Deskie includes a self-service visitor check-in page that anyone can use to sign in when they arrive at your space. Visitors fill out a short form, the person they are visiting is 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.
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.
What the visitor fills in
The check-in form collects four pieces of information, and all of them are required before the form can be submitted:
- Name: the visitor's full name.
- Email: a valid email address. This must be a properly formatted email, and it is what Deskie uses to send the visitor a follow-up message after they check in.
- Reason for visit: chosen from a fixed list of options: Guest, Meeting, Interview, Tour, Delivery, and Other. The form defaults to Guest.
- I'm here to see: the member the visitor is here to meet. This is a searchable dropdown of active members in your workspace, so the visitor can type a name to find the right person quickly.
The member list in the dropdown is limited to members whose member profile is active in the current workspace, sorted by name. If a field is left blank or the email is not valid, Deskie shows an inline error and the visitor cannot submit until it is corrected.
After a successful submission, the visitor is shown a welcome screen that confirms their check-in and names the host they are visiting. From there the screen can be reset so the next visitor can begin a fresh check-in.
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, email, reason for visit, the host they selected, and the exact check-in time. The check-in time is stamped at the moment the form is submitted.
The host is notified
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. The text message 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.
The visitor receives a thank-you email
Because an email address is always 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.
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. 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. If automatic lead creation is turned off for your workspace, no lead is created from a check-in. 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.
- Reason for the visit.
- Visiting: the host member's name.
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.
- 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 guests, interviewees, and tour visitors after they leave.