This page describes the flow and operation of "Appointment" and "Reception."

 

Appointment and reception flow

 

Operation of appointments and reception

1. Create an appointment in Acall and send an appointment code to the guest

This section explains what the person inviting the guest needs to do before the meeting with the guest.

 

To invite a guest, create an appointment in Acall. And send an appointment code to the guest to use at the reception device.

You can do all of this on your PC and Acall Portal.

Reference
What You Can Do with Acall Portal

 

First, log in to Acall Portal.

For details on how to log in, please refer to "Log in to Acall Portal".

 

After logging in to Acall Portal, create an appointment.

Click "+ Add New" > "Reservation" in the upper right corner of the screen.

 

A pop-up window will appear for creating a new reservation.

In the "New Create" tab, be sure to enter the following four items.

Number	Item	Description
①	Type	Always select "external" when creating an appointment.
②	Title	Enter the meeting title.
③	Date, Start time, End time	Select date, start time, and end time of the meeting.
④	Facilities	Select a meeting room.

 

Then click on the Guests tab.

Click "Add Guest" and enter the guest information.

Enter guest's information and click "CREATE" to complete.

NOTE
Please enter your email address in the "Guest Information" field when you make a test appointment.
No notification will be sent to the guest at this point.

 

Return to My Page.

Refresh the screen (F5 key) to display the appointment information in the "My future schedule."

 

Next, send an appointment code to your guest via email for them to check-in at the reception device.

Click on Edit Appointment (pencil icon) from My Page.

 

Click on the email icon next to the guest information.

 

It will generate the title and body of the email based on the prepared email template and the appointment information.

Modify the email title and body as necessary, and then click [Send].

 

After sending the email, the color of the mail icon will change. It shows the date and time of sending the email.

 

The guest will receive an email with an appointment code.

 

2. Guest check-in

This section explains how to call the person in charge at the reception device (Acall Reception) when a guest (the person being invited) arrives.

On Acall Reception, tap [with appointments].

NOTE
The menu items vary depending on the administrator's settings.

 

Hold up the QR code (appointment code) attached to the e-mail.

 

Acall Reception will display the details of the appointment.

Confirm and then tap [OK].

 

It will notify the person in charge by email that the guest has arrived.

 

3. Respond to guest visit notifications

This section explains what the person in charge (the person inviting the guest) will do when the guest arrives and checks in at the reception device (Acall Reception).

 

When a guest checks in with the QR code (appointment code) on Acall Reception, Acall will send a notification email to the person in charge.

Click on the URL in the email.

 

A screen similar to the one in the image will open.

 

After this, go to the reception desk to meet your guest and start a meeting in your reserved conference room.

 

4. Pick up guests

Go to the reception to pick up guests and start the meeting in the reserved meeting room.

 

 

Exit process

NOTE
This process keeps a record of the guests leaving the building.
Please confirm with the administrator whether this is necessary or not.

After the guest leaves the building, manage the exit on Acall Portal.

 

Open "Reservation" > "Workspace" from the side menu of Acall Portal.

Click the appointment you want to edit and click "Edit Detail" to open the appointment editing window.

Click the "Exit" button to process the exit.

 

Learn more about Reception Check-in

This page explains the basic operations of the reception/entry/exit functions, from making appointments to reception and exit processes.

You can also make appointments, respond to notifications from your smartphone, or receive notifications via chat services like Microsoft Teams or Slack.

If you want to know more about the reception and access functions, please refer to the following articles.

• Useful Tips for General User (Reception Check-in)
• Useful Tips for General User (Reception Check-in) (Calendar Linking)