diff --git a/content/applications/hr/frontdesk/visitors.rst b/content/applications/hr/frontdesk/visitors.rst index 7b7d2c2aa5..aa349d4766 100644 --- a/content/applications/hr/frontdesk/visitors.rst +++ b/content/applications/hr/frontdesk/visitors.rst @@ -2,9 +2,9 @@ Visitors ======== -In the Odoo *Frontdesk* application, a *visitor* is defined as any non-employee (e.g., repair -person, job candidate, etc.). These visitors can be logged upon arrival and departure for security -purposes. This ensures an accurate list of people on the premises. +In the Odoo **Frontdesk** application, a *visitor* refers to any non-employee (e.g., repair person, +job candidate, auditor, etc.). Visitor arrivals and departures can be logged for security purposes, +ensuring an accurate record of who is on the premises. .. _frontdesk/list: @@ -29,15 +29,17 @@ in: - :guilabel:`CheckIn`: the date and time the guest checked in. - :guilabel:`Checkout`\*: the date and time the guest checked out. In the default view, only guests with a :guilabel:`Checked-In` or :guilabel:`Planned` status are visible. Guests with check-out - times are only visible if the :guilabel:`Today` filter is not active. + times are only visible if the :guilabel:`Today` filter is removed. - :guilabel:`Duration`: the amount of time the guest has been checked in for. - :guilabel:`Station`: the location of where the guest checked in. - :guilabel:`Status`: the status of the guest. The options are :guilabel:`Checked-In`, :guilabel:`Planned`, :guilabel:`Checked-Out`, or :guilabel:`Cancelled`. - :guilabel:`Email`\*: the guest's email address. +- :guilabel:`Company`\*: the company the guest is there to visit. This field is only available if in + a multi-company database. -\* These fields are not visible in the default :guilabel:`Visitor` list. These must be enabled -using the :icon:`oi-settings-adjust` :guilabel:`(settings adjust)` icon in the top-right of the +\* These fields are not visible in the default :guilabel:`Visitor` list. These must be enabled using +the :icon:`oi-settings-adjust` :guilabel:`(adjust settings)` icon in the top-right corner of the list. To the far-right of the titled columns on the :guilabel:`Visitors` page, there is an untitled @@ -46,9 +48,9 @@ column, where a guest's status can be updated. When a guest leaves, click the available :guilabel:`Check out` button to update the guest's record, and log the date and time they left. -If a scheduled guest arrives, and they did not check in using the *Frontdesk* kiosk, they can be -checked in here, by clicking the available :guilabel:`Check in` button to log the date and time they -arrived. +If a scheduled guest arrives, and they did not check in using a **Frontdesk** kiosk, they can be +checked in from this list, by clicking the available :guilabel:`Check in` button to log the date and +time they arrived. Beside the untitled status column, a :guilabel:`Drink Served` button appears, but only if that particular visitor requested a drink. @@ -56,19 +58,34 @@ particular visitor requested a drink. When their drink has been served, click the :guilabel:`Drink Served` button to indicate the drink has been delivered to the guest. Once clicked, that button disappears. +On the far-right of the line, a :guilabel:`Print Badge` button appears for *planned* visitors +**only**. Click this button to download a PDF file of the visitor's badge. The badge displays the +date and time the visitor checked in, the visitor's name and company, who they are visiting, and the +logo of the company they are visiting. + +.. note:: + The PDF badge can be printed onto adhesive labels for the visitor to wear, or onto paper that can + be placed into a plastic badge holder. + .. image:: visitors/visitors.png - :align: center :alt: The full list of currently checked in visitors, with the drinks to be served highlighted. If any column is not visible, or if a visible column is preferred to be hidden, click the -:icon:`oi-settings-adjust` :guilabel:`(additional options)` icon, located at the end of the column -name list. Doing so, reveals a reveals a drop-down menu of column options to enable or disable. A -:icon:`fa-check` :guilabel:`(check)` icon indicates the column is visible. +:icon:`oi-settings-adjust` :guilabel:`(adjust settings)` icon, located at the end of the top line. +Doing so, reveals a drop-down menu of column options to enable or disable. A :icon:`fa-check` +:guilabel:`(check)` icon indicates the column is visible. + +.. _frontdesk/planned: Planned visitors ================ -Enter expected guest information in advance by creating a planned guest in the *Frontdesk* app. +When guests are expected, such as job candidates, government officials, or new suppliers, it can be +helpful to enter the visitor information in advance. When the visitors arrive, they can utilize the +*Quick Check In* option on