--- title: Navigating Your ArrivalsHQ Dashboard description: Master the ArrivalsHQ end-user dashboard with this complete guide. Learn how to effortlessly pre-register guests, track expected visitors on-site, manage your incoming deliveries, and search the global office directory. --- [Skip to content](https://knowledgebase.clearooms.com/navigating-your-arrivalshq-dashboard#main-content) ![Colour Transparent](https://knowledgebase.clearooms.com/hs-fs/hubfs/Colour%20Transparent.png?width=1672&height=313&name=Colour%20Transparent.png) Open main navigation Close main navigation - [Contact us](https://2feg9n.share-eu1.hsforms.com/2LEUbrOfJTIe01qcEQusU5w) [Contact us](https://2feg9n.share-eu1.hsforms.com/2LEUbrOfJTIe01qcEQusU5w) How can we help you? - There are no suggestions because the search field is empty. 1. [Clearooms Knowledge Base](https://knowledgebase.clearooms.com/?hsLang=en-gb) 2. [Arrivals HQ](https://knowledgebase.clearooms.com/arrivals-hq?hsLang=en-gb) # Navigating Your ArrivalsHQ Dashboard ## A complete walkthrough for employees managing their guests, pre-registrations, and incoming deliveries. ### **Dashboard** This is your personal homepage and daily summary. Based on your live view, here is what you can control directly from this screen: - **Daily Metric Cards:** At the top of the screen, four quick-reference counters track your daily volume: visitors **Currently on site**, guests **Expected today**, packages with **Deliveries waiting**, and your recent document **Acknowledgments** rate. - **Who's in now:** The left panel provides a live, running list of visitors actively in the building. It displays the visitor's name, their host, their exact check-in time, and a green "On site" status badge. - **Expected today:** The right panel lists your scheduled arrivals and their expected times. If a guest bypasses the kiosk or fails to arrive, you can use the quick-action buttons next to their name to manually **Sign in** the guest or mark them as a red **No-show**. - **Quick Actions:** In the top right corner, use the white **+ Pre-register** button to invite a new guest in advance, or click the orange **Sign in visitor** button to manually process a walk-in. --- ### **My Visitors** The My Visitors tab is your personal directory for anyone coming to see you specifically. Instead of searching through the entire building's master log, this page filters out the noise to only show the visitors you are actively hosting.  #### **Your Hosting Snapshot** At the top of the dashboard, you have four quick-reference metric cards that give you an instant overview of your hosting schedule: - **On site now:** Shows the exact number of your guests currently signed into the building. - **Expected today:** Highlights how many of your pre-registered guests are still scheduled to arrive before the end of the day. - **Upcoming & This week:** Gives you a broader view of your scheduled meetings and visitor volume for the days ahead. #### **Monitoring Active Guests** The main panel dynamically displays your visitor lists, defaulting to who is **On site now**. - **Live Status:** For every active guest, you can see their full name, any provided company details, and their exact check-in time (e.g., "In at 15:13"). - **Visual Indicators:** A bright green **On site** badge remains next to their name for the duration of their visit, letting you know at a glance that they are physically in the building. #### **Expected Today** This section helps you prepare for the rest of your schedule by listing your pre-registered arrivals due in today. It provides a clean, chronological view of exactly who is still scheduled to walk through the doors, ensuring you are never caught off guard by a meeting. #### **Visitors Who Have Signed Out** To help you keep a complete historical record, you can also view visitors who have signed out. This acts as your personal audit trail, allowing you to easily look back and verify exactly when a past guest, client, or contractor left the site. #### **Quick Pre-Registration** You don't need to navigate back to the main dashboard to invite a new guest. - **Send an Invite:** Simply click the orange **+ Pre-register visitor** button in the top right corner of the screen to open the invitation form and generate a fast-track QR code for your next meeting. --- ### **My Deliveries** The **My deliveries** tab acts as your personal mailroom tracker, specifically filtering the system to only show parcels addressed to you. This ensures you never lose track of a package or miss a courier notification. #### **Delivery Snapshot** At the top of the page, two metric cards provide a quick summary of your incoming mail: - **Awaiting collection:** Displays the exact number of packages currently sitting at the front desk waiting for you to pick them up. - **Collected - 30 days:** Shows your historical package volume over the last month. #### **Awaiting Collection** The primary list on this page displays all the packages you currently need to retrieve. - **Package Details:** For every delivery, you can see the number of packages, the courier company name, and exactly how long ago it was logged at reception (e.g., "Received an hour ago"). - **Mark as Collected:** Once you physically go to the front desk and pick up your package, click the orange **Mark as collected** button next to the entry. This clears the item from the active queue and updates the front desk's master log. #### **Recently Collected** Scrolling down, you will find your **Recently Collected** section. - **Audit Trail:** This acts as a historical record of your past packages, displaying the parcel details, exactly when it was collected, and who picked it up. #### **Quick Actions** - If you are at the front desk and need to manually process an incoming package yourself, you can click the orange **Log a delivery** button in the top right corner to instantly enter it into the system. - You can also use the **Refresh** button next to it to manually update your live list if you are waiting on an urgent delivery. --- ### **Visitors** The Visitors tab serves as the master directory for the entire office. While "My visitors" only shows your personal guests, this page allows you to search, filter, and view everyone who has visited or is scheduled to visit the building.  #### **Office Insights** At the top of the page, a metrics banner displays high-level trends for your location: - **Check-ins - 30 days:** A trend line and total count of recent visitors. - **Expected today:** The total number of pre-registered guests due to arrive office-wide. - **Busiest day & Avg visit:** Insights into your peak traffic days and how long guests typically stay (e.g., 19m). - **Top Companies:** A quick list of the organizations that visit your office the most. #### **Searching & Filtering** You can easily find specific historical or active records using the advanced filter bar: - **Date Filters:** Set a custom date range using the calendars, or use the quick range buttons to instantly jump to "Today", "This week", "This month", or "All dates". - **Dropdown Filters:** Narrow down the list by selecting specific parameters, including the **Office** location, visitor **Type**, a specific **Host**, or the guest's current **Status**. - **Global Search:** Use the search bar to look up specific visitors or hosts by name or company. #### **The Visitor Directory** The main table provides a detailed, chronological breakdown of every guest interaction. - **Guest Details:** It displays the visitor's name, their company, their assigned host, and the office location. - **Live Status:** Easily identify if a guest is currently "On site" (green badge) or marked as a "No show" (red badge). - **Time & Compliance:** The table logs the exact date, check-in time ("In"), check-out time ("Out"), and displays a document icon to indicate if they have completed their required compliance paperwork. #### **Quick Actions** You can execute several administrative actions directly from this master list: - **Export Data:** Click the **Export this page** button in the top right to download a CSV file of your current filtered view for external reporting. - **Process Guests:** Use the **+ Pre-register** button to invite someone new, or click the orange **Sign in visitor** button to manually process a walk-in at the desk. - **Sign In No-Shows:** If a scheduled guest arrived but bypassed the kiosk (marked as a "No show"), you can click the quick **Sign in** button located on the far right of their specific row to manually check them in. --- ### **Pre-Registering a Visitor** The **Pre-register** tab allows you to invite guests ahead of time, ensuring they receive a frictionless, VIP experience when they walk through the front door. By completing this form, your guest will automatically receive an email with a fast-track QR code and a calendar invite. #### **Visitor Details** Start by entering the basic information about your guest on the left side of the screen. - **Manual Entry:** Type in the guest's Name, Email, Company, and Phone number. - **Quick Add:** If this person has visited the office before, you can click the **Use a previous visitor** button to instantly auto-fill their information from the historical directory. #### **Visit Configuration** Next, define the parameters of the meeting. - **Type & Host:** Select the visitor Type from the dropdown, and designate the Host. If you are the one hosting the meeting, you can simply click the **Use me as the host** shortcut. - **Logistics:** Choose the specific **Site** (e.g., Office 1) they will be visiting, along with the exact **Date** and **Time** of their arrival. #### **Book For This Visit** ArrivalsHQ allows you to reserve necessary office resources for your guest simultaneously so you don't have to jump into a separate desk-booking system. - **Quick Selection:** Use the dropdowns next to **Desk**, **Parking**, and **Meeting room** to quickly assign "Any available" resource for the duration of their visit. - **Interactive Map:** Alternatively, use the interactive floor plan at the bottom of the form to visually select and reserve specific desks or meeting rooms for your guest. #### **Documents To Send In Advance** To speed up the check-in process on the day of the visit, you can require guests to complete their compliance paperwork before they even arrive. - **Select Files:** Scroll down to the **Documents to send in advance** checklist. Here, you can check the boxes next to specific policies, such as a "Visitor NDA", "GDPR Privacy Notice", or a "Contractor Safety Induction" video. - **Identify Requirements:** The list clearly tags the format of each file (PDF, VIDEO, Text) and highlights with a yellow badge if a **signature is required** to comply with office policy. #### **Live Email Preview & Finalising Registration** As you fill out the form, the **Live Email Preview** panel on the right updates in real-time to show you exactly what your guest will receive in their inbox. - **Fast-Track QR Code:** The email prominently displays their unique "Sign-in code" and QR code, which they will scan at the lobby tablet to instantly sign in without typing. - **Send Invitation:** At the bottom of the form, leave the **Send invitation email** toggle turned on to ensure the guest receives the email with the QR code and calendar (.ics) attachment. - **Submit:** Click the orange **Pre-register visitor** button at the bottom right to complete the process and dispatch the email. - 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