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 Configuring Visits in the Admin Panel.
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 different ways:
Invitation created by a host in the app.
Invitation created by an administrator in the admin panel.
Companions added by a guest during their registration.
Self-registration by an individual without a prior invitation.
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.
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.
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 register if the visit has already begun.
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:
Companions
Parking space
Canteen booking
These options determine whether the guest can add accompanying persons and reserve a parking space and a meal during registration.
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 has been created:
Hybo sends an email invitation to each guest, requesting them to accept or decline the invitation.
Among your bookings you will see a visit booking card in Accepted status with guests in Pending Registration status until they accept the invitation and register.
You will also see the associated room booking if one was requested.
In the visit details, you can click on a guest to view the information they provided when completing the registration form, as well as their canteen and car park bookings, if applicable.
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 data of the visit and of its attendees.
Confirm attendees that are Pending Confirmation.
Cancel or reject a specific attendee's invitation.
Delete the entire visit, which cancels all invitations and removes the room reservation (if applicable).
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 | A guest has not yet responded to the invitation. | The guest completes registration or declines the invite. |
Pending Confirmation | Guest not originally expected (companion). | The host confirms or rejects the request. |
Confirmed | A guest has completed registration or host has confirmed the request. | The guest will attend the visit. |
Cancelled | A guest has declined the invitation, or the host has rejected the request or cancelled 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).
KEEP IN MIND: Currently, it is not possible for attendees who were pending confirmation (e.g., guests' companions) to book car park or canteen.
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)
Guests can change the form's language using the dropdown menu in the top-right corner.
Car Park and Canteen Reservations
Depending on what the host established, the guest may also:
Enable Parking Space. If so, the guest must provide their License Plate.
Enable Canteen Booking. If so, the guest can choose Canteen, Shift, Menu and/or Dishes according to the canteen setup and the booking policies of the office where the visit will take place.
Add companions to the visit.
Companions
If the visit allows it, the guest can add companions by clicking the 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.
