The visitor check-in system helps front desk staff, RAs, and operations personnel manage guest arrivals, check-ins, and departures in real time. Use QR code scanning to quickly verify invitations, complete check-in forms, and notify hosts when their guests arrive. This guide covers the full visitor workflow from the operations/staff portal perspective.
You need the viewGuestManagement or checkInGuests permission to access visitor tools. Contact your housing administrator if you don't see visitor management options.
Accessing Visitor Management
Navigate to /staff/visitors in the operations portal. You'll see several tabs and tools:
/staff/visitors — All invitations and visitor records (search, filter, export)
/visitors/checked-in — Currently checked-in guests
/visitors/upcoming — Future scheduled visitors
/staff/visitors/check-in — QR code scanner for check-in
/staff/visitors/check-out — QR code scanner for check-out
Required Permissions
Different staff roles have different access levels:
viewGuestManagement — View all visitor records and search invitations
checkInGuests — Scan QR codes to check guests in and out
manageGuestManagement — Full access including banning visitors (typically admins only)
Checking In a Guest
Using the QR Code Scanner
Navigate to /staff/visitors/check-in
Click Scan QR Code to activate your camera
Ask the guest to show their invitation QR code (on phone or printed)
Point the camera at the QR code
The system will load the invitation details
Verifying Guest Information
Once the QR code is scanned, you'll see:
Guest name(s) — All visitors on the invitation
Host information — Which resident invited them
Visit dates — Scheduled arrival and departure times
Status — Current invitation status (Invited, Checked-In, etc.)
Special instructions — Any notes from the host
Verify the guest's ID matches the name on the invitation before proceeding.
Completing Check-In Forms
Your institution may require guests to complete forms at check-in, such as:
Liability waivers
COVID-19 health attestations
Parking registration
Safety acknowledgments
Display the form to the guest or have them fill it out on a shared device. The system won't complete check-in until all required forms are submitted.
Finalizing Check-In
Review all guest information and form responses
Click Check In to complete the process
The guest status changes to Checked-In
A notification is sent to the host: "Your guest [Name] has arrived"
If the host needs to come to the desk to meet their guest, use the Notify Host button to send an alert before checking in.
Notifying the Host
If a guest arrives and you need to alert the host before completing check-in:
Scan the guest's QR code
Click Notify Host
The resident receives a notification: "Your guest [Name] is waiting at the front desk"
Wait for the host to arrive before completing check-in
This is useful when campus policy requires hosts to escort their guests or verify their identity in person.
Viewing Checked-In Guests
Navigate to /visitors/checked-in to see all guests currently on campus. This list shows:
Guest name
Host name and room
Check-in time
Expected check-out time
Use this list to monitor who's in the building and identify guests who may have overstayed.
Checking Out a Guest
Manual Check-Out
When a guest leaves:
Navigate to /staff/visitors/check-out
Scan the guest's QR code (same code used for check-in)
Verify the guest information
Click Check Out
The guest status changes to Checked-Out
Automatic Check-Out
If your institution enables automatic check-out, guests are checked out automatically at their scheduled departure time. You can verify this in the visitor's status, which will change from Checked-In to Checked-Out without staff action.
Even with automatic check-out enabled, it's good practice to manually check out guests when they leave the building to keep records accurate.
Searching for Visitors
Use /staff/visitors to search all visitor records:
Enter search terms like guest name, host name, or room number
Click Search or press Enter
Results appear with key details (name, status, dates, host)
Click any record to see full details
Filtering Invitations
Apply filters to narrow your search:
Status — Invited, Checked-In, Checked-Out, Canceled, Banned
Date range — Arrivals within specific dates
Building or floor — Visitors hosted by residents in specific locations
Exporting Records
To export visitor data:
Apply any filters to narrow the records
Click the Export button or menu icon
Select CSV Export
Open the file in Excel or Google Sheets
Exports include all visible columns: guest name, host name, check-in/out times, status, and special instructions.
Viewing Upcoming Visitors
Navigate to /visitors/upcoming to see all scheduled future visitors. This helps you:
Prepare for busy arrival times
Identify which residents are expecting guests
Plan staffing for peak visitor periods
The list includes guest name, host, scheduled arrival time, and invitation status.
