The Visits module allows people outside the organization or who do not have a Hybo license to:
Access your facilities.
Use some of the shared resources managed with Hybo, such as parking, meeting rooms, or the canteen.
This article explains how to configure Hyboâs Visits module from the admin panel. For further information regarding visits, please consult:
Requirements and module activation
To configure the Visits module, you must be assigned to any group having one of the following roles:
Office Administrator
Global Administrator
The Visits module is enabled and configured at the Office level, just like any other Hybo module. To do this, go to: MASTERS â Centers â Offices â (select the office) â Configuration tab â VISITS section â Module area â Enable? toggle:
Once you've enabled the module, authorized users (see requirements further down below) will be able to manage visits in the Hybo app.
Additionally, in this same area, you can set the Required fields that host users must complete in their Profile in the app to be able to schedule visits:
KEEP IN MIND: Before setting Required fields, you must first activate their Show property under the same Office â GENERAL section â Profile area. Otherwise, users will not see them in their Profile.
Booking Policies
This section allows you to set restrictions for visits that can be created in the app:
Maximum days in advance, Max. number of bookings per week, and Max. number of bookings per month: Parameters related to how early and how often a user can schedule visits.
Allow parking for visitor: Allows host users to offer a parking spot to only one guest per visit. If there are multiple attendees, the host can choose which one will have the parking option. If enabled (first in the admin panel, then by the host when creating the visit, and finally by the guest during registration), a random parking space will be assigned from the available ones at the office.
Allow parking to all visitors: Allows hosts to offer parking to more than one guest per visit.
Allow dining room during visits: Allows hosts to offer canteen shift, menu and dishes, to only one guest per visit.
Allow dining room to all visitors: Allows hosts to offer dining access to more than one guest per visit.
Disable registration form: Serves as the default status for guests when creating visits from the administration panel: Confirmed, if the form is disabled; Pending Registration, if it is not. Indicated if, as a secretary or visit manager, you want to prevent a registration request from being sent to the guest.
Hide visit room: Hides all room reservation settings in the visit creation form.
ID not required: Allows guests to leave the ID/Passport field blank in the visit registration form.
Additionally, further on you can specify:
Send email updates on visitor bookings: Email addresses to receive notifications when visits change status.
Privacy policy (url) and Terms and conditions (url): Links to your own privacy and terms webpages, instead of Hybo's, which will appear at the bottom of the guest registration form.
Visits Without an Invitation
Allow external visitors (e.g., technicians, delivery personnel, etc.) to request office access via a device configured with the Hybo self check-in app. This feature is disabled by default.
You can configure the following settings:
Visits Without Invitation: Enable this feature. When disabled, only Hybo users can invite external visitors to the office.
Autocomplete from Directory: If enabled, uninvited visitors must select the Hybo user they are meeting from a predictive list; that user will then be notified of the visitor's arrival.
PLEASE NOTE: Enabling Autocomplete may expose the company directory to unauthorized individuals and/or unauthenticated devices, potentially violating regulations protecting employee privacy and personal data.
Default Email: The address to be notified of an uninvited visitor's arrival when the previous option is disabled and, consequently, the specific Hybo user being visited cannot be determined.
Booking Detail
If the Activate check-in? field is activated, guests who have already registered will be able to confirm their arrival at the premises on the date and time of the visit using Hybo's Self Check-in functionality, and the host will be notified.
Custom Message in Emails
These fields allow you to embed additional information in the email templates sent during the different stages of the visit workflow. Keep in mind that some messages are intended for the host and others for the guests.
