The invitation page and express check-in

Summary

Every invitation carries a personal link to the visit page. There the invitee confirms, fills in their details so check-in takes seconds, and keeps their QR code and express code. No account or password is needed: the link is the key, so it is personal. To create the invitation, see Inviting visitors.

What the invitee sees

The page shows in the visit's language, titled Your visit, with a greeting and who is expecting them ("Ana López is expecting you at North Warehouse"). At the top, a banner by status:

Visit status	What the page says
Expected	Please confirm your attendance.
Confirmed	Thanks! Your attendance is confirmed.
Cancelled	This visit was cancelled.
On site	You are checked in. Enjoy your visit!
Left or no-show	This visit has ended.

Below: when, duration, host, where (with the warehouse address and a Get directions map link) and purpose, plus the Add to calendar button.

Confirm or say they cannot come

Confirm attendance — the visit becomes Confirmed, the page says "Attendance confirmed. See you soon!" and the host gets an email and the bell.
I can't make it — asks for confirmation ("Let your host know you will not attend?"), the visit becomes Cancelled and the host is told they will not attend.

Both buttons only show while the visit is expected or confirmed.

Filling in details ahead of time

The Save time at the kiosk section asks for company, phone (with country code, for example +1 214 555 0100), the visit type's extra fields and consent to receive notifications. With Save details the page says "Your details were saved" and the visit history records "Visitor filled in details ahead of time".

Consent can only be given, not withdrawn, from this page.
The phone left here is the one they will use to check out at the kiosk.

Express check-in: QR code and code

The Fast check-in box shows a QR code and Your code: six letters and digits, without the easily confused ones (no 0, O, 1 or I). On arrival, the invitee:

Taps I have an invitation at the kiosk and types their code (the kiosk uppercases it and strips spaces), or
Scans the QR code: it opens the kiosk express check-in and checks them in automatically.
If the visit type asks for a photo, the kiosk takes it then.
The kiosk shows the final screen and notifies the host, just like a normal check-in.

When the code works

From the appointment time minus the configured early window (60 minutes by default).
Until the end of the appointment day, in warehouse time.
Only for expected, confirmed or approved visits.

Kiosk messages

Message	What happened	What to do
We could not find an invitation with that code.	The code is mistyped or not for a nearby visit.	Check it in the email; if it persists, go to reception.
It is too early to check in for this visit.	Arrived before the window.	Wait, or have reception check them in.
This invitation has expired. Please ask at reception.	The appointment day is over.	Reception checks them in or creates a new one.
You are already checked in.	Already checked in.	Nothing.
This invitation was already used.	The visit is no longer waiting: left, cancelled or marked no-show.	Reception checks them in from the board.
Too many attempts. Please ask at reception.	Ten wrong codes in a row from that kiosk.	The kiosk locks codes for 10 minutes; meanwhile, reception checks people in.

Important: the attempt lock is per connection, not per person. If all the warehouse tablets reach the internet through the same connection, ten errors on one lock express check-in on all of them for 10 minutes.

Link validity

The link is valid for at least seven days from creation and until one day after the appointment (whichever is later); editing the visit recalculates it. After that, the page says "This link has expired" and asks them to request a new invitation. While the person is on site the link still opens, and the calendar file can always be downloaded.

Frequently asked questions

Can they check in from their phone before arriving?

Today, yes: scanning the QR code with their own phone checks them in from wherever they are, within the window (from one hour before). The system does not verify they are at the warehouse. If it matters to you, have reception check that whoever shows On site is really inside.

What if they forward their invitation to someone else?

Whoever has the link or the code can confirm, decline or check in that visit. Each invitee has their own link; to add someone, invite them separately.