Visitor Check-out Procedures

Created by Andrea J Bradley, Modified on Wed, 18 Jun at 8:08 PM by Andrea J Bradley

Overview

Visitor check-out ensures accurate headcounts by removing visitors from the system when they leave your site. This is essential for emergency procedures and helps maintain accurate occupancy records throughout the day.

Why Visitor Check-out Matters

Emergency Accuracy

Proper check-out ensures:

Accurate fire drill headcounts - Only people actually on-site are included
Efficient emergency response - No time wasted looking for people who have left
Correct assembly point numbers - Fire Marshals know exactly who should be present
Proper resource allocation - Emergency services have accurate occupancy data

Operational Benefits

Check-out also provides:

Real-time occupancy monitoring for facility management
Visitor pattern analysis for space planning
Security compliance with access control systems
Accurate visitor statistics for reporting purposes

Three Methods of Visitor Check-out

Method 1: Self-Service Browser Check-out

How it works:

If visitors keep their browser window open after checking in
A "Check-out" button appears on their screen
Visitors can click this button when leaving
Immediate self-service check-out without staff assistance

Advantages:

Quick and convenient for visitors
No staff intervention required
Immediate processing and system update
Encourages visitor responsibility for check-out

Method 2: QR Code Check-out

How it works:

QR code for check-out is located on the right-hand side of the toblerone
Clearly labelled "Check-out" to distinguish from check-in code
Visitors scan this code when leaving the building
System automatically processes their departure

Advantages:

Available even if browser window was closed
Consistent with familiar check-in process
Self-service option reduces staff workload
Works with any smartphone or device

Method 3: Manual Check-out by Staff

How it works:

Site Administrators access the "Visitor Check-ins" page
Find the visitor in today's list
Click the check-out icon next to their details
System processes manual check-out immediately

When to use:

Visitors who forget to check out themselves
Technical issues preventing self-service check-out
Bulk check-out for groups or events
Emergency situations requiring rapid processing

Self-Service Browser Check-out

Visitor Instructions

Advise visitors to:

Keep the browser window open after completing check-in
Look for the "Check-out" button on their screen when ready to leave
Click "Check-out" before departing the building
Wait for confirmation that check-out was successful
Close the browser window after successful check-out

Promoting Self-Service Check-out

Encourage visitor use by:

Clear instructions during the check-in process
Reception staff reminders when visitors arrive
Simple explanations of the safety importance
Host responsibility for reminding visitors

Limitations of Browser Check-out

This method won't work if:

Visitors close their browser window after check-in
Device battery dies or technical issues occur
Visitors forget they have the option available
Extended visits where browser session expires

QR Code Check-out

QR Code Placement for Check-out

Check-out QR codes are:

Located on the right-hand side of the yellow toblerone cards
Clearly labelled "Check-out" to avoid confusion
Positioned at exit points where visitors typically leave
Same physical locations as check-in codes for convenience

Visitor Check-out Process

Visitors should:

Locate the check-out QR code on the right side of the toblerone
Scan the code with their smartphone camera
Confirm their departure on the resulting page
Wait for confirmation that check-out was successful
Proceed to leave the building

Supporting QR Code Check-out

Ensure success by:

Clear signage distinguishing check-out from check-in codes
Instructions posted near exit points
Staff awareness to direct visitors to check-out codes
Regular testing to verify check-out codes work properly

Manual Check-out by Staff

Accessing Manual Check-out

Site Administrators can check out visitors by:

Signing in to https://reggiefiredrill.co.uk
Navigating to "Visitors" in the main menu
Locating the visitor in today's list
Clicking the check-out icon next to their name
Confirming the check-out action

Who Can Perform Manual Check-out

Site Administrators
Company Administrators
Fire Marshals
Reception staff
Available only on the web application
Requires appropriate user permissions

When to Use Manual Check-out

Use manual check-out for:

Visitors who forgot to check out themselves
Technical issues preventing self-service check-out
Group departures requiring bulk processing
Emergency evacuations where visitors can't self-check-out
End of day cleanup to ensure accurate records

Check-out Verification and Monitoring

Confirming Successful Check-out

Verify check-out by:

Checking the visitor list to see if visitor is removed
Confirming timestamp of departure is recorded
Verifying visitor count decreases appropriately

Monitoring Check-out Compliance

Track check-out effectiveness by:

Identifying visitors who may have left without checking out
Gathering feedback from visitors about the process

Promoting Check-out Compliance

Visitor Education

Help visitors understand by:

Explaining the safety purpose of visitor check-out
Demonstrating check-out options during arrival
Providing clear instructions at exit points
Training hosts to remind visitors

Host Responsibilities

Staff hosting visitors should:

Remind visitors to check out when meetings end
Escort visitors to exit and point out check-out options
Verify visitors understand the check-out process
Assist with check-out if technical difficulties arise

Reception Staff Support

Reception staff can help by:

Mentioning check-out options during visitor arrival
Monitoring visitor departures and offering assistance
Performing manual check-out for visitors who forget
Keeping check-out instructions readily available

Impact on Emergency Procedures

Fire Drill Accuracy

Proper visitor check-out ensures:

Only current visitors appear on fire drill attendee lists
Fire Marshals don't waste time looking for people who have left
Accurate headcounts can be completed more quickly
Emergency resources are allocated appropriately

Real Emergency Response

During actual emergencies:

Accurate visitor lists help emergency responders
No time wasted searching for people who aren't on-site
Proper resource allocation based on actual occupancy
Reduced confusion during evacuation procedures

End of Day Check-out Procedures

Daily Cleanup Process

Before closing, Site Administrators should:

Review the visitor list for anyone still showing as checked in
Verify visitors have actually left the building
Manually check out any visitors who forgot
Ensure visitor list is accurate for overnight security

Overnight Considerations

For sites with overnight operations:

Coordinate check-out procedures with security staff
Ensure night staff can perform manual check-out if needed
Document any visitors who remain on-site overnight
Update procedures for 24-hour operation facilities

Troubleshooting Check-out Issues

Problem: Browser Check-out Button Not Working

Possible causes:

Internet connectivity issues
Browser compatibility problems
Session timeout or expiration

Solutions:

Try refreshing the browser page
Use QR code check-out as alternative
Request manual check-out from reception staff
Contact Reggie^® support via live chat for technical issues

Problem: QR Code Check-out Not Working

Troubleshooting steps:

Ensure visitor is scanning the correct (check-out) QR code
Try cleaning the QR code surface
Test with different smartphone or device
Check lighting conditions for scanning
Use manual check-out if QR code fails

Important: Effective visitor check-out procedures are essential for emergency safety and accurate facility management. Multiple check-out options ensure visitors can easily complete their departure registration regardless of circumstances.