Handling Special Situations
Guest Arrives Without an Invitation
If someone arrives without a QR code or invitation:
Search for their name in /staff/visitors
If found, verify details and proceed with check-in
If not found, contact the host to create an invitation on the spot
Alternatively, create a manual visitor record if your institution allows walk-ins
Guest Arrives Outside Scheduled Time
If a guest arrives before or after their scheduled window:
Early arrival — Most systems allow check-in up to a few hours early; proceed normally
Late arrival — Contact the host to verify the visit is still happening, then check in
Expired invitation — Host may need to create a new invitation
If a guest's invitation has been canceled or revoked, the QR code will not work. Contact the host to create a new invitation if the visit is approved.
Host Is Unreachable
If you notify the host but receive no response:
Try calling or texting the resident directly
Check campus policies for unaccompanied guests
Ask the guest to wait or reschedule if the host doesn't respond within a reasonable time
Guest Needs to Extend Their Visit
If a checked-in guest wants to stay longer than scheduled:
Ask the host to create a new invitation for the extended period
Check out the guest using the current invitation
Check in the guest using the new QR code
Alternatively, contact your housing administrator to manually extend the invitation in the admin portal.
Understanding Visitor Statuses
Each invitation and visitor record shows a status:
Invited — Invitation created, guest hasn't arrived yet
Checked-In — Guest is currently on campus
Checked-Out — Guest has left (manually or automatically)
Canceled — Host canceled the invitation before arrival
Banned — Guest is not allowed on campus (set by administrators)
Notifications
Staff receive notifications for key visitor events (depending on notification settings):
Guest checked in — Confirmation when a guest successfully checks in
Host notified — Confirmation when you send a waiting notification to a host
Adjust your notification preferences in Settings to control which alerts you receive.
Common Questions
Can I check in a guest without scanning a QR code?
Yes. Search for the guest or host name in /staff/visitors, click the invitation record, and use the Check In button. However, QR scanning is faster and reduces errors.
What if the QR scanner isn't working?
Troubleshooting steps:
Ensure your browser has camera permissions enabled
Try a different browser (Chrome or Safari recommended)
Clean the camera lens on your device
Increase screen brightness on the guest's phone
Use the manual search method as a backup
Can I see all visitors for a specific resident?
Yes. Search for the resident's name in /staff/visitors. All invitations hosted by that resident will appear in the results.
How do I handle multiple guests on one invitation?
One invitation can include multiple visitors (e.g., a family visiting together). When you scan the QR code, all guest names appear. Check in all guests at once by clicking Check In. The system records each individual guest but groups them under one invitation.
What do I do if a guest is banned?
If a guest's record shows Banned status:
Do not allow the guest on campus
Politely inform them they are not authorized to visit
Contact campus security if the guest refuses to leave
Inform the host that their guest cannot be checked in
Only housing administrators can ban or unban visitors. Contact your supervisor if you believe the ban is an error.
Can residents check in their own guests?
No. Only staff with the checkInGuests permission can perform check-ins. Residents create invitations, but front desk staff complete the check-in process to ensure security and policy compliance.
Troubleshooting
"Permission denied" when accessing visitor tools
You need viewGuestManagement or checkInGuests permission. Contact your housing administrator to request access.
QR code doesn't load invitation details
Possible causes:
The invitation has been canceled or revoked
The QR code is damaged or incomplete
Network connectivity issues
Try manually searching for the guest or host name. If the invitation doesn't exist, ask the host to create a new one.
Can't find a visitor in search results
Check:
Spelling of guest or host name
Date filters (invitation may be outside the selected range)
Status filters (invitation may be canceled or banned)
Clear all filters and search again with partial names.
Check-in button is grayed out or disabled
This happens when:
The guest is already checked in
The invitation has been canceled
The guest is banned
Required forms haven't been completed
Review the invitation status and ensure all prerequisites are met.
Best Practices
Verify IDs — Always check photo ID to confirm the guest matches the invitation name
Check schedules — Review upcoming visitors at the start of your shift to prepare for arrivals
Communicate clearly — If notifying a host, give them a reasonable time to respond before making decisions
Keep records current — Manually check out guests when they leave, even if auto check-out is enabled
Escalate issues — Contact your supervisor or housing administrator for banned guests, policy questions, or system errors
Related Resources
Admin Portal: Guest and Visitor Management (for housing administrators)
Resident Portal: Inviting Guests and Visitors (for students)
Managing Staff Permissions and Roles