There are two ways this feature can operate:
• Always show the staff member’s phone number at the end of the registration process.
• Only show the staff member’s phone number if email and/or SMS notifications are not successfully sent.
Unattended Reception - Displaying Staff Phone Details
If your reception area is unattended, you may want visitors to call the staff member they’re meeting with. VisitorRego can display the staff member’s phone or mobile number directly on the screen once the sign-in process is complete. This eliminates the need for printed phone lists and ensures visitors have the contact details they need upon arrival.
Enabling the Phone Details Feature
1. From VisitorRego's Admin mode, select Options> Messaging tab, then expand the Phone section.
2. Tick the checkbox Show Phone Details to turn on the function.
3. To edit the message shown to visitors, click on the existing text in the Phone Message field. This allows you to update the message to fit your company’s needs.
The message you enter in the Phone Message field can include dynamic data fields such as [PHONE], [MOBILE], and others. These data fields will pull the corresponding information from the staff list for that specific staff member and display it to the visitor during sign-in.
For the feature to work as expected, ensure that staff members in your staff list have the appropriate details entered (e.g. a phone number for [PHONE], or a mobile number for [MOBILE]).
If you only want to show one type of number (e.g. only mobile), simply remove the field you don’t need from the message.
For the feature to work as expected, ensure that staff members in your staff list have the appropriate details entered (e.g. a phone number for [PHONE], or a mobile number for [MOBILE]).
If you only want to show one type of number (e.g. only mobile), simply remove the field you don’t need from the message.
For more information on loading and maintaining staff details, please refer to our Knowledge Base overview article on loading staff, which covers all the various ways to maintain staff information.
You can also set it to only show the phone details if notifications (such as email or SMS) aren’t successfully sent, by ticking the Show Phone Details – Failed checkbox. This can be useful when you want to avoid displaying contact details by default, but still want visitors to have a way to make contact if the system isn’t able to notify the staff member as expected.
You'd only need to have the Show Phone Details - Failed option enabled for this to work. The Show Phone Details option doesn't need to be enabled, as enabling both will cause the details to always display, making the "failed" option redundant.
How the Phone Details Feature Works During Sign-In
When the feature is enabled, visitors are shown a phone details pop-up window after they have signed in. This window appears once they have acknowledged the Health & Safety requirements and the system has attempted to send notifications.
If the Show Phone Details
setting is enabled, the phone details window will always appear at the
end of the sign-in process, regardless of whether notifications were
successfully sent. This can be useful in unattended reception areas
where you want visitors to immediately see how to contact their host.
Alternatively, if the Show
Phone Details – Failed setting is enabled, the phone details window will
only appear if email or SMS notifications are not successfully sent.
This allows the contact details to be shown only when needed, such as
when a staff member has not been alerted through the usual channels.
Visitors can either press Continue, or the pop-up will automatically disappear after a short time.
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