Select >>Appointment<< from the menu. The first page contains general appointment details.
What is the occasion of this appointment? In which branch office will it take place? Which access road or entrance should my visitor use?
Is a meeting room required? If rooms have been entered in JAMES, the room occupancy can be checked and an available room reserved.
If you want to attach files to the invitation e-mail, they can be selected here accordingly.
(Attention! This is about attachments for an appointment, not for a specific person).
Safety instructions relevant to the appointment can be selected both globally and for individual persons.
The appointment description serves to inform all persons participating in the appointment.
The text field >>internal note<< serves as internal information for the persons who can view the appointment in the system. system (e.g. reception staff). Here, for example, you can enter notes such as "Visitor knows his way around please send directly to my office".
This information is displayed in the appointment overview of the appointment in the Global Desk.
On the second page, the data of the person who is invited is entered.
Under >>Participants<<, contacts can be selected that the host has already created in the past.
Under the item >>Instruction<<, individual instructions can be assigned to each person attending an appointment.
Example: If persons from a different visitor category participate in an appointment, e.g. a counsellor and a technician, the counsellor may need different instruction than the technician, who, for example, is given access to sensitive areas.
The three free text fields can be used for additional information.
Under >>Items carried<<, it is possible to enter what a person is carrying when he or she enters the premises. This information can be useful if the person is leaving the premises and needs to prove and needs proof that the items carried when leaving the premises were also brought in by the same person. were brought in by the same person. This information is particularly important if the items are manufactured on the premises.
manufactured on the premises.
The items >>appointment description participant<< and >>internal note on participant<< are equivalent to the information in the description of the appointment. The only difference is that only the person entered receives this information and not all persons participating in the appointment.
Once all information on the appointment and the participants has been entered, the appointment configuration can be completed. An appointment participant can be created as often as desired.
EVENTS AFTER THE INVITATION
Here you can see the e-mails that are sent after the appointment has been successfully created. The host receives an email with a summary of their scheduled appointment.
The invited visitor receives an e-mail with all the necessary information, such as an overview of the appointment, information about the host, directions, a map of the area, information for disabled persons and, of course, the QR code for the visitor. and, of course, the QR code for check-in. This can be scanned at the kiosk terminal, for example, the host receives a message that his guest has successfully checked in or is granted access to the grounds. access to the grounds.