Put one person in charge of the visitor list
When several visitors attend the same meeting or event, the host and reception should use the same updated list. Assign one person to collect corrections and agree when reception needs the list. The deadline should suit your staffing and event rather than be an arbitrary standard.
Check the visit date, location, expected arrival and internal host. Include the visitor details required by your setup and avoid parallel copies that different colleagues update separately.
Check the import before the visit
MyDesk supports importing a visitor list and pre-registering several visitors for a meeting or event. Confirm the current file format and required fields in your solution before the host prepares the file. Do not assume that any spreadsheet can be imported directly.
Review the records after import: do the count and names match the approved list, and are the date, location and host correct? Investigate missing or duplicate visitors. Do not import the whole list again to correct individual changes without first checking how your setup handles this.
Assign tasks for a group arrival
- Agree who will help with registration and any visitor badges.
- Agree who will meet the group and who will cover absences.
- Choose a clear meeting point and a contact for visitors arriving later.
A pre-registered visitor is expected but has not necessarily arrived. Follow your actual check-in routine and check the record on arrival. Do not mark the whole group as present simply because the first participant has arrived.
Handle changes without losing track
If someone arrives who is not on the list, confirm the visit with the host and follow the local registration routine. For a name change or cancellation, the person responsible should check the relevant record so an old version is not confused with a new one.
A changed visitor count does not by itself update all related arrangements. Assign someone to check the room, catering and other orders if the group size changes. Also agree how a late participant will find their way once the rest of the group has moved on.
Test the process with reception and the host
Run through a small test visit before a larger event. Try a correction to the list, an unregistered visitor and a late arrival. Check what reception and the host can see and how messages are handled in your setup.
Plan the end of the visit too: who helps with check-out and badge returns if participants leave at different times? The meeting’s end time is not in itself a recorded departure for everyone. Use the trial to write a short shared instruction that the next colleague can follow.
Explore group visits with MyDesk visitor registration.
Use the guide to pre-register visitors before arrival.
Read about ending visits and keeping the visitor list up to date.