Visitor Management

Visitor Management in Clearooms provides an intuitive interface for both your visitors and staff for recording visitors to your office.

Kiosk for reception checkin & check out form
Internal dashboard to log visitors directly and check in/out
Email notifications when a visitor or receptionist checks someone in on the kiosk
Log a visitor thats due in the future
Add a visitor log from a meeting room attendee

How to Set Up Visitor Management

The Visitor Management feature in Clearooms allows administrators to manage and track visitors effectively, ensuring a smooth office experience for guests and hosts. Follow the steps below to enable and configure this feature.

Enabling Visitor Management

Navigate to Settings > Visitor Management in the Clearooms portal.
Click Enable Visitor Management to activate the feature for your organisation.

Privacy Options

Once enabled, you can configure the following privacy settings:

Hide Visitors from the “Who’s in” page: Choose whether to hide visitors from the Who's in page, located on the office tab and in the Who's In Report.
Notify Additional Users: Enable notifications to additional users when visitors arrive.
Visitors Will Receive a Welcome Email : Automatically send a welcome email to visitors. You can also:
- Choose when the email is sent.
- Click Customise the Welcome Email to edit the Visitor Management email template.

Field Settings Options

Visitor Management allows you to configure visibility and requirements for visitor fields. Administrators can choose which fields are required or optional and control what information is visible to users. Key fields include:

Email – Visitor’s email address.
Car Registration Number – If relevant for parking or access.
Company – Visitor’s organisation.
Language – Preferred language for communications.
Expected Arrival – Time the visitor is expected to arrive.

Save Your Settings

After making any changes, click Save at the bottom of the page to ensure all updates are applied.