Hosts
Choose which employees can receive visitors and who can invite visitors, and how the host is notified when their visitor arrives.
The host is the employee at your company a visitor comes to see. When a visit is registered, in the panel or on the reception tablet, the host is chosen from a list. This page explains who appears on that list, who can invite visitors and how the host is told that their visitor has arrived.
Which employees can be hosts
The list of hosts only shows the active employees of your company who have the Allow employee to receive visitors? option turned on. An employee without this option cannot receive visitors: they do not appear in the Visits panel or on the tablet.
In addition, so that Inallow can notify them by phone, the host needs to have their Prefix and Phone number on their employee record. See Employees.
Turn on an employee's Visits options
Each employee's two Visits options are in Inallow Admin. Only the General administrator can sign in there.
Open Inallow Admin
From any Inallow app, open the apps menu on the top bar and, under MANAGEMENT, click Admin. You can also get in from the inallow.io portal.
Find the employee
Click Users. In the list of employees, click the employee's row.
Open the Visits tab
On the employee's record, open the Visits tab and tick the options you need:
- Allow employee to receive visitors?: makes them a host.
- Allow employee to create visitors?: gives them access to the invitations app.
Save
Click Save.
Let an employee invite visitors
With the Allow employee to create visitors? option, the employee can sign in to the invitations app, add their visitors and send them the access code. They do not need access to the Visits panel.
This option is independent of the previous one: an employee can invite visitors without being a host, and the other way round. The usual thing is to turn both on for people who often receive visitors.
How the host is notified
When a visitor checks in on the Inallow Visits app and chooses their host, Inallow phones the host with an automatic message:
"[visitor's name] is waiting for you. If you want them to come to your workstation, press one. If you want them to wait for you at reception, press two. If you cannot see them, press three."
The host answers with the phone keypad and the visitor gets a text message with the answer:
| The host presses | What the host hears | Text message the visitor gets |
|---|---|---|
| 1 | Visit accepted; the visitor is told to go to their workstation. | "[host] has been notified and is waiting for you at their workstation." |
| 2 | Visit accepted; the visitor is told that the host is coming to meet them. | "[host] has been notified and will come to meet you." |
| 3 | Visit cancelled; the visitor is told that the host cannot see them. | "[host] cannot see you at the moment." |
If they press another key, they hear "Invalid combination" and the options are repeated. If they press nothing, the message is repeated a few times and then the call hangs up.
If the host does not answer the call:
- The visitor gets the text message "We have not been able to contact [host]; we will let them know you have arrived."
- The host gets the text message "Inallow Visits: [visitor's name] is waiting for you, you can call them on: [visitor's phone]".
Languages of the notifications
- The call to the host is made in the language they have set in Inallow.
- Text messages to the visitor are sent in Spanish if their phone has the +34 prefix and in English in any other case.