Visitors

How to track and manage visitors in Nexudus — register guests, manage tours, handle visitor approvals, and link visitors to bookings.

Overview

The Visitors page lets you track everyone coming into your space who isn’t a member — guests visiting your customers, people touring your space, or attendees of meetings booked by your members. You can register visitors in advance, check them in on arrival, notify hosts, and manage approval workflows.

Visitors can also be linked to specific bookings as guests, which connects them to the resource, time slot, and host for that meeting.

How to access

Navigate to Operations → Visitors in the left sidebar.

Requires the visitor role.

Key concepts

Term	Meaning
Visitor	A person coming to your space who is not a member — a guest, prospect, or meeting attendee.
Host	The customer (member or contact) who the visitor is coming to see.
Booking visitor	A visitor linked to a specific booking. This connects the visitor to a resource reservation (e.g., “Guest for Jane’s meeting in Room A at 2pm”).
Tour	A visit specifically for someone interested in your space. Tours have a separate confirmation workflow.
Visitor approval	A workflow where the host must approve or reject a visitor before they are granted access.
Visitor code	An auto-generated unique code the visitor can use to check in at your front desk or kiosk.

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Visitor types

The list view shows each visitor’s type as a badge:

Type	Meaning
Visitor	A standard guest visiting a customer
Booking guest	A visitor linked to a specific resource booking
Tour request	Someone requesting a tour of your space (not yet confirmed)
Confirmed tour	A tour that has been confirmed by your team

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Creating a visitor

1. Click Add visitor

   From the Visitors list, click the Add button.

2. Enter visitor details

   Fill in the required fields:

   • Full name (required)
   • Email (required)
   • Expected arrival (required — date and time in 15-minute intervals)

   Optional fields:

   • Phone number
   • Company name
   • Reason for the visit
   • Internal notes (visible only to your staff)
3. Assign a host (optional)

   Select the customer this visitor is coming to see. This enables host notifications and the approval workflow.

4. Mark as tour (optional)

   Check This visitor is coming for a tour if they are a prospective customer touring your space rather than visiting an existing member.

5. Check in immediately (optional)

   Enable Check this visitor in now if the visitor is already at your front desk. This sets their arrival time to now.

6. Save

   Click Save. The visitor receives a check-in code automatically, and the host is notified if applicable.

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Visitor form fields

Details tab

Visitor information

Field	Description
Location	Which location this visitor is expected at (required)
Full name	Visitor’s full name (required)
Email	Visitor’s email address (required)
Phone number	Contact phone number
Company name	The visitor’s company
Customer notes	Notes from the host/customer about this visit (read-only in admin)
Internal notes	Private notes for your staff (not visible to the visitor or host)
Reason for the visit	Why the visitor is coming

Arrival and departure

Field	Description
Check this visitor in now	Immediately marks the visitor as arrived (only available during creation)
Expected arrival	Date and time the visitor is expected (required; locked once arrived)
Arrived on	Actual arrival date and time (set automatically on check-in; read-only)
Left on	Departure date and time (read-only)

Host

Field	Description
Host	The customer this visitor is coming to see (optional)
This visitor is coming for a tour	Marks the visit as a prospective space tour

Customers tab

If the visitor’s email matches an existing customer record, this tab shows the linked customer profiles. This helps you identify return visitors who may already be in your system.

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Visitor approval

When visitors walk in without being pre-registered, you can require the host to approve the visit before granting access. Hosts can respond via email, WhatsApp, or the mobile app.

For full details on configuring and using the approval workflow, see:

• Visitor Approval — configure approval settings, understand statuses, and manage the approval flow
• Visitor Approval on WhatsApp — let hosts approve visitors conversationally via WhatsApp

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Visitors and bookings (booking guests)

Visitors can be linked to specific resource bookings through the booking visitor relationship. This is how you track guests attending a meeting booked by one of your members.

How it works

• When a customer books a meeting room, they can add visitors (guests) to that booking.
• Each guest becomes a booking visitor — a link between the visitor record and the booking record.
• The visitor list shows these as “Booking guest” with the resource name (e.g., “For Jane Smith at Meeting Room A”).
• A single visitor can be a guest at multiple bookings, and a single booking can have multiple visitors.

Who can add booking visitors

Visitors can only be added to bookings that have a host (a customer associated with the booking). Bookings without a customer cannot have visitors.

Where booking visitors appear

• On the Visitors list — shown with a purple “Booking guest” badge and the resource name
• On the Booking detail — listed as guests for that reservation
• The visitor’s check-in code can be used by the guest to self-identify at reception

Notifications

When a visitor is added to a booking, the system can send:

• A booking confirmation email to the customer who made the booking
• A visitor invite email to the visitor with details about the visit

These notifications depend on your location’s email settings.

If the “Do not register known customers as visitors” setting is enabled, existing customers added as booking guests will not generate a new visitor record.

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Visitor lifecycle

A visitor moves through these stages:

Expected → Arrived (checked in) → Departed (checked out)

Check-in

A visitor can be checked in by:

• Staff at front desk — set the arrival date on the visitor record or use the “Check in now” flag on creation
• Self-check-in — the visitor uses their unique visitor code at a kiosk or NexIO terminal
• AI agent — visitors can register through an AI-powered channel and be checked in automatically

Check-out

Set the departure date on the visitor record when they leave. This moves their status to “Departed”.

