Visits (Visitor Management) is deskbird’s user-friendly and efficient solution for welcoming guests to modern workplaces. As part of our all-in-one workplace platform, it simplifies complex workflows by automating check-ins, tracking presence, and ensuring seamless coordination between employees and visitors, making every visit smooth and stress-free.
This feature is currently under active development, with additional functionalities and improvements forthcoming.
1. Create, edit and delete visits
How to create a new visit
To create a visit:
- Click Visits in the main menu on the left.
- Select Create visit:
- Use the button in the center of the page if no visits are scheduled yet.
- Or use the + Create visit button in the top right corner.
You’ll be redirected to the visit creation screen.
Enter visit details
On the Create visit page, fill in the following fields:
- Title – Add a clear name for the visit (e.g. Team Workshop).
- Organizer – Automatically filled with your name, but can be changed.
- Date & Time – Choose the visit date and set the start and end time.
- Type – Select a purpose: Business, Recruiting, Maintenance, Internal, or Other.
- Instructions for visitors – Include any relevant directions or notes for your guest (e.g. “Access via the green door next to the parking area”).
Add visitors
On the right-hand side:
- Use the search bar to find and add visitors by name or email.
- You must add at least one visitor to create the visit.
💡 You can invite multiple guests to the same visit.
Save and manage visits
- Click Save (top right) once all fields are completed and visitors are added.
- Your visit will appear under the Upcoming tab in the Visits section.
Edit or delete visits
You can edit or delete a visit by clicking the pen icon to make changes or the bin icon to remove it.
2. User roles and permissions for Visits
To manage visits, a new user role has been introduced: the Receptionist role.
- This role can be assigned, per office, to any user via Admin panel > Visits > Receptionists > + Add receptionists.
- Receptionists can create, edit, and delete visits for their assigned office.
- Global administrators also have full access to all visit management actions.
👥 Users invited to a visit can view it in their Visits section, but won’t be able to make changes.
3. Notifications and reminders
Visitors receive automated email notifications to stay informed about their upcoming visit. These notifications are only sent to visitors, not to organizers or internal users.
The language of the email matches the organizer's language settings.
There are four types of notifications:
- Visit scheduled – Sent when a visitor is added to a visit.
- Visit cancelled – Sent when a visitor is removed or the visit is deleted.
- Visit changed – Sent if the visit’s title, date/time, organizer, or instructions are updated.
- Visit reminder – Sent to all visitors X hours before the visit, if enabled in Office Settings (where X is a configurable value).
🔔 Make sure reminders are activated in Office Settings to use the visit reminder feature.