Service: WorkstyleOS Portal、ACALL RECEPTION
User: General Users
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 WorkstyleOS 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 WorkstyleOS. And send an appointment code to the guest to use at the reception device.
You can do all of this on your PC and the WorkstyleOS Portal.
First, log in to WorkstyleOS Portal.
For details on how to log in, please refer to "Log in to WorkstyleOS Portal".
After logging in to WorkstyleOS 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.
|①||Type||Always select "external" when creating an appointment.|
Enter the meeting title.
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.
After entering the information, click "CREATE" to complete.
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 that appears 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. The guest checks in to the reception
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 the ACALL RECEPTION screen, tap [with appointments].
The menu items vary depending on the administrator's settings.
Hold up the QR code (appointment code) attached to the e-mail.
After ACALL RECEPTION reads the QR code (appointment code), it will display the details of the appointment.
Confirm the contents, 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 the ACALL RECEPTION, WorkstyleOS 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. Exit process
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, perform the exit process on WorkstyleOS Portal.
Open "Reservation" > "Workspace" from the side menu of WorkstyleOS 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 and entry/exit
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 "Useful Tips for General Users (Reception and Entry/Exit)."