From the DATA LIST â 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 .csv file.
Edit or delete visit records.
View and export charts based on aggregated visit data.
As a host user, you can also manage visits in the Hybo app.
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 create visits in the app, users need one of the following roles:
Visit Application User
Application User
Creating a New Visit
Under DATA LIST, click on Visits â Bookings â 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
Under this tab set the following:
Title (required): Name or purpose of the visit.
Office (required): Location where the visit will take place.
User (required): Hybo user who will host the visit.
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
.csv.Status:
Accepted: status of visits created by host users in the app or by admins/managers in the admin panel.
Rejected: cancelled or deleted visit.
More Details
Under this tab:
Enter each guest's email in the Attendees field. Press Enter or clic on the suggestion list to confirm and add them.
Next, expand each of them to complete or review any additional information as needed.
Guest data
Name (required): Name of the attendee.
Company: Organization they belong to.
ID/Passport and Card ID: Possible identification documents.
Status:
Pending Registration: The guest has not yet filled out the invitation registration form. This is the initial status when creating visits from the app.
Pending Confirmation: Initial status of any companions a guest may have added during registration. They must be accepted by the host or an administrator.
Confirmed: Automatically assigned when the guest successfully completes their invitation registration or when the host accepts a companion. This is also the status to select when you don't want the guest to receive a registration request and you will fill in all their information for them.
On Hold: The attendee has checked in at the premises (see details at the end).
Cancelled: The invitation has been declined, whether by the attendee (by selecting the cancel option in the registration request email), the host (by cancelling the visit or the guest companion request via the app), or an administrator (by cancelling the visit or changing the guest's status in the admin panel)
You can also enable companions, as well canteen and car park bookings per guest, which will be associated with the visit:
Allow Companions: Allow the guest to add companions during registration.
Allow Dining Room Booking: Allow the guest to book a meal during registration. If you add the guest with a "Confirmed" status, specify the dining area, time slot, menu, and/or dishes for their booking in accordance with the Canteen module configuration.
Allow Parking Booking: Allows the guest to book a parking space during registration. If you add the guest with a "Confirmed" status, enter their vehicle license plate number.
KEEP IN MIND: As an administrator or visit manager, you must fill in all guest details for those with "Confirmed" status; this information will serve as the default for guests with "Pending Registration" status, who can complete or modify it during their registration process.
Car Park for Guests
Reservation duration: If the parking module is configured for shifts, a space is assigned for all day; however, if it is configured for hourly slots, the space is occupied based on the visit's start time and duration.
Assigned space: A space is assigned at random from those available for the date and time of the visit. To change the space, proceed as you would with any other parking reservation via DATA LIST â Parking â Bookings.
Listing and Viewing Visits
By default, DATA LIST â Visits â Bookings shows visits for today and tomorrow at the first office in your center. You can filter by Office, Start/End date, 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.
If you modify the Booking Date, Start Time, and/or End Time, the associated room booking, as well as any canteen and car park bookings for each guest, will be updated accordingly.
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.
Self Check-in
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 â 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 â Subscription Key, then continue leaving the form fields blank:
You can find more information about the Self Check-in app in this article.