the kiosk, rather than entering all their information manually upon +arrival. + +Enter expected guest information in advance by creating a planned guest in the **Frontdesk** app. To create a planned guest, navigate to :menuselection:`Frontdesk app --> Visitors`, and click :guilabel:`New`. Then, enter the same information as any other :ref:`visitor ` on @@ -77,9 +94,9 @@ the guest form that appears. The only required fields are the visitor's :guilabe .. important:: If a guest is planned in advance, they must be checked in from the list on the - :guilabel:`Visitors` page in the *Frontdesk* application (:menuselection:`Frontdesk app --> - Visitors`). If a planned guest checks in using a kiosk, they will be checked in separately, and - their planned visitor entry remains listed as :guilabel:`Planned`. + :guilabel:`Visitors` page in the **Frontdesk** application (:menuselection:`Frontdesk app --> + Visitors`). If a planned guest checks in using a kiosk, they are checked in separately from their + planned visitor entry, and their planned visitor entry remains listed as :guilabel:`Planned`. The :guilabel:`Planned` status of a planned guest **only** changes to :guilabel:`Checked-In` when they are checked in *inside* the application's :guilabel:`Visitors` list. @@ -99,8 +116,8 @@ Visitor check in When a visitor arrives at a facility, they approach a :ref:`Frontdesk kiosk `, and click :guilabel:`Check in`. The information requested from the visitor is what was configured for -that specific *Frontdesk* station. If any information is required, the field displays a red asterisk -(\*). The visitor **must** enter the required information in order to check in. +that specific **Frontdesk** station. If any information is required, the field displays a red +asterisk (\*). The visitor **must** enter the required information in order to check in. Once all the information is entered, the visitor taps the :guilabel:`Check In` button. @@ -108,6 +125,16 @@ Once all the information is entered, the visitor taps the :guilabel:`Check In` b At any point in the check-in process, if ten seconds pass with no selection, the kiosk returns to the main welcome screen. +Planned visitor check in +~~~~~~~~~~~~~~~~~~~~~~~~ + +When a :ref:`planned visitor ` arrives at a facility, they first approach a +:ref:`Frontdesk kiosk `. If there are planned visitors for that day, a +:guilabel:`Quick Check In` panel appears on the right-side of the kiosk, asking :guilabel:`Are you +one of these people?` Beneath the question is a list of all visitors schedule to arrive that day. + +Click on the corresponding name in the list to check-in. + Drinks ------ @@ -116,7 +143,7 @@ confirmation screen loads, along with the question: :guilabel:`Do you want somet The visitor can tap either :guilabel:`Yes, please`, or :guilabel:`No, thank you`. -If they select :guilabel:`Yes, please`, a drink selection screen appears, and the pre-configured +If they select :guilabel:`Yes, please`, a drink selection screen appears, and the preconfigured options are listed. The visitor then taps the desired selection, or, if they do not want anything, they can tap the :guilabel:`Nothing, thanks` button at the bottom of the screen. @@ -130,8 +157,8 @@ Once the visitor has checked in, the person they are visiting, and any other use configured to be notified when check-ins occur at the kiosk, are notified. The notification is either by email, SMS message, a *Discuss* chat, or any combination of those three options. -If the visitor requested a drink, the user(s) configured as the :guilabel:`People to Notify` on the -drink form, are notified, via the *Discuss* application. The message that appears is: +If the visitor requested a drink, the users configured as the :guilabel:`People to Notify` on the +drink form are notified, via the *Discuss* application. The message that appears is: :guilabel:`(Visitor Name) just checked-in. They requested (Drink Name).` Once the drink has been delivered to the guest, the person who delivered the drink is responsible @@ -158,7 +185,7 @@ Click the :guilabel:`Check out` button near the end of the line for the visitor are marked as checked-out, the visitor disappears from the list. .. important:: - Visitors do **not** check themselves out when they leave. It is important for *Frontdesk* users + Visitors do **not** check themselves out when they leave. It is important for **Frontdesk** users to check out visitors for accurate record keeping. Always have an accurate list of who is on the premises at any given time. This is important for diff --git a/content/applications/hr/frontdesk/visitors/visitors.png b/content/applications/hr/frontdesk/visitors/visitors.png index 708c6b35b2..b55d41ad3f 100644 Binary files a/content/applications/hr/frontdesk/visitors/visitors.png and b/content/applications/hr/frontdesk/visitors/visitors.png differ