Checking visitors out keeps your visitor log accurate, so you always know who is in the building. Depending on your setup, visitors can be checked out in several ways.
Method | Who does it | Where |
|---|---|---|
Self check-out | Visitor | Visitor Management tablet |
From the mobile app | Host | Joan mobile app |
From MyJoan | Admin or office manager | MyJoan web portal |
Automatic check-out | Joan, at a time you set | Configured in MyJoan settings |
When visitors leave, they can check themselves out on the Visitor Management tablet at reception:
- On the tablet, tap Check out.
- Find your name in the list.
- Confirm the check-out.
If the visitor has a Visitor ePaper badge, it's automatically cleared and returns to its default screen once they check out. For more details, see How to setup Visitor ePaper badge.
Hosts can check out their visitors from the Joan mobile app, which is useful when you're walking a guest out:
- Open the Joan mobile app and go to My visitors.
- Open the visitor's card.
- Tap Check out.
Admins and office managers can check out any visitor from the MyJoan web portal, for example when a visitor left without checking out:
- Sign in to MyJoan.
- Go to Schedule -> Visitors -> Visitor log.
- Find the visitor and choose Check out.
With automatic check-out, visitors who are still checked in are checked out at a set time each day, regardless of their scheduled end time. This keeps your visitor log accurate even when visitors forget to check out. If a Visitor ePaper badge was assigned to the visitor, it's also cleared.
To enable it:
- Sign in to MyJoan as an admin or office manager.
- Go to Settings -> Visitors -> General settings.
- Turn on Automatic visitor check out and set the time.
Automatic check-out is set per building, so each building can have its own time.
Visitors sometimes leave with a badge or hand it to their host. Joan helps you keep track of your badges and get them back:
- See which badges are in use. In MyJoan, go to Settings -> Visitor -> Devices. A badge that is assigned to a visitor shows the visit it's connected to. When the visitor is checked out or the badge is cleared, the badge is marked as available again.
- A badge in use can't be handed out again. A badge connected to a visit isn't assigned to another visitor until that visitor is checked out or the badge is cleared.
- Automatic check-out clears forgotten badges. At the time you set, visitors who are still checked in are checked out and their badges are cleared. A visitor or host who still has a badge sees it go blank and knows to return it. See Automatic check-out above.
- Clear a badge manually. If a badge wasn't cleared at check-out, go to Settings -> Visitor -> Devices, select the badge and choose Clear badge.
Badges are cleared over Bluetooth
A Visitor ePaper badge has no Wi-Fi or internet connection. The Visitor Management tablet clears it over Bluetooth, so the badge must be within range of the tablet to clear. An e-paper display keeps its last image without power, so a badge that has left the building keeps showing the visitor's details until it's back in range and cleared.
Checking a visitor out marks their badge as available, even if the badge hasn't been handed back. It's best to check visitors out when they return the badge.
Tips for reception
- When visitors register, tell them that badges must be returned and that they need to check out before they leave.
- Ask visitors to check out on the tablet when they return the badge, so both happen in one step.
- Place a box or tray next to the tablet where visitors can drop their badge.
What happens if a visitor forgets to check out?
Their visit stays open in the visitor log until someone checks them out. A host can check them out from the mobile app, an admin or office manager can check them out in MyJoan, or automatic check-out can do it for you at the end of the day.
What if a visitor can't find their name on the tablet?
This can happen if the name was mistyped at check-in. Ask the host, an admin or an office manager to check the visitor out instead.
Does checking out clear the Visitor ePaper badge?
Yes. The badge returns to its default screen when the visitor is checked out. You can also clear a badge manually in MyJoan under Settings -> Visitor -> Devices by selecting the badge and choosing Clear badge.
How can I tell which Visitor ePaper badges are still out? In MyJoan, go to Settings -> Visitor -> Devices. A badge that is still connected to a visit hasn't been checked back in. See Getting Visitor ePaper badges back.
What if a visitor leaves the building with a badge? The badge keeps showing the visitor's details until it's cleared, and it can only be cleared when it's back within Bluetooth range of a Visitor Management tablet. Contact the visitor or their host to get the badge back, then clear it in Settings -> Visitor -> Devices if it hasn't cleared already.
If you need help, contact support@getjoan.com.