• Visit — the visitor says or picks an employee’s name and the avatar connects them by phone

• I have a QR code — check-in of an announced visit from an invitation

• Mail/courier — calls an employee to collect a parcel

• Answering questions — the avatar answers whatever you put into Avatar Instructions (parking, opening hours, where the toilets are…)

• Language switching and emergency/evacuation mode

💡 Keep the contact list short and current. 40 people who actually receive visitors works better than 400 rows exported from the corporate directory.

💡 Steps 1 to 4 are required for the first start. Steps 5 to 9 you enable depending on what you use.

• Timezone — set this right at the start. It affects visit times and the automatic closing of visits that were never checked out at the end of the day.

⚠️ Don’t create a contact without a phone number. The avatar will offer them to the visitor but won’t get through — the call falls back to the backup contact and the visitor is needlessly confused.

💡 Work through it as a list. The best approach is to export contacts, fill in the backup-number column for all hosts and import it back. A host without a backup number is exactly the case where the visitor is left without an answer.

1. Create a contact for backup calling — e.g. Reception, Front Office, Gatehouse. It’s an ordinary contact under Contacts, it just represents a role rather than a person. Fill in its display name and phone number.

2. Register it in the list — Device Settings → Custom Settings, key secretariatCallList. The value is a list of contact display names in quotes and square brackets:

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["Reception", "Front Office"]

They are called in the order listed — the first one to answer takes the call.

3. Set the deliveries contact — key deliveriesCallList, same format. Who gets called when a courier arrives and doesn’t name a specific person:

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["Deliveries", "Reception"]

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Reception: $visitor_name has just arrived and is waiting at reception, but I couldn't reach you.
Please save my number — I'll be announcing future visitors from it too.

• Start conversation with
• Language Buttons — the recommended option. One button per configured language; the visitor picks the language and the conversation starts in it right away.
• Text Button — a single button with alternating text; the conversation starts in the default language. Used less often.

• Welcome Messages — one sentence per line, they rotate on the screen. They work best as short statements about what the terminal can do:

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Welcome to Example Ltd.
I'll announce your visit.
I'll check you in from your invitation.
I'll take your delivery.

• Start Conversation Button Texts — max. 2 lines, only shown with the Text Button option.

• Avatar Mood and Mood Intensity — the default facial expression before anyone arrives. Closed Smile with intensity 0.4 works well.

💡 The welcome texts are shown before the language is chosen and they rotate, so a single shared set is used for all languages. If you get visitors who don’t speak your language, it’s a good idea to mix sentences in several languages into it — say two in English and two in German.

• who the avatar is and what its name is, how formal it is, how long its answers are

• where it is located (company, address, building)

• the information visitors ask about: where to park, where trucks report, opening hours, where the toilets are, when lunch is

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You are a digital receptionist at Example Ltd, 1 Industrial Road, Manchester.
You communicate in English and German. You are an avatar on a kiosk at the entrance, speaking by voice.
Your name is Nela. You address visitors formally.
You respond briefly, maximum 50 words, in paragraphs of up to 20 words, without formatting.

### Information about the company ###
Reception is open from 6:00 to 18:00.
Visitor parking is to the right of the main gate.
Trucks report to the gatehouse at gate 2.
The toilets are down the corridor on the left.

1. Don’t delete the “Special actions” and “Buttons” blocks. The prompt contains a section listing commands (MEETING, VISIT, DELIVERIES and others). That is how the avatar triggers scenarios. If it is deleted or overwritten, the terminal stops connecting calls and checking in invitations — and no error message appears anywhere, it just stops working. Only edit the text part above it. The complete block is in Appendix B.

2. Don’t tell the avatar what it can’t do. A sentence like “you have no access to a clock or calendar” will reliably make it refuse even a question about the time that it would otherwise handle — it receives the current time automatically with every query.

3. Be specific and brief. The model takes the prompt literally. “You respond in a maximum of 50 words” works; “answer nicely” doesn’t.

• Invite email body and subject — what reaches the visitor along with the QR code.

• Internal Domains — your email domains. Attendees from these domains are not treated as external visits (important for invitations by email, see Phase 4).

• Invite Valid From Offset (minutes) — how many minutes before the meeting the QR code starts working.

• Enable Emergency Feature

• Assembly Point Code — the code people at the assembly point enter to confirm they are safe

• Evacuation Map URL and General Instructions — shown on the evacuation page

• The key must match exactly, including capitalisation. A typo = the setting is ignored.

• The value is always text. Write on/off options in lower case: true / false.

• A change takes effect in the next conversation, not in the middle of an ongoing one.

• You can drag items to reorder them; it has no effect on behaviour.

• At the entrance, at eye level — the visitor must see the terminal before they start looking for a bell.

• Not facing a window or strong backlight — the display gets hard to read.

• Not in a noisy corner — the microphone also picks up the surroundings. A hall with forklifts, or open gates behind the visitor’s back, is a problem.

• Not next to another terminal, a TV or a loud speaker playing speech — the terminal would transcribe the speech from those devices and take it as visitor input. Background music is fine; spoken word is not.

