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 and use Hybo’s Visits module from the admin panel. If you need to learn how it works in the user app or as a visitor, please refer to Managing Visits as a Host and as a Guest.
Module Configuration
Requirements
To configure the Visits module, you must be assigned to any group having one of the following roles:
Visit Administrator
Office Administrator
Master Data Administrator
Global Administrator
Getting Started
The Visits module is enabled and configured at the Office level, just like any other Hybo module. To do this, go to: MASTERS → Centers → Offices → (select the desired office) → Configuration tab → VISITS section → Module area → 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 → GENERAL section → Profile area. Otherwise, users will not see them in their Profile.
New Bookings
This section allows you to set restrictions for visits that can be created in the app:
Field | Description |
Max. Nº days in advance for booking, | 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. |
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 | Only enable this if you plan to manage visits and guest data exclusively from the admin panel without sending registration requests to them. |
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 |
Send email updates on visitor bookings | Lets you enter email addresses to receive notifications when visits change status. |
Booking Detail
Field | Description |
Activate checkin? | Allows registered attendees to confirm their arrival at the premises on the date and time of the visit using Hybo's Self Check-in functionality. |
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.
Booking Data
From the DATA → Visits section in the navigation menu, you can:
Create new visits.
View and filter existing visits by office, date range, or host, or export them as a
.csvfile.Edit or delete visit records.
View and export charts based on aggregated visit data.
Requirements
In order to be able to manage Visits data in the admin panel, you must be assigned to any group having one of the following roles:
Visit Data Manager
Booking Data Manager
Office Administrator
Global Administrator
However, to access the Visits module in the app, users need one of the following roles:
Visit Application User
Application User
Creating a New Visit
Under DATA, click on Visits → Bookings → New button, fill out the data of the visit (Basic Information tab) and of its attendees (More Details tab), then click CREATE (top right). Note that at least one attendee must be added to create the visit.
Basic Information tab:
Field | Description |
Title (required) | Name or purpose of the visit |
Office (required) | Location where the visit will take place |
User (required) | Hybo user who is the visit host |
Booking date, Start time, and End Time (all required) | Visit date, time, and duration |
Room (optional) | Meeting room to associate with the visit. If specified, it will automatically create a room reservation at the given date and time. |
Observations (optional) | Additional information that can be later exported to |
Status |
|
More Details tab:
Enter each guest's email in the Attendees field. Press Enter or select the suggestion list to confirm and add them. Then expand each entry to complete or review any additional information as needed.
KEEP IN MIND: As an admin or visit manager, it only makes sense to fill in all attendee details if the registration form is disabled; otherwise, guests are expected to complete their information themselves through the form.
Available data per guest:
Name | Name of the attendee |
Company | Organization they belong to |
ID/Passport | Identification document |
Card ID | Badge or access card ID |
Status |
|
You can also enable canteen and/or parking reservations per attendee, which will be associated with the visit:
Canteen: You can specify the Canteen, Shift, Menu, and/or Dishes in line with the configuration of the Canteen module.
Parking: You can specify the attendee's license plate to automate access if you have integration with license plate readers. In such case, a random parking space will be reserved for the visit's date and time, and an email with the details will be sent to the guest.
To change the assigned space, do it as with any other parking reservation via DATA → Parking → Bookings.
Listing and Viewing Visits
By default, visits for today and tomorrow at the first office in your center are shown. You can filter by office, date range, and host user to refine the search. If there are many results, use the pagination tools at the bottom right. You can also choose to view visits individually or grouped by host.
Finally, you can download the list as a .csv file, which you can open in any data analysis tool like Excel, Numbers, or ChatGPT.
Click any visit in the list to view its details. From there, you can also edit visit information.
Editing or Deleting Visits
To edit a visit, simply click on it in the list, make your changes, and click SAVE.
You can delete a visit directly from the list by clicking the trash icon next to it and confirming. Deleted visits will be marked as Rejected. You can restore rejected visits by clicking on them, changing their status back to Accepted, and hitting SAVE.
Self check-in and registering without an invitation
When the Visit of a guest reaches the Confirmed status, they will receive an email with a QR code that they can use to check in at the premises on the day of their visit.
The application that can read and interpret this code is located in My Account → Self Check-In link (at the bottom of the page). Its URL is: https://selfcheckin.hybo.app/login.
For Visit QR codes to be correctly processed, you must log in to the web app with the key found in My Account → Subscription Key, then continue leaving the form fields blank:
You can find more information about Self check-in in this article.
Furthermore, Hybo also offers an option for people outside the organization to request visits on their own accord. To do this, Hybo provides a website where anyone can register a Visit without prior invitation.
If any Hybo user needs to share this website with their contacts, you can find the exact URL in the My Account section → Visits link (at the bottom of the page):
The URL looks like: https://visits.hybo.app/[company-name]/visit, replacing [company-name] with the corresponding text.