How to invite visitors, book a desk for them, and manage check-in
How to Invite a Visitor to the Office
If your company has the Visitor Management module enabled, you can invite external guests directly in Yoffix. Your visitor receives an email with all the details they need, and your reception team gets visibility of who's coming in.
Visitor Management must be enabled by your admin. If you don't see a Visitors tab, the module may not be active in your account.
You can invite a visitor for a specific meeting, book a desk for them, or simply invite them to the office on a particular day without assigning them a desk or adding them to a meeting.
Your visitors will be displayed in your calendar under My Bookings. You can also make a booking for a visitor directly from the calendar by clicking + next to My Bookings and selecting Book a seat for a visitor or Invite a visitor to your office.
Invite a visitor to the office (no desk or meeting)
Go to the Visitors tab in the left navigation.
Click Add visitor.
Enter the visitor's details:
Name
Email address
Date and time of visit
Save the invitation.
Your visitor will automatically receive an invitation email with the office address, visit details, and any instructions your company has set up. They'll also appear in the visitor overview so your reception team can see who to expect. You will receive a notification once they arrive.
Add a visitor to a meeting
If your visitor is attending a specific meeting, you can link them to a room booking:
Create or open a room booking in My Office or Rooms.
In the participants section, click Add participants → Add visitor.
Select the visitor from the list.
The visitor will be associated with that meeting, making it easy for reception to direct them to the right room. They will also be automatically added to the visitor overview in the Visitors tab.
Book a Desk for a Visitor
If your visitor needs a workspace for the day, you can reserve a desk for them directly in Yoffix — without them needing a Yoffix account.
Desk booking for visitors requires the Visitor Management module. Contact your admin if this option isn't available.
Go to My Office and select the date of the visit.
Click on an available desk on the floor plan.
In the booking panel, select Guest booking.
Assign the booking to your visitor (select them from the visitor list or enter their details).
Confirm the booking.
Your visitor will receive an email with the office address, floor, and desk number so they know exactly where to go.
Registering a Visitor at Reception
When a visitor arrives at your office, they can be checked in through Yoffix — either by a receptionist or independently using a QR code.
Check in a visitor manually
Go to the Visitors tab.
Find the visitor in the overview (they'll be listed with their expected arrival time).
Click the two-dot menu to the right.
Click Check in to confirm their arrival.
The visitor's host is notified automatically once check-in is complete.
Visitor self-check-in via QR code
If your admin has enabled QR code check-in for visitors, guests can check themselves in when they arrive:
The visitor scans the QR code at reception (displayed on a screen or printed sign).
They confirm their details.
Check-in is logged automatically and the host is notified.
Check-out
When the visit is complete, you can check the visitor out from the Visitors overview. This keeps your visitor log accurate and frees up any resources reserved for them.
Go to the Visitors tab.
Find the visitor in the overview (they'll be listed with their expected arrival time).
Click the two-dot menu to the right.
Click Check out.
Printing a Visitor Badge
You can download a visitor badge that can be printed from the Visitors tab. The badge will have your company logo and the visitor’s information.
Go to the Visitors tab.
Find the visitor in the overview (they'll be listed with their expected arrival time).
Click the two-dot menu to the right.
Click Print badge.