Visitor Check-In and Check-Out Workflow

What happens if a visitor leaves without formally checking out?

The visitor remains marked as on-site in the register until the Check Out Visitor step is completed. A staff member or receptionist can complete the check-out step on the visitor's behalf directly inside assess.one. This ensures the on-site register stays accurate even when visitors leave informally, and the visit record is still closed with a recorded departure time.

Can this handle multiple sites or office locations?

Yes. You can customise the workflow in assess.one to include a site or location field captured at the Create Visit Record step, allowing you to filter and view the on-site register by location. You can also publish separate versions of the workflow tailored to each site's specific requirements, such as different acknowledgement text or approval steps, without any development work.

What if we need visitors to acknowledge specific site rules or NDAs before entering?

The Create Visit Record step can be customised inside assess.one to include acknowledgement checkboxes, declaration text, or document acceptance fields that the visitor or receptionist must complete before the check-in is marked active. This creates a timestamped record of the acknowledgement as part of the visit record, supporting your compliance and liability requirements.

How does the host notification work, and can we customise it?

When the Mark Visitor as Checked In step is completed, the Notify Host of Arrival step triggers an automated notification to the designated host. You configure the notification channel — email, Slack, or others — directly inside assess.one without any third-party development. The message content and recipient logic can be adjusted to match your organisation's communication preferences.

Who needs access to run this workflow?

You control roles and permissions inside assess.one, so you can restrict the check-in and check-out steps to reception staff or security personnel while giving managers read-only visibility of the live on-site register. Hosts only need to receive their arrival notification — they do not need to take any action inside the platform unless you configure an approval or confirmation step for their role.

Can this workflow handle pre-registered or expected visitors?

Yes. You can customise the workflow to include a pre-registration step where a host or administrator creates the visit record in advance, so the visitor's details are already captured when they arrive. The receptionist then simply confirms arrival and completes the Mark Visitor as Checked In step, reducing front-desk processing time for expected guests.

What happens at the Mark Visitor as Checked Out step — is anything else triggered?

Completing the Mark Visitor as Checked Out step closes the visit record and timestamps the departure, removing the visitor from the active on-site register. You can configure additional actions at this point inside assess.one, such as sending a departure confirmation to the host or triggering a follow-up task, depending on your site's operational requirements.

How long does it take to get this workflow live for our team?

You publish the workflow inside assess.one in minutes, and your team can begin processing real visitor arrivals immediately — there is no implementation project, no software installation, and no waiting period. Customisations to steps, fields, roles, and notifications are made directly in the platform and take effect as soon as you save and republish.

Can we report on visitor data, such as frequency of visits or peak arrival times?

Every completed visit record is stored inside assess.one with timestamps for arrival and departure, visitor details, host, and site. You can use this structured data to review visit history, identify patterns, and support audits or security reviews. Reporting and filtering capabilities are available directly within the platform without needing external tools.

What if our organisation has contractors who visit regularly — can the workflow accommodate repeat visitors?

Yes. You can customise the Create Visit Record step to allow staff to reference or pre-fill details for known repeat visitors, reducing data entry time at the front desk. Each visit still generates its own discrete record with a unique timestamp and acknowledgement capture, ensuring your audit trail remains complete and accurate for every individual visit.