How to invite visitors, manage arrivals, and set up check-in
Visitor Management lets your team invite external guests, manage their arrival, book desks and rooms for them, and handle check-in and check-out — all from within Yoffix. Reception staff get a live overview of expected visitors; hosts are notified the moment their guest arrives.
Visitor Management is an add-on module. It must be enabled per office before employees can use it.
Overview and setup
Enable visitor management for an office
Go to Office setup.
Click the three-dot menu on the office where you want to activate visitor management.
Select Settings → Visitors.
Toggle Enable visitors.
Once enabled, a Visitors tab appears in the sidebar for all employees in that office.
Configure visitor management settings
fter enabling the module, decide which visitor flows the office supports. Go to Office setup → Settings → Visitors → Common settings. Each flow is controlled separately, and all are enabled by default.
Setting | What it does |
|---|---|
Enable visitors | Turns the module on for this office and adds the Visitors tab for employees |
Enable visitor invitations without desk booking | Lets employees invite a guest to the office without reserving a desk for them |
Enable visitor desk bookings | Lets employees book a desk for a guest |
Allow adding visitors to meetings | Lets employees add a guest as a participant on a room booking |
Enable check-out | Allows tracking of when visitors leave the building |
The two booking flows each have their own Reception validation block containing Use reception tablet to confirm visitor arrival. Turn it on when guests should confirm arrival on the tablet at reception instead of through the check-in email. Because the two flows are configured separately, you can run tablet confirmation for desk bookings while leaving plain office invitations on email confirmation.
Tablet configuration
Settings for the reception tablet have their own section, at Office setup → Settings → Visitors → Tablet Configuration.
Setting | What it does |
|---|---|
Enable QR code for check-in | Visitors check in by scanning a QR code on their phone instead of using the tablet |
Link to data privacy | Adds a link to your GDPR or data privacy page that visitors see during check-in |
Header for welcome message on the tablet | The title shown on the welcome screen at reception |
Description for welcome message on the tablet | The supporting text shown on the welcome screen at reception |
Brand color | Applies your company color to the visitor check-in screen |
Enable check-in for delivery | Couriers and delivery personnel check in using the same flow as regular visitors |
If either visitor flow uses the reception tablet, manage the tablet from this section.
Notifications
Everything that reaches your visitors and your reception team by email sits at Office setup → Settings → Visitors → Notifications.
Setting | What it does |
|---|---|
Emails for reception notifications | The addresses that receive a notification when a visitor is expected or arrives |
Invitation email | Automatically sends an invitation email to visitors when they are registered |
Enable accepting an invitation | Turns on an RSVP flow, so visitors confirm attendance before arriving. Disable this if you prefer a more flexible, no-RSVP approach |
Send invitations in your visitor's language
When you register a visitor, you can select the language of their invitation. Yoffix sends the email using the matching template, so your guest reads the office address, the visit details, and your custom message in a language they understand. Set this in Calendar -> My bookings -> Invite visitor.
Visitor emails also carry your company name in the subject line rather than "Yoffix", which makes the invitation easier to recognize and less likely to be filtered as unfamiliar.
Check-in settings for visitors vs. desks and rooms
Visitor check-in is configured separately from desk and room check-in. Changes to check-in rules for desks or rooms do not affect the visitor flow, and vice versa. This allows you to run, for example, QR code check-in for desks while keeping a tablet-based check-in flow at reception for visitors.
How office settings affect what employees can do
Every visitor action in Yoffix follows the office settings, and two rules decide what people see.
When a flow is disabled for every office in your company, the action is hidden completely. Employees will not find Book for visitor or Invite visitor under Calendar, My bookings, and the Visitors tab disappears if visitors are switched off everywhere.
When a flow is disabled for one office only, employees still see the action, but the office selector lists only the offices where the flow is enabled. Booking is blocked for the others, with a message explaining why.
The same logic covers guest bookings in My office and Calendar, adding visitors as participants on a room booking in My office and Rooms, and Add visitor in the Visitors tab.
How employees invite and manage visitors
Any employee with access to the Visitors tab can register and manage guests. Depending on your role settings, desk booking for visitors may require additional permissions.
Invite a visitor
Go to Visitors.
Click Add visitor.
Enter the visitor's name, email address, and visit date and time.
Save.
The visitor is added to the reception overview and automatically receives an invitation email with the office address, visit details, and any custom message you included.
If invitation acceptance is enabled, the guest will be asked to confirm their visit via the email. If not, the invitation is informational only.
View and manage the visitor list
The Visitors tab shows all expected and arrived visitors for the current day and upcoming days. Reception staff and admins have a full overview of who is coming, when, and who their host is. Visitors can be checked in manually from this view if they arrive without using the QR code or tablet.
Add a visitor to a meeting room booking
When booking a meeting room, you can add external guests as participants alongside internal colleagues.
Create or open a room booking in My office or the Rooms view.
In the participants section, click Add visitor.
Select the visitor from the list or add a new one on the spot.
The visitor will receive a confirmation with the room details included in their invitation.
Book a desk for a visitor
Employees with the right permissions can reserve a specific desk for an external guest — useful for interviews, partner visits, or on-site freelancer work.
Go to My office.
Select the date and click on an available desk.
In the booking panel, choose Guest booking.
Assign the booking to the visitor.
The guest automatically receives an invitation email with the office address, floor, desk number, and any custom message from the host. When they arrive and check in at reception, the host is notified immediately.
Visitor check-in workflow
On arrival — tablet kiosk
If you have a tablet set up at reception in kiosk mode, visitors check in by entering their name or scanning their QR code on the tablet screen. The reception overview updates in real time and the host receives an instant notification.
On arrival — QR code
If QR code check-in is enabled, visitors receive a QR code in their invitation email. On arrival, they scan it on their phone — no tablet required. This is a useful fallback if your reception does not have a permanent tablet setup.
Manual check-in
Reception staff or admins can check in any visitor manually from the Visitors tab. Select the visitor and click Check in.
Check-out
When a visitor leaves, they can be checked out from the Visitors tab — either by the visitor themselves via the kiosk or QR code, or manually by reception staff. Check-out is optional but helps keep the reception overview accurate throughout the day.
What the host receives
When their visitor checks in, the host receives a notification through whichever channel they have configured for Yoffix notifications — email, Microsoft Teams, or Slack. The notification includes the visitor's name and check-in time.
If your office uses a shared reception inbox or a dedicated front-desk address, you can add it under Office Setup → Settings → Visitors → Emails for reception notifications. Everyone at that address will receive the same arrival notification the host gets, so reception is always in the loop regardless of who added the visitor.