• Free space around it — the visitor needs to reach the display and have somewhere to put a bag down.

1. In the portal open Device Settings → Credentials and display the QR code.

2. Scan that QR code on the terminal.

3. The terminal links to the portal and pulls down your configuration.

1. Switch the terminal on and wait for the welcome screen with the avatar to come up.

2. Check that your welcome texts are shown — if you see the original demo texts, end the conversation and try again; settings are loaded when a conversation starts.

3. Tap a language button (with the Text Button option, the start-conversation button) — the avatar speaks up and greets you.

4. Say “hello” out loud and watch for a blue bar with the transcribed text at the top of the screen. That means the terminal can hear you.

5. Try the on-screen buttons as well — Visit, I have a QR code, Mail/courier. They trigger exactly the same scenarios as a spoken request.

⚠️ Watch out for the “push to talk” button. It is on by default: the visitor has to hold the on-screen button down the whole time they are speaking and release it when they finish. It’s the most common reason a new user thinks the terminal can’t hear them. Bear it in mind during testing and tell any colleagues who will be demonstrating the terminal.

⚠️ Avatar hears you but doesn’t react to the words? Get in touch. It’s usually the ambient-noise suppression setting for that particular microphone and we tune it remotely — no need to deal with it on site.

1. Select or create the visitor (name, email).

2. Select the host — the contact the visit belongs to.

3. Set the date and time of the visit.

4. Send. The visitor receives an email with a QR code.

⚠️ The meeting organiser must exist in the portal as a contact — otherwise the system doesn’t know which account the invitation belongs to and sends them an error message back. Before you announce this route to employees, check that they are all under Contacts.

If a meeting has only internal attendees, no invitation is created — which is correct, only external visitors need a QR code.

1. The avatar asks who the visitor is here to see. They can say the name out loud or pick it from the contact list on the display.

2. The avatar asks for the visitor’s name (by voice, via a form or via the keyboard, depending on the setting).

3. The avatar calls the host, tells them “Jane Doe is at reception, putting you through” and connects the call straight away — the host talks to the visitor through the terminal.

4. If the host doesn’t answer, the call is forwarded to their backup number, or to the shared backup contact (reception / front office), and the host receives an SMS telling them someone was looking for them.

5. The visit is recorded in the portal under Visits.

💡 In higher plans step 3 can be replaced by DTMF options — the host presses a key on their phone and thereby decides what happens (connect the call, open the door, dispense a card, “I’m on my way to reception”). In the BASIC plan the call is connected directly.

1. The visitor holds the QR code from the email up to the reader on the terminal.

2. The terminal finds the invitation, greets the visitor by name and confirms who they have a meeting with.

3. The avatar calls the host and connects the call — from here on it’s the same as an unannounced visit.

4. The visit is recorded in the portal, linked to the invitation.

The QR code becomes valid shortly before the meeting starts (per the setting in Account Settings → Visits) and stops being valid when the meeting ends. If the visitor arrives earlier or much later, the QR code won’t pass — then they use the Visit button.

1. The courier says they are delivering a parcel.

2. If they name a specific person, the avatar calls that person.

3. If they don’t name anyone, it calls the contact from the deliveriesCallList.

4. The avatar tells the courier what to do — where to leave the parcel, or that someone is coming for it.

1. Once declared, the terminal switches into evacuation mode.

2. Visitors who have a phone number in the system receive an SMS with instructions.

3. At the assembly point people confirm they are safe by entering the assembly point code.

4. In the portal you see in real time who has been evacuated and who hasn’t.

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### Special actions you can perform ###
If you want to start a dialogue to select an employee and then connect by phone, append at the end of your response a special command in the form {"command": "MEETING"}.
If a visitor wants to call a specific person and mentions their name, **return only the command** {"command": "MEETING", "name": "<employee name>"}.
If the visitor has a QR invitation or came to an agreed meeting, add the command {"command": "VISIT"} at the end of the reply.
If you want to start a dialogue to call an employee to receive mail, do not say anything and return only the command in the form {"command": "DELIVERIES"}.
If you want to start a dialogue to assign a delivery to a specific employee, **return only the command** {"command": "DELIVERIES", "name": "<employee name>"}.
If you want to change the language to German, do not say anything and just send the command in the form {"command": "LANG-DE"}.
If you want to end the conversation or at farewell, append at the end of the response a special command in the form {"command":"END-CONVERSATION"}.

### Buttons ###
Under the digital assistant avatar are buttons for quick selection. The same functionality can be requested verbally by the user and if this happens, then add a special command according to the requested button to your response. Here is a list of buttons:
# Visit - the visitor has the option to say or select from the list the name of the employee and then connect with them by phone {"command": "MEETING"}
# I have a QR code - the visitor scans the QR code from the invitation and then connects by phone to the host {"command": "VISIT"}
# Mail/courier - information for people delivering a parcel {"command": "DELIVERIES"}

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If the visitor wants to resolve a specific matter, connect them to the employee responsible for
that area by adding the command {"command": "MEETING", "name": "<employee name>"} at the end of
your response. A list of employees and their areas follows.
Jane Doe: invoicing, orders
Peter Smith: complaints