Deskie includes a self-service visitor check-in page that anyone can use to sign in when they arrive at your space. Visitors pick why they are here, answer only the questions that fit, the right people are notified, and a record of the visit is saved for your team to review. This article explains how the check-in page works, what happens behind the scenes when a visitor checks in, and how to manage visitor records. Member check-ins, where your own members tap in and out, are covered separately in Member check-ins.
The visitor check-in page
Each workspace has a public check-in page that lives under your workspace web address at /public/visitor. The page does not require the visitor to log in, so it works well as a front-desk kiosk or sign-in station.
The page pulls in your workspace branding where it is available: it uses your login background image and logo if those have been set up for the workspace. On larger screens the branding appears on one side and the check-in form on the other, and on a phone the form is shown over the background image.
If a visitor on a desktop or kiosk screen would rather check in from their own phone, the page can also display a QR code beneath the form. Scanning the code opens the same check-in page on the visitor's device with a parameter that tells Deskie the visit started from a scan, so the QR code is then hidden on the phone to keep the form clean.
When member check-ins are enabled for your workspace, the visitor page also shows a Member? Check in here link, so one lobby tablet serves both audiences.
Step one: why are you here?
Check-in starts with a single question. The visitor picks one of four visit types:
- Tour: "I'd like a look around", for prospects walking in to see the space.
- Guest: "I'm here to see someone", for anyone visiting a member.
- Delivery: "I'm dropping something off", for couriers.
- Other: "Something else", for everything that does not fit above.
Step two: only the fields that fit
The second step asks only for what the visit type actually needs:
- Tour and Other: name and email. The email is what Deskie uses for the follow-up message and, for tours, for your sales pipeline.
- Guest: name, email, and I'm here to see, a searchable dropdown of your active members so the visitor can find their host quickly.
- Delivery: just a name. Couriers are in and out; nobody needs their email address.
Required fields are validated inline, so a missing name or a malformed email shows a clear error before the form can be submitted. After a successful submission, the visitor is shown a welcome screen that confirms their check-in and, for guests, names the host they are visiting. From there the screen resets so the next visitor can begin fresh.
What happens when a visitor checks in
Submitting the form does several things in one step.
A visitor record is created
Deskie saves a visitor record tied to your workspace and a location, capturing the visitor's name, their email when one was collected, the visit type, the host they selected if any, and the exact check-in time.
Guests: the host is notified
For guest check-ins, the member selected in the "I'm here to see" field is notified that their visitor has arrived. Deskie attempts to send the host both a text message and a push notification. The text message names your workspace and includes the visitor's name and email address, and can only be delivered if the host has a phone number on file. Notifications are sent on a best-effort basis: if a notification cannot be delivered, the check-in itself still succeeds and the record is still saved.
Walk-ins: your admins are notified
Tours, deliveries, and other visits have no host, and before, they could check in silently. Now Deskie notifies your workspace admins instead, by push and SMS by default, with email available as an opt-in. The notification names the visitor and the visit type, so the team knows a prospect or courier is standing in the lobby even when nobody is at the front desk. You can tune this per admin under the Visitor Walk-ins row of the admin notification preferences; see Notifications.
The visitor receives a thank-you email
When an email address was collected, Deskie sends the visitor a thank-you email after they check in. The email is branded with your company name and, when a workspace website address is on file, includes a link inviting the visitor to learn more about your space. Sending this email does not block the check-in; if it fails, the visit is still recorded. Deliveries skip this, since no email is collected.
A lead can be created in your CRM
If automatic lead creation is enabled for your workspace, a check-in also creates a lead in your sales pipeline, with the source recorded as the visit. Deliveries are the exception: couriers are never turned into leads. When no matching lead already exists, the new lead is created in the New stage; if a lead with the same email already exists, the existing lead is reused instead of creating a duplicate. When the thank-you email is sent, Deskie logs that email as activity on the lead and, if the lead is still in the New stage, automatically advances it to Engaged. For more on managing leads, see CRM pipeline and the related Tours documentation.
Reviewing visitor records
Your team can review who has visited from the Visitors page in the admin area. This page requires at least an Admin role to open. For details on what each role can access, see Roles and permissions.
The visitor list is scoped to your current location, so switching locations shows the visitors for that location. Records are listed with the most recent check-in first, and the table shows:
- Name of the visitor.
- Date of the visit. Recent visits are labeled Today or Yesterday for quick scanning, and older visits show the full date.
- Time of check-in, shown in your workspace timezone and time format.
- Email the visitor provided, when one was collected.
- Reason: the visit type.
- Visiting: the host member's name, for guest visits.
Dates and times are displayed using your workspace timezone and time format settings, so the list reflects local time at your space. You can review or adjust those settings under Workspace settings.
Deleting a visitor record
If a record needs to be removed, you can delete an individual visitor from the Visitors page. Before deleting, Deskie verifies that the record belongs to your current workspace and location, so you can only remove visitors that are actually yours. Deleting a visitor permanently removes that check-in record.
Tips for using visitor check-in
- Set up your workspace login background and logo so the check-in page reflects your brand. These are the same assets used elsewhere for your workspace sign-in experience.
- Place a tablet or kiosk at your front desk pointed at the check-in page, and let visitors use the on-screen QR code to finish on their own phones when that is more convenient.
- Encourage members to keep a phone number on their profile so they receive the text message when a visitor arrives to see them.
- Make sure at least a couple of admins keep the Visitor Walk-ins notification on, so tours and deliveries are greeted quickly.
- When automatic lead creation is enabled, check-ins flow into your pipeline, so the Visitors page pairs well with your CRM pipeline for following up with prospects and guests after they leave.