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Once the Visitors module and Reception app are set up, members can preregister their visitors in advance or accept visit requests submitted by visitors on arrival.

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How members preregister a visitor

  1. Go to the Locations > Visitors page.
  2. Tap Register visit top right.
  1. Fill in the visit details:
    • First name
    • Last name
    • Email — used to send a visit invitation email with visit details.
    • Phone number (optional)
    • Visit date — a visit code is valid only for this date.
  2. Press Register.
  3. After registration, a visitor gets a visit invitation email with a 6-digit visit code. They use it for express check-in on the Reception app upon arrival at the space.
If the visit code is lost, administrators or the host can always look it up on the Visitors page by opening the relevant visit.

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How members register a returning visitor again

Once a visitor has been registered once, their information is saved on the Visitors page for future use. To register a returning visitor, members:
  1. Go to the Visitors page > select the previously registered visitor.
  2. Press the (…) menu top right > select Register again.
  3. Choose the new visit date and time and click Register.
This allows members to quickly schedule repeat visits without reentering visitor details.

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How members approve visit requests

If a member hasn’t preregistered a visitor, the visitor can register upon arrival using the Reception app, or an administrator can register them.
  1. If the visitor self-registers on the Reception app or the administrator registers a visit request, the member host gets a notification and is prompted to review the visit request.
  2. Pending requests appear in the Requests section at the top of the Visitors page, where the member clicks Approve or Reject right on the request. Opening a request, from the notification or from the section, shows the visitor’s contact details and the same two buttons.
  • If approved, the visitor receives an email with a visit code, used for check-out.
Approving a request checks the visitor in straight away, so the visit appears as already checked in.
  • If rejected, the visitor is notified by email, too.
  • If the member takes no action, the visit request stays in the Requests section of the Visitors page.

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How members view and manage their visits

Members see all their past and upcoming visits on the Visitors page, with pending visit requests in the Requests section above them. Opening a visit shows its details and the visit code, and lets them contact the visitor.
To change or cancel a visit, its host follows these steps:
  1. Go to the Visitors page and open the necessary visit.
  2. Click the menu (…) top right > Edit to correct the visitor’s name, email, phone number, or the visit date.
  3. Or press Cancel at the bottom of the visit page to cancel the visit.
The visitor is notified by email whenever a visit is changed or canceled. Once the visitor has checked in, the visit can no longer be edited or canceled.

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FAQs

Spacebring requires an email address for all user registrations, including visitors. The email serves as the unique identifier for each user and is used to send visit invitation and notifications about the visit update or cancellation to the visitor. Therefore, visitors cannot be registered without an email address.