Managing authorized guest passes can be a challenge, especially when there are different scenarios to consider. In this guide, we’ll walk you through how to effectively manage guest passes using MyDesk’s guest registration system.
Step 1: Create access card #
The first step in the process is to create the access cards. This is done by entering an ID for each card. Once this is done, the card must be saved in the system.
It’s important to register all guest cards in the system in advance so they are ready to use when needed.
Step 2: Guest check-in #
When a person arrives and needs a guest card, it is necessary that they check in as a guest. This can be done either by self-service or by contacting the reception.
After check-in, the reception may choose to issue an access card. This is done by editing the guest’s registration and selecting the relevant card.
Step 3: Receiving an Access Card #
The front desk has the option to set a return deadline for the card, ensuring that the cards get back to the company in time. Once this is set, the changes must be saved.
The system will clearly show which card the guest has been issued.
Step 4: Return the access card #
Upon the guest’s departure, the access card must be returned. This can be registered in the system, either from guest registration or directly from the guest profile.
If the card is not returned as planned, the reception can contact the guest as all contact details are available in the system.
Step 5: Monitoring and history #
It is possible to follow the history of each access card. This includes information about when the card was issued and when it was returned.
By keeping track of this information, businesses can avoid missing card issues and ensure that all cards are returned as expected.
