`Drinks`: the drink the guest requested.
+- :guilabel:`Host`: who the guest is waiting to see.
+- :guilabel:`CheckIn`: the date and time the guest checked in.
+- :guilabel:`Checkout`: the date and time the guest checked out. As mentioned, in the default view,
+  only guests with a :guilabel:`Checked-In` or :guilabel:`Planned` status are visible. Guests with
+  check-out times are only visible if the :guilabel:`Today` filter is not active.
+- :guilabel:`Duration`: the amount of time the guest has been checked in for.
+- :guilabel:`Station`: the location of where the guest checked in.
+- :guilabel:`Status`: the status of the guest. The options are :guilabel:`Checked-In`,
+  :guilabel:`Planned`, :guilabel:`Checked-Out`, or :guilabel:`Canceled`. In the default view, only
+  guests with a :guilabel:`Checked-In` or :guilabel:`Planned` status are visible.
+- :guilabel:`Email`: the guest's email address.
+
+To the far right of the titled columns on the :guilabel:`Visitors` page is an untitled column,
+where a guest's status can be updated.
+
+When a guest leaves, click the available :guilabel:`Check out` button to update the guest's record,
+and log the date and time they left.
+
+If a scheduled guest arrives, and they did not check in using the *Frontdesk* kiosk, they can be
+checked in here, by clicking the available :guilabel:`Check in` button to log the date and time they
+arrived.
+
+Beside the untitled status column a :guilabel:`Drink Served` button appears, but only if that
+particular visitor requested a drink.
+
+When their drink has been served, click the :guilabel:`Drink Served` button to indicate the drink
+has been delivered to the guest. Once clicked, that button disappears.
+
+.. image:: frontdesk/visitors.png
+   :align: center
+   :alt: The full list of currently checked in visitors, with the drinks to be served highlighted.
+
+If any column is not visible, or if a visible column is preferred to be hidden, click the
+:guilabel:`Additional Options (two horizontal lines with dots)` icon, located at the end of the
+column name list.
+
+Clicking that reveals a drop-down menu of column options to enable or disable. A :guilabel:`✅
+(checkmark)` icon indicates the column is visible.
+
+Planned visitors
+----------------
+
+If a guest is expected to arrive at a future date and time, it is possible to enter their
+information into the *Frontdesk* application in advance.
+
+To create a planned guest, navigate to :menuselection:`Frontdesk app --> Visitors --> New`. Then,
+enter the same information as any other :ref:`visitor <frontdesk/visitors>`. The only required
+fields are the visitor's :guilabel:`Name` and the :guilabel:`Station` at which they are expected to
+arrive.
+
+.. important::
+   If a guest is planned in advance, they must be checked in from the list on the
+   :guilabel:`Visitors` page in the *Frontdesk* application (:menuselection:`Frontdesk app -->
+   Visitors`). If a planned guest checks in using a kiosk, they will be checked in separately, and
+   their planned visitor entry remains listed as :guilabel:`Planned`.
+
+   Only when a planned guest is checked in inside the application's visitor list, their
+   :guilabel:`Planned` status changes to :guilabel:`Checked-In`.
+
+   If a guest does check in using a kiosk, ensure all records are current, and the list of
+   currently on-site guests is correct. Be sure to check in and/or check out the correct entries, so
+   the visitors list correctly reflects who is currently on the premises.
+
+   Ensure planned guests are informed that they should **not** check in using the kiosk if they are
+   listed as a planned guest in advance.
+
+Frontdesk flow
+==============
+
+Set up each kiosk for use after configuring the various stations. It is recommended to use a
+dedicated device for each frontdesk kiosk, such as a tablet.
+
+Navigate to the kiosk in one of two ways:
+
+- Navigate to the main *Frontdesk* application dashboard, and click the :guilabel:`Open Desk`
+  button on the desired station card. The kiosk loads in a new browser tab.
+- Navigate to :menuselection:`Frontdesk app --> Configuration --> Stations`, and click on the
+  desired station. Then, click the :guilabel:`Copy` button at the end of the :guilabel:`Kiosk URL`
+  line, and paste the URL into a new browser tab or window.
+
+.. important::
+   It is recommended to log out of the database, and close the tab, after navigating to the kiosk.
+   That way, there is no possibility of a visitor accessing the database when checking-in.
+
+Visitor flow
+------------
+
+When a visitor arrives at a facility, they approach a frontdesk kiosk, and enter their information.
+The information requested is what was configured for that specific frontdesk station. If any
+information is required, the field displays a red asterisk (*). The visitor must enter the required
+information in order to check in.
+
+Once all the information is entered, the visitor taps the :guilabel:`Check In` button.
+
+If drinks were configured for the station, after tapping :guilabel:`Check In`, a registration
+confirmation screen loads, along with the question: `Do you want something to drink?`
+
+The visitor can tap either :guilabel:`Yes, please`, or :guilabel:`No, thank you`.
+
+If they select :guilabel:`Yes, please`, a drink selection screen appears, and the pre-configured
+options are listed. The visitor then taps the desired selection, or, if they do not want anything,
+they can tap the :guilabel:`Nothing, thanks` button at the bottom of the screen.
+
+If a drink selection was made, a `Thank you for registering! Your drink is on the way.` message
+appears.
+
+At any point in the check-in process, if ten seconds pass with no selection, the kiosk returns to
+the main welcome screen.
+
+Once the visitor has checked in, the person they are visiting, and any other users who were
+configured to be notified when checks ins occur at the kiosk, are notified. The notification is
+either by email, SMS message, a *Discuss* chat, or any combination of those three options.
+
+If the visitor requested a drink, the user(s) configured as the :guilabel:`People to Notify` on the
+drink form, are notified via the *Discuss* application. The message that appears is: `(Visitor Name)
+just checked-in. They requested (Drink Name).`
+
+Once the drink has been delivered to the guest, the person who delivered the drink is responsible
+for marking the drink as delivered.
+
+To mark a drink as delivered, navigate to :menuselection:`Frontdesk app --> Stations --> (#) Drinks
+to serve` on the desired station card.
+
+This opens a list of all the visitors checked in at that station, and are waiting for a drink. Click
+the :guilabel:`Drink Served` button at the end of the line for the visitor who was served. Once they
+are marked as having their drink served, the visitor disappears from the list.
+
+Once the visitor has completed their business, and has left the premises, it is important to check
+them out for accurate record keeping.
+
+To check visitors out properly, navigate to :menuselection:`Frontdesk app --> Stations --> (#) On
+Site`. Doing so opens a list of all the visitors who are currently checked-in at that station.
+
+Click the :guilabel:`Check Out` button near the end of the line for the visitor who left. Once they
+are marked as checked-out, the visitor disappears from the list.
+
+.. important::
+   Visitors do **not** check themselves out when they leave. It is important to check out visitors
+   for accurate record keeping.
+
+   Always have an accurate list of who is on the premises at any given time. This is important for
+   security purposes, and in the case of an emergency.
+
+Reporting
+=========
+
+The *Frontdesk* application has two reports available: :guilabel:`Visitors` and :guilabel:`Drinks`.
+
+To access either of these reports, navigate to :menuselection:`Frontdesk app --> Reporting` to
+reveal a drop-down menu containing the options: :guilabel:`Visitors` and :guilabel:`Drinks`.
+
+The :guilabel:`Visitors` report displays the number of visitors by month, for the current year. The
+:guilabel:`Drinks` report shows how many total requests were made for each drink.
+
+As with all reports in Odoo, the filters and groups can be modified to show other metrics, as well.