Track and manage visits

Once the Visitors module and the Reception app are set up, members can register their visitors and visitors can check in on Reception. Every visit appears on the Front desk > Visitors page in Spacebring, where administrators track and manage all visits to their location.

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Create visits

Usually members preregister their visitors in advance, or visitors self-register on the Reception tablet when they arrive. If a visitor needs help with that, an administrator can assist them and submit the visit request on their behalf:

1. Go to the Front desk > Visitors page.
2. Click New request top right.
3. Enter the visitor’s contact details and select the host member.
4. Click Request.

The host then gets a notification and approves or rejects the request, exactly as they would for a self-registered visitor.

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Track visits

• Administrators can see all the visits, visit requests, and contacts on the Front desk > Visitors page in Spacebring. Each visit shows the visitor’s name, host’s name, visit date, and visit status at a glance:
  • Empty circle - visitor hasn’t checked in.
  • Green circle - visitor has checked in.
  • Purple circle - visitor has checked in and checked out.

• Enable notifications to get alerted when a visitor checks in with a visit code or leaves a new contact on Reception.
• The page opens on today’s visits. Filter by Date to see another ready-made period, such as Tomorrow or Next 7 days, or click Custom to set an exact date or range.
• Filter by Create date to see visits created in a ready-made period, or click Custom to set an exact date or range. On the Requests tab, you can filter visit requests by Create date the same way.
• Click on any visit to view more details, such as the visit code, check-in/out time, visit duration, or to contact the host or visitor.
  • A visitor who checks out and comes back the same day checks in again with the same code. The visit then shows only their latest check-in and check-out.

• Administrators can check the visit statistics on the Analytics page > Visitors dashboard.

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Export a visits report

On the Visitors page, apply the necessary filters, then click (…) in the top right corner > Export visits > CSV or XLSX to download a report on the filtered visits. The report includes each visit’s scheduled date, check-in and check-out time, its duration in hours and minutes, any comment left, the visitor’s contact details, and the host’s contact details and company. The Duration column is empty when a visit has no check-in or check-out time, and covers only the latest stay when the visitor checked in more than once. On the Requests tab, use Export requests in the same menu instead. That report includes each request’s create date, the visitor’s contact details, and the host’s name.

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Edit visits

If necessary, administrators can edit visits by following these steps:

1. Go to the Visitors page and open the necessary visit.
2. Click on the menu (…) top right > Edit to change the visit date or time or add an internal note.