Workflow Template
Visitor Check-In and Check-Out Workflow
Captures visitor details at check-in, confirms arrival and shares site safety instructions, then has reception check the visitor out — recording departure time, pass return status and notes — before sending a thank-you email. Status is tracked throughout so staff can see who is currently on site.
A clipboard sign-in sheet at the front desk cannot tell you who is actually on site right now, and reception ends up chasing paper notes to confirm when someone left or whether a visitor pass came back. This workflow captures visitor details through a public request form, sets the visit status to Checked In immediately, and emails the visitor their reference number and site safety instructions without anyone at reception typing a word. When the visitor leaves, reception completes a single checkout task that records departure time, pass return status and notes, moves the status to Checked Out, and triggers a thank-you email — leaving a clear timeline of the whole visit on the record.
Business Outcomes
- Reduces time reception spends manually logging visitor arrivals and departures
- Makes it easier to see at a glance who is currently on site via status tracking
- Helps cut down on missed or unread safety instructions by sending them automatically at check-in
- Supports better visibility into pass return compliance with a dedicated checkout field
- Improves visitor experience with automatic confirmation and thank-you emails
Workflow Steps
Steps
- 1Create Visit Recordcreate record
Registers the visitor's check-in as a new visit record with the submission time as arrival time.
- 2Set Status: Checked Inupdate record
Sets the visit status to Checked In immediately after the record is created.
- 3Send Check-In Confirmation Emailsend email
Emails the visitor their reference number, check-in confirmation and the site safety and conduct instructions.
- 4Reception: Check Out Visitorcreate task
Creates a task for reception to check the visitor out and record departure details when they leave, with no due date.
- 5Save Checkout Detailsupdate record
Persists the departure time, pass return status and notes captured by reception onto the visit record.
- 6Set Status: Checked Outupdate record
Sets the visit status to Checked Out once departure details have been recorded.
- 7Send Thank-You Emailsend email
Emails the visitor to thank them for their visit now that they have checked out.
Fields
Show all 12 fieldsShow fewer fields
FormVisitor Check-In
- Visitor Name*· Text
- Email*· Email
- Mobile Number*· Phone
- Organisation· Text
- Person You Are Visiting*· Text
- Reason for Visit*· Choice
- Vehicle Registration· Text
- I have read and will follow the site safety and conduct instructions*· Checkbox
Other fields
- Visit Status· Choice
- Departure Time*· Text
- Visitor Pass Returned*· Choice
- Checkout Notes· Long text
- Visitor Name*
- Email*
- Mobile Number*
- Organisation
- Person You Are Visiting*
- Reason for Visit*
Forms
Visitor Check-In
8 fields
Data Views
Who's On Site
visitor_name, organisation, person_visiting, reason_for_visit +2 more
Dashboard Widgets
Recommended integrations
Setup the following integrations to extend workflow capability.
Send email in the workflow
AWS SES
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FAQs
What happens if a visitor forgets to check out before leaving?
The visit record stays at Checked In status until reception completes the checkout task, so staff can see it's still open on the table view or dashboard. Reception can complete the checkout task at any time, since it has no due date, and record the actual departure time along with any notes explaining the situation.
Can this handle multiple visitors checking in for the same host at once?
Yes, each submission of the request form creates its own visit record with a unique reference number, so several visitors can be checked in around the same time without records overwriting each other. Reception sees a separate checkout task for each visitor on site.
What if a visitor doesn't return their pass at checkout?
Reception records the pass return status as part of the checkout task, so a 'not returned' answer is saved directly on the visit record alongside the departure time and any notes. That information is visible in the record's timeline afterward for staff to follow up on.
Who is responsible for checking visitors out?
Reception is assigned the checkout task, which the workflow waits for before moving the status to Checked Out. Any workspace member given this task can complete it, and there's no due date, so it stays open until the visitor actually leaves.
Can we change what information is collected at check-in?
Yes, the request form fields and workflow steps can be edited in the workflow editor, or you can describe the change you want in plain English and have it applied. Earlier versions of the workflow are kept, so changes can be reviewed or adjusted later.
What if the visitor doesn't confirm they'll follow the site safety instructions?
The request form includes a checkbox asking the visitor to confirm they've read and will follow the site safety and conduct instructions before the visit record is created. Because this is part of the check-in form, the answer is saved on the record for reference in the timeline.
Does the visitor need to create an account to check in or out?
No, visitors take part entirely through the public request form at check-in and receive their confirmation and thank-you emails directly, with no account needed at any point. All the checkout work is handled by reception through the workflow's internal task.
How do we know who is currently on site?
Every visit record carries a status of Checked In or Checked Out, and table views and dashboards group records by that status, so staff can see at a glance who hasn't checked out yet. The record's timeline also shows exactly when each status change happened.
Can the check-in and thank-you emails be customised?
Yes, the wording of the check-in confirmation and thank-you emails can be edited in the workflow editor, or updated by describing the change in plain English. A workspace can also send these emails through its own AWS SES account if it prefers.
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