Service: WorkstyleOS Portal

User: General User

 

This page explains how to use the [Guest Check-in] screen of the WorkstyleOS Portal.

 

What is guest check-in?

The following items are listed in the Guest Check-in screen.

• Workspace reservation (internal/external) information
• Visitors Information about invitation passes on the ACALL RECEPTION and visitors without appointments

NOTE
・Spot reservation information will not be displayed.
・Immediate use on the ACALL MEETING will not be displayed.
・Depending on your corporate settings, reservation details, and permissions, some information will not be displayed.

 

Guest check-in screen

Item	Description
①	Filter reservations by the date.
②	Filter by data type (Internal/External/invitation pass).　  ※If you select multiple types, an OR search will be performed.  ※If you disable invitation pass, it will not be displayed.
③	You can narrow down the list of data by keywords for the following items. Title, Guest company name, Guest name, Guest email address, and Facilities
④	Reload to display the latest data.
⑤	Filtered data lists will be displayed.
⑥	You can choose to display/non-display the items (columns) on the list and reorder them. The settings will be reset whenever you reload.
⑦	Set the maximum number of rows on a single page.
⑧	The number of data will be displayed. If there are more data than can be displayed on a single page, you can move to the next page.

 

Display items for guest check-in 

Item	Description
Date of Creation※	Internal/External: The date when you created the appointment will be displayed. Without an appointment: The date when the guest called on the ACALL RECEPTION.
Schedule※	Internal/External: Start and end time of the appointment will be displayed. Without an appointment: It will not be displayed.   If reservations are repeating settings, a repeating icon is displayed before scheduled time.   If the workspace is connected to ACALL MEETING, and the meeting started (entered), "STARTED" will be displayed below the scheduled time.
Type (Internal/External)※	The type of data is displayed.   Internal meeting External meeting   Internal/External meetings that are automatically cancelled because they are not entered in a workspace linked to the ACALL MEETING Invitation passes on the ACALL RECEPTION and visitors without an appointment
Subject※	Internal/external: Title of the appointment will be displayed. Without an appointment: The menu that guests selected at the reception will be displayed
Guests	Internal/External: Guests registered for the appointment will be displayed. Without an appointment: It will not be displayed.
Admission card	Register the borrowing of an entrance card.
Entered※	The number of planned guests and the number of guests who finished entry procedure.
Left※	The number of planned guests and the number of guests who finished exit procedure.
Staff	Internal/External: Workers in charge of the appointment will be displayed. Without an appointment: The worker who the guest called on ACALL RECEPTION will be displayed. Name of the staff and email address will be displayed by clicking the icon.
Approved by	The worker who first answered visitor notifications.
Facilities	Internal/External: The meeting room or equipment selected when creating the appointment will be displayed. Without an appointment: It will not be displayed.
Edit（Pencil icon）	Open edit screen.

NOTE
・Items marked with ※ can be rearranged by clicking on the item name.

 

Editing appointments (external/internal)

NOTE
・You can edit external/internal appointments only.
・Workers can edit appointments that they have created only.

 

Click [Edit] icon of the appointment you want to edit.

 

Edit the information.

NOTE
・Please refer to [Creating an Appointment from WorkstyleOS Portal] for input information on reservations.

 

Deleting appointments (external/internal)

NOTE
・You can delete external and internal appointments only.
・Workers can delete appointments that they have created only.
・Deleting past appointments is not available.

 

Click [Edit] (pencil icon) of the appointment you want to edit.

 

Click "INFO".

 

Click "DELETE" and select "OK".

 

Sending an appointment code to a guest

NOTE
・For external appointments only.

 

Click [Edit] icon of the appointment you want to edit.

 

Click the [email] icon.

 

Edit the subject and body, and click [SEND].

 

When you want to send the invitation to multiple guests, click three dots leader and choose [batch transmission].

 

Downloading an appointment code

NOTE
・For external appointments only.

You can send the appointment code that you downloaded to your guest.

 

Click [QR code] icon.

 

Click [DOWNLOAD].

 

Proceeding entry/exit procedure for a guest

NOTE
・For external appointments and no appointments only.

 

Click [Edit] (pencil icon) of the appointment you want to edit.

 

Go to the "STATUS" tab to process entry/exit of a guest and check the time of entry/exit.

No	Item	Description
①	Record entry	Record (edit) the entrance time. The icon turns green after recording. The entrance time will be displayed below. The entrance time is when a worker answers the visitor notification after the guest call staff in charge in reception terminal.
②	Record exit	Record (edit) the exit time. The icon turns red after recording. The exit time will be displayed below. Please refer to [Use the Admission Card to Process the Exit] for the exit procedure with admission cards.

NOTE
・You can not edit the entry/exit time after recording the exit time.

 

When you want to process the entry of multiple guests at the same time, click three dots leader and choose "batch entrance".

 

In the same way, you can select "batch exiting".

 

Printing an admission card

You can print an admission card to the guest who processed the entry procedure.

NOTE
・The admission card setting is required in advance.
Please refer to [Printing out the Entry Pass and Entry Form].

 

Click the printer icon.

 

Select the device to print, guests, and a template. Click "CREATE A PRINT QUEUE".

 

An admission card will be printed out.

 

Admission card rental

NOTE
Please refer to [Using the Entrance Card Lending Function] for more information about the entrance card lending function.
The settings are required in our company, ACALL Inc., to use the card rental function.
Please contact us here.

 

Click the IC card icon to register.

 

Downloading and sending an iCalender(ics) file

NOTE
・You can set in external appointments and no appointment only.
・Administrators need to enable the function in advance.
 Click [Settings] > [Company setting] in the side menu on the WorkstyleOS Portal 
 and turn on [Generate iCalendar(ics)File].

 

Click the calendar icon to download the iCalendar(ics) file.

NOTE
When the iCalendar(ics) function is enabled,
the iCalendar(ics) files are automatically attached to the invitation emails.