From 6fd6fcafb4d4960b1c38a79fc3e98e2d8fa024b6 Mon Sep 17 00:00:00 2001 From: "Lara Martini (larm)" Date: Thu, 23 May 2024 13:26:26 -0400 Subject: [PATCH] [ADD] Frontdesk: moving visitors section to new doc closes odoo/documentation#9530 X-original-commit: cb644b083497d0b3bac00639df3fc968add53aab Signed-off-by: Lara Martini (larm) --- content/applications/hr/frontdesk.rst | 159 ++--------------- .../applications/hr/frontdesk/visitors.rst | 165 ++++++++++++++++++ .../hr/frontdesk/{ => visitors}/visitors.png | Bin 3 files changed, 178 insertions(+), 146 deletions(-) create mode 100644 content/applications/hr/frontdesk/visitors.rst rename content/applications/hr/frontdesk/{ => visitors}/visitors.png (100%) diff --git a/content/applications/hr/frontdesk.rst b/content/applications/hr/frontdesk.rst index f3c5dc333..06e432570 100644 --- a/content/applications/hr/frontdesk.rst +++ b/content/applications/hr/frontdesk.rst @@ -1,3 +1,5 @@ +:show-content: + ========= Frontdesk ========= @@ -184,94 +186,10 @@ Station dashboard The image selected now appears in the picture field, and is set as the image for the drink. +.. _frontdesk/kiosk: -.. _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 `. 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 -============== +Kiosk setup +=========== 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. @@ -288,65 +206,6 @@ Navigate to the kiosk in one of two ways: 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 ========= @@ -359,3 +218,11 @@ The :guilabel:`Visitors` report displays the number of visitors by month, for th :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. + +.. seealso:: + - :doc:`frontdesk/visitors` + +.. toctree:: + :titlesonly: + + frontdesk/visitors diff --git a/content/applications/hr/frontdesk/visitors.rst b/content/applications/hr/frontdesk/visitors.rst new file mode 100644 index 000000000..b0650bf72 --- /dev/null +++ b/content/applications/hr/frontdesk/visitors.rst @@ -0,0 +1,165 @@ +======== +Visitors +======== + +In the Odoo *Frontdesk* application, a *visitor* is defined as any non-employee (e.g., repair +person, job candidate, etc.). These visitors can be logged upon arrival and departure for security +purposes. This ensures an accurate list of people on the premises. + +.. _frontdesk/list: + +Visitor list +============ + +To access a complete list of checked-in visitors, navigate to :menuselection:`Frontdesk app --> +Visitors`. + +.. note:: + By default, the :guilabel:`Planned or Checked-In` and :guilabel:`Today` filters appear in the + :guilabel:`Search...` bar. + +All visitors are presented in a list view, with the following details that were entered upon check +in: + +- :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. 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`. +- :guilabel:`Email`\*: the guest's email address. + +\* These fields are not visible in the default :guilabel:`Visitor` list. These must be enabled +using the :icon:`oi-settings-adjust` :guilabel:`(settings adjust)` icon in the top-right of the +list. + +To the far-right of the titled columns on the :guilabel:`Visitors` page, there 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:: visitors/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 +:icon:`oi-settings-adjust` :guilabel:`(additional options)` icon, located at the end of the column +name list. Doing so, reveals a reveals a drop-down menu of column options to enable or disable. A +:icon:`fa-check` :guilabel:`(check)` icon indicates the column is visible. + +Planned visitors +================ + +Enter expected guest information in advance by creating a planned guest in the *Frontdesk* app. + +To create a planned guest, navigate to :menuselection:`Frontdesk app --> Visitors`, and click +:guilabel:`New`. Then, enter the same information as any other :ref:`visitor ` on +the guest form that appears. 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`. + + The :guilabel:`Planned` status of a planned guest **only** changes to :guilabel:`Checked-In` when + they are checked in *inside* the application's :guilabel:`Visitors` list. + + If a guest does check in using a kiosk, ensure all records are current, and the list of guests + that are currently on-site 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. + +Visitor flow +============ + +Visitor check in +---------------- + +When a visitor arrives at a facility, they approach a :ref:`Frontdesk kiosk `, and +click :guilabel:`Check in`. The information requested from the visitor 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. + +.. note:: + At any point in the check-in process, if ten seconds pass with no selection, the kiosk returns to + the main welcome screen. + +Drinks +------ + +If drinks were configured for the station, after tapping :guilabel:`Check In`, a registration +confirmation screen loads, along with the question: :guilabel:`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 :guilabel:`Thank you for registering! Your drink is on the way.` +message appears. + +Notifications +------------- + +Once the visitor has checked in, the person they are visiting, and any other users who were +configured to be notified when check-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: +:guilabel:`(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`, and choose +the desired station card displaying :guilabel:`(#) Drinks to serve`. + +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. + +Check out +--------- + +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`, and choose +the desired station card displaying :guilabel:`(#) Drinks to serve`. 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 for *Frontdesk* users + 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. diff --git a/content/applications/hr/frontdesk/visitors.png b/content/applications/hr/frontdesk/visitors/visitors.png similarity index 100% rename from content/applications/hr/frontdesk/visitors.png rename to content/applications/hr/frontdesk/visitors/visitors.png