You have the option to speed up the check-in process at the reception. The visitor receives an invitation containing a QR code, which is read in the aReception terminal upon arrival. It validates the invitation and the arrival time and then executes a predefined scenario, e.g:
- It calls the host, who selects the following action by tone dialing.
- It automatically admits the visitor and informs the host via SMS that the guest has arrived.
- Informs the host of the HSE, GDPR and NDA rules and has the host sign for this information. It then prints out the visitor's business card and issues an access card.
Invitation to visit
- When creating a classic meeting in Outlook or other calendar where you invite a visitor, just add a special address invite@areception.ai among the invitees (if you forget, it's okay to add it later)
- And that's it. In about two minutes, the QR entry codes will be automatically emailed to all external meeting attendees who have a different domain than the organizer's email domain.
- The invitation looks something like this:
Verification of the visit at the reception
- Validation of the organizer's email is performed, so it is necessary that the organizer has the email from which the invitation was sent in the Contacts in aReception administration application.
- A meeting time validation is performed, the QR code is accepted in a time window from 30 minutes before the start to 30 minutes after the end of the meeting (can be customized of course).
Testing
- Create a test meeting in your calendar and add e.g. your private email (with a different domain than the domain of the organizer) among the participants and don't forget to add the address invite@areception.ai.
- Wait for the invitation with the QR code to arrive (about 2 minutes).
- Scan the received QR code on your aReception terminal.