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Visitor sources

Each visitor record tracks how it was created:

Source	Description
Administrator	Created manually by a staff member in the Dashboard
Customer	Created by the host customer from the Members Portal (pre-registering their own guest)
NexIO	Created via self-registration at a kiosk, public booking portal, or AI agent

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The visitor list

Default view

The list initially shows visitors expected from today onwards who have not yet arrived — your upcoming visitor schedule.

Quick filter segments

Segment	Shows
Expected today	Visitors expected today who haven’t arrived yet
Expected	All future expected visitors (not yet arrived)
Requested tours	Tour requests that haven’t been confirmed
Expected tours	Confirmed tours with upcoming expected arrival
On site	Visitors who arrived today and haven’t departed
Arrived	All visitors who have arrived (regardless of departure)

List columns

Column	Details
Full name	Visitor name with host information (e.g., “For Jane Smith” or “For Jane Smith at Meeting Room A”)
Check-in code	The visitor’s unique code for self-check-in
Expected on	Expected arrival time; shows actual arrival/departure times once checked in
Type	Badge: Visitor, Booking guest, Tour request, or Confirmed tour
Status	Approval status (Approved, Pending, Rejected, Grant access, Hold for collection) or check-in status (Checked in, Departed)

Filtering

You can filter the visitor list by:

• Host customer or team
• Location
• Visitor source (Administrator, Customer, NexIO)
• Approval status
• Tour status (tour vs. regular visit, confirmed vs. unconfirmed)
• Arrival status
• Resource name (for booking guests)
• Date ranges (expected arrival, actual arrival, departure)

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Tours

Tours are a special type of visitor for prospective customers evaluating your space.

Tour workflow

1. Tour request received

   A tour can be requested by the prospect (via the portal or AI agent) or created by your staff. It appears as a “Tour request” in the list.

2. Confirm the tour

   Set Tour confirmed to schedule the tour. The visitor moves to “Confirmed tour” status.

3. Visitor arrives

   Check the visitor in on arrival. You can then give them the tour.

4. Follow up

   After the tour, the visitor record remains for your team to follow up — you can convert them into a customer if they decide to join.

Use the “Requested tours” and “Expected tours” quick filters to keep track of your tour pipeline separately from regular visitor traffic.

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Notifications and emails

The system sends different notifications depending on the visitor’s type, source, and approval status.

Visitor emails

Email	Sent to	When
Visitor registered	Visitor	When the visitor is created and either no approval is required, or approval has been granted. If a future expected arrival is set and scheduled notifications are enabled, the email is sent 24 hours before arrival instead.
Visitor approval request	Host (customer)	When the visitor is created via NexIO and visitor approval is required. Contains approve/reject action links.
Visitor check-in	Host (customer)	When the visitor arrives and checks in (only if the host has approved or no approval is required).

WhatsApp approval message

When the AI WhatsApp channel is enabled for the location and the host has a mobile number on their customer profile, the approval request is also delivered as a WhatsApp message. The host can reply with a number, a name, or “approve all” for multiple visitors. See Visitor approval on WhatsApp for the full setup and message customisation options.

Staff notifications

Notification	Sent to	When
Visitor registered	Staff members with “Visitor registration” notifications enabled	When any visitor is created
Visitor accepted	Staff members with “Visitor registration” notifications enabled	When a host accepts a visitor via the approval email
Visitor rejected	Staff members with “Visitor registration” notifications enabled	When a host rejects a visitor via the approval email

Push notifications

When a visitor checks in and the host has a mobile device registered, the system sends a push notification saying “You have a visitor: [visitor name]”.

Webhooks

Webhook	Triggered when
VisitorRegistered	A new visitor is created
VisitorCheckedin	A visitor checks in
VisitorNotification	A scheduled notification is sent to a visitor
VisitorDeleted	A visitor record is deleted

To receive staff notifications for visitor events, go to your user profile and enable the Visitor registration notification preference.

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Access control for visitors

Visitors can be integrated with your access control system:

• When a visitor’s approval status is set to Accepted — grant access, the system can schedule access control jobs to unlock doors or grant temporary credentials.
• The AccessControlScheduledJobId tracks automated access grants for the visitor’s expected time window.
• Access is scoped to the visit duration (from expected arrival to expected departure or check-out).

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AI agent registration

If your location has AI channels configured, visitors can self-register through a conversational AI agent. When this happens:

• The visitor record is created with source NexIO
• The conversation history between the visitor and the AI agent is stored and displayed on the visitor’s form in the admin Dashboard
• Staff can review the full conversation to understand what the visitor needs

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Best practices

• Pre-register visitors whenever possible — it speeds up the check-in process and ensures the host is notified in advance.
• Use the visitor approval workflow for secure spaces where you need the member’s explicit permission before allowing a guest in.
• Link visitors to bookings for meeting room guests — this provides full context (who, where, when) and enables the right notifications.
• Review the “Expected today” segment each morning to prepare for the day’s visitors.
• Track tours separately using the tour flag so your sales pipeline is visible alongside daily visitor traffic.
• Encourage customers to pre-register their own visitors from the Members Portal — this reduces your front-desk workload and ensures accurate host assignment.

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Related pages

Visitor Approval

Configure the visitor approval workflow and response options.

Visitor Approval on WhatsApp

Let hosts approve visitors conversationally via WhatsApp.

Bookings

Manage resource bookings that visitors may be attending as guests.

Check-ins

Monitor who is currently on site, including visitors.

Members & Contacts

Manage the customers who host visitors.

Access Control

Configure how visitors are granted physical access.