Setting Up Visitor Check-in

Created by Andrea J Bradley, Modified on Wed, 18 Jun at 4:52 PM by Andrea J Bradley

Overview

Visitor check-in allows people who don't have Reggie^® accounts to register their presence at your site. This ensures visitors are included in emergency procedures and can be accounted for during fire drills.

Who Can Set Up Visitor Check-in

Site Administrators
Company Administrators

How Visitor Check-in Works

QR Code System

Visitors check in by:

Scanning a QR code placed at your site entrances
Completing a simple form with their details
Submitting their information to register their presence
Being included in fire drill procedures automatically

Required Information

Visitors must provide:

First Name (required)
Last Name (required)
Mobile Number (optional)

No App Installation Required

Visitors don't need to download or install Reggie^®
The check-in form works in any web browser
Compatible with all smartphones and devices
Simple, quick process for occasional visitors

QR Code Placement and Management

Determining QR Code Quantity

During your organisation's initial setup, you'll be asked how many 'toblerones' (yellow triangle folded cards) you need. You should request:

One QR code for each entrance visitors can use
Additional codes for reception areas if visitors might miss entrance codes
Backup codes in case of damage or loss

Optimal QR Code Locations

Place QR codes at:

Main visitor entrance - Most prominent location
Reception desk - Where visitors typically check in
Secondary entrances that visitors might use
Meeting room areas - For visitors going directly to meetings

QR Code Positioning Guidelines

Ensure QR codes are:

At eye level for easy scanning
Well-lit and clearly visible
Protected from weather if placed outdoors
Accompanied by clear instructions for visitors
Easily accessible without obstruction

Reception Staff Training

Staff Responsibilities

Reception staff should:

Understand the QR code system and how it works
Direct visitors to scan QR codes when they arrive
Help visitors who have difficulty with the technology
Ensure all visitors are registered before proceeding to meetings
Know backup procedures if QR codes aren't working

Visitor Assistance

Help visitors by:

Pointing out QR codes clearly
Explaining the safety purpose of visitor check-in
Assisting with form completion if needed
Verifying successful submission when possible

Common Visitor Questions

"Why do I need to check in?"

Explain it's for safety and emergency procedures
Mention that it helps account for everyone during fire drills
Emphasise it's a quick, simple process

"What happens to my information?"

Information is used only for safety and emergency purposes
Data is not shared with third parties
Information is kept secure and private

Monitoring Visitor Check-ins

Daily Visitor Lists

Site Administrators can:

View today's visitor list on the web application
See visitor check-in times and contact information
Monitor visitor traffic patterns throughout the day
Verify visitors are checking in properly

During Fire Drills

Visitors appear in fire drill lists:

Fire Marshals can see all checked-in visitors
Visitors are included in emergency headcounts
Fire Marshals can call visitors if mobile numbers were provided
Visitors must be accounted for before drills can be completed

Manual Visitor Check-in

When to Use Manual Check-in

Use manual check-in when:

QR codes are not working or damaged
Visitors have difficulty with technology
Internet connectivity issues prevent QR code scanning
Urgent situations require immediate visitor registration

Manual Check-in Process

Site Administrators can manually check in visitors by:

Accessing the visitor management section on the web application
Adding visitor information directly
Including first name, last name, and mobile number if available
Submitting the information to register the visitor

Troubleshooting Visitor Check-in Issues

Problem: QR Code Not Working

Possible causes:

QR code is damaged or faded
Lighting is poor for scanning
Visitor's camera isn't working properly
Internet connectivity issues

Solutions:

Try scanning with a different device
Move to better lighting
Clean the QR code surface
Use manual visitor check-in as backup
Contact Reggie^® support via live chat for replacement codes

Problem: Visitor Form Won't Submit

Common issues:

First name or last name fields left blank
Internet connectivity problems
Browser compatibility issues
Form technical errors

Solutions:

Ensure both first and last names are completed
Check internet connection
Try refreshing the page and scanning again
Use manual visitor check-in if issues persist
Contact Reggie^® support via live chat for technical assistance

Problem: Visitor Not Appearing on Lists

Verification steps:

Ask visitor to confirm they completed the form
Check they provided required information (first and last names)
Verify they submitted the form successfully
Wait a few minutes for processing
Add them manually if they should be on-site

Best Practices for Visitor Management

QR Code Maintenance

Regular maintenance:

Check QR codes weekly for damage or fading
Clean codes regularly to ensure scanning works
Replace damaged codes promptly
Update instructions if procedures change
Test codes periodically to ensure they work

Staff Training and Awareness

Ensure all relevant staff know:

Where QR codes are located
How to direct visitors to check in
Manual check-in procedures for backup
Who to contact for technical issues
The importance of visitor safety registration

Visitor Experience

Make check-in easy by:

Clear signage directing visitors to QR codes
Simple instructions for the check-in process
Staff assistance readily available
Quick, streamlined check-in procedure
Explanation of safety benefits to encourage compliance

Integration with Emergency Procedures

Fire Drill Inclusion

Checked-in visitors are automatically:

Included in fire drill attendee lists
Counted in emergency headcounts
Contactable if mobile numbers provided
Required to be accounted for before drill completion

Host Responsibilities

Staff hosting visitors should:

Ensure visitors check in upon arrival
Guide visitors during evacuations
Stay with visitors at assembly points
Inform Fire Marshals about visitors they're responsible for

Emergency Communication

During emergencies:

Visitors receive the same evacuation instructions as staff
Fire Marshals can contact visitors using provided mobile numbers
Hosts should assist visitors who may be unfamiliar with procedures
All visitors must be accounted for before declaring drill complete

Data Privacy and Compliance

Information Handling

Visitor information:

Is used only for safety and emergency purposes
Is not shared with third parties without consent
Is kept secure according to data protection laws
Is deleted according to your organisation's retention policy

Visitor Rights

Visitors have the right to:

Know why their information is being collected
Understand how their data will be used
Request deletion of their information
Report concerns about data handling

Compliance Considerations

Ensure visitor check-in:

Complies with local data protection regulations
Meets fire safety and emergency procedure requirements
Follows your organisation's privacy policies
Supports health and safety compliance

Important: Effective visitor check-in systems help ensure everyone's safety during emergencies. Regular maintenance, staff training, and clear procedures are essential for success.