This article explains how to manage visits in the Hybo app and what happens at each step of the process, both from the host’s and the guest’s perspective. If you see unexpected statuses in Hybo, pending guests, or attendees you don’t remember adding, review this article to understand why.
If, even after reading this, you or your guests don’t see some of the described options, contact an administrator to check the configuration of the Visits module, as explained in Managing Visits in the Admin Panel.
Requirements
To invite, confirm, or reject visits in the Hybo app, you must be assigned to a group with one of the following roles:
Visit Application User
Application User
Guests, on their end, will need:
An email account to receive invitations and notifications.
A web browser to complete their registration.
Guests do not need a Hybo account nor to install the app: they manage everything via email and web.
Introduction
The Visits module allows people external to the organization, or who do not have a Hybo license, to:
Access the premises.
Use shared resources like meeting rooms, the car park, or the canteen, if allowed by the host.
In Hybo, a person can be invited to a visit in three different ways:
Invitation created by a host in the app.
External request without prior invitation, submitted via a web form.
Companions added by a guest during their registration.
These differences explain why not all visits are the same and why in some cases additional confirmation is required by one party or the other.
Creating a New Visit (Host)
As a host, you can create a visit from:
Home section → Do you need any more reservations? area
Bookings section → (select day on the calendar) → Add icon (+).
Visit Form
When creating a visit, Hybo will ask you for the following data:
Title (required): Reason for the visit.
Date (required): Date of the visit.
Start Time and End Time (both required): Time window of the visit. Pay special attention to Start Time because guests won’t be able to check in earlier than that.
Guests (at least one): People who will attend the visit.
Observations (optional): Internal notes about the visit.
Do You Need a Room? (depending on configuration): Lets you book a meeting room associated with the visit.
Additional fields enabled only if you request a room:
Room Capacity: A filter to find a suitable room.
Room: Allows you to select an available room for the time window and capacity of the visit.
Online Meeting: If enabled, includes the room’s email address in the reservation.
Guest Form
For each guest, it is essential to enter their email address, because:
It’s the main identifier for the guest.
It’s the channel through which they will receive the invitation and instructions.
Type the email in the field (1) and select it from the list (2) to add them to the visit:
You can then enable:
Parking space
Canteen booking
These options define which resources the guest can book during their registration. You can enable them for one, several, or none of the guests depending on module configuration.
When done, press Back to review the visit, fill in any missing fields, and hit Book to confirm.
What Happens After Creating the Visit
Once the visit is created:
Hybo sends an invitation email to each guest asking them to accept or decline.
In your bookings, you’ll see one visit booking card per guest, in Pending Registration status.
You’ll also see the room booking, if you requested it.
NOTE: The Pending Registration status means Hybo is waiting for an action from the guest.
Confirming or Cancelling Visits (Host)
From Home or the Bookings sections, access the visit details to:
Review the visit data, guest information, and other attendees.
Confirm a visit that is Pending Confirmation.
Cancel or reject the invitation of the guest you're reviewing.
Delete the entire visit, which cancels all invitations and removes the room reservation (if applicable).
NOTE:
If you cancel the invitation of a guest who has already registered, their car park or canteen bookings are not automatically deleted.
If a guest cancels by themselves, the same applies.
Car park or canteen bookings are only removed if the entire visit is deleted.
Visit Status (Per Guest)
Hybo manages visit status per guest. This is why you may see different statuses for the same visit.
Status | What it means | What is expected to happen |
Pending Registration | Guest has not yet responded to the invitation | Guest completes registration or declines the invite |
Pending Confirmation | The visit was not originally scheduled (companion or external request) | Host confirms or rejects the request |
Confirmed | Guest has completed registration or host has confirmed the request | The visit is ready |
Cancelled | Guest or host has rejected the visit | If only one guest has rejected (or has been rejected), the visit can still take place without them present.
If the host cancelled the entire visit, the event won't take place. |
DON'T FORGET: Pending Registration requires action from the guest (register or decline), while Pending Confirmation requires action from the host (confirm or reject).
Registering with an Invitation (Guest)
When a host creates a visit in Hybo, the guest receives an email with:
Who is inviting them.
When and where the visit will take place.
A link to accept the invitation and register (1).
A link to decline the invitation (2).
If the guest declines, the visit status becomes Cancelled. If they accept, the registration process begins.
Registration Form
The guest is asked to fill in the following:
Name and Surname (both required)
Company (required)
Email (required): Already filled from the invitation.
ID / Passport (depending on configuration)
Car Park and Canteen Reservations
Depending on what the host allowed, the guest may also specify:
Parking Space: If selected, the guest must provide their License Plate.
Canteen Booking: If selected, the guest can choose Location, Shift, Menu and/or Dishes according to the office configuration.
Companions
The guest can add companions by clicking the Add button at the end of the form. In this case, an additional registration form will be displayed for each companion.
NOTE: Each additional attendee creates a visit in Pending Confirmation status, which the host must accept or reject.
What Happens After Submitting the Registration
Once the registration is submitted:
Hybo sends a confirmation email to the guest (1), which may include a QR Code to check in on the visit day.
Hybo also sends car park (2) and canteen booking (3) emails, if applicable. The car park email will indicate the assigned spot.
As a host, in the Hybo app:
You’ll see that the guest’s visit status has changed to Confirmed.
You’ll also see a new visit per added companion in Pending Confirmation status.
You’ll need to explicitly accept or reject each companion.
Registering Without an Invitation (External Requests)
Some organizations allow external people to request a visit through a web form provided by Hybo.
In this case:
The applicant must fill in both personal data (right) and visit details —i.e., whom they want to visit, where, when, and why (left).
The request appears to the host in Pending Confirmation status.
The host must decide whether to accept or reject the request.
If you'd like to share this form with your contacts, ask an administrator to provide you with the URL. It's available in the My Account section of the admin panel.