When a visitor arrives at your office, you or a receptionist can check them in directly from the deskbird Visits tab. This confirms their arrival, notifies the host, and — if configured — triggers badge printing.
1. Check in a visitor from the Visits tab
To manually check in a visitor who has arrived:
- Go to Visits in the main menu.
- Find the relevant visit in the list. You can search by visitor name or scroll to today's visits.
- Click the Check-in button next to the visitor's name.
The visitor's status changes to Checked in and the check-in time is recorded automatically.
💡 Receptionists and global admins can check in visitors for any visit at their assigned office. Regular users can only see and manage visits they created themselves.
2. What happens after check-in
Once a visitor is checked in, the following happens automatically:
- Host notification — The host (visit organizer) receives a notification via Microsoft Teams and by email, letting them know their visitor has arrived. The host can respond with I'm on my way directly from the notification, and that response is shown on the visitor dashboard so reception knows the host is coming.
- Badge printing — If your office has badge printing configured, a visitor badge is printed at this point. No further action is required.
- Live dashboard update — The visitor appears in the Onsite now list, which receptionists and admins can view at the top of the Visits page.
💡 You can also manually trigger the host notification from the visitor dashboard by clicking the Notify button next to the visitor, if the host has the Microsoft Teams integration active.
3. Mark a visitor as departed
When a visitor leaves, check them out to keep the on-site list accurate:
- Go to Visits in the main menu.
- Find the visit and click the Check-out button next to the visitor's name.
The visitor is removed from the Onsite now list and their departure time is recorded. If all visitors in a multi-person visit have been checked out, the visit is automatically marked as completed.
⚠️ Keeping check-outs accurate is especially important in emergencies, when knowing exactly who is still in the building can be critical.