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Support/Desk booking and Offices/Managing visitor booking

Managing visitor booking

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Who can do this: Company admins switch visitor booking on. All users can add visitors, and team admins, department admins, office admins and company admins can edit them. Plan: Premium and Enterprise (and free trials).

Book visitors into the office with Team Today's visitor management feature.

How it Works

Visitor booking is part of the Premium and Enterprise plans, and you can use it during a free trial.

A company admin needs to switch it on first:

  1. Go to Settings > Company settings.
  2. Choose Visitors from the menu on the left.
  3. Turn on "Enable visitor booking".

Managing Visitors

  1. Go to the Office View tab.
  2. In the Office Visitors box on the right hand side, click "Manage Visitors".
Office view with the Manage Visitors button highlighted in the Office Visitors box
Add visitors on the right hand side of the Office View

Adding a Visitor

  1. Choose a day in the calendar on the right hand side, and an office.
  2. Click "Add a Visitor".
  3. Enter the Visitor name, Company name, the time they are Due in and who they are Meeting with by typing in the search box.
  4. To book the same visitor in on other days, turn on "Repeat booking" and pick the days.
  5. Click "Add a Visitor" to save.
  6. If the office has floors or areas, you can reserve them a seat. Click "Book Desk" next to the visitor, choose "All day", "AM only" or "PM only", then pick the floor and the desk or area. On the "Confirm Booking" screen you can also turn on "Book parking space". Click "Cancel Desk" to release the desk again.
  7. Once the visitor is at the office you can sign them in using the "Sign In" button.
  8. Once they have left, click "Sign Out".
Visitors page for the Manchester office listing visitors due today and signed in, with the Add a Visitor button highlighted
In the visitor section on the right hand side, choose the day and office before clicking "Add a Visitor"

Each office can take up to 15 visitor bookings a day.

To change a booking, click "Edit" next to the visitor, make your changes and click "Edit a Visitor". To remove it, click "Delete Visitor". Only team admins, department admins, office admins and company admins see "Edit".

Visitors in meeting room bookings

Visitors added to a meeting room booking with "Add Visitor" also appear in the visitor list, with the room and the meeting times, for example "Meeting room: Boardroom, 10:00 to 11:00".

Visitor kiosk

Visitors can also sign themselves in and out on a tablet at reception. The tablet shows Today's visitors for the office, each with a "Sign in" or "Sign out" button. Visitors who aren't booked in can tap "+ Add visitor" and enter their name, and their company and email address if they like.

The kiosk is set up for you by the Team Today team. Email support@team-today.com to get started. Once paired, the tablet stays paired after a restart until its code is revoked or it is idle for 5 days.

Visitor reports and emails

  • Company admins and office admins can list and export everyone booked in to visit by day, week or month in Settings > Reports, data and audit logs > Visitors.
  • Company admins can send a weekly email of the visitors booked in for the coming week. In Company settings > Automated Reporting, turn on "Weekly visitor summary" and choose who should receive it. It always covers the week starting on the Monday after it is sent.

Useful Information

The Premium subscription for Team Today includes visitor booking and more custom whereabouts. See the pricing page here for a full breakdown of features or email hello@team-today.com with any questions.