End the visit when the guest leaves
The meeting is over and the visitor has returned their badge. Yet the visit still appears as active in reception’s overview. Returning a badge and checking out are separate tasks. A simple departure routine makes clear who records the end of the visit.
MyDesk’s visitor overview reflects recorded check-ins and check-outs. Reception can record departure on a visitor’s behalf. Agree how the host or visitor gives notice and who checks the result in your setup.
Assign the three departure tasks
- The host or visitor gives notice that the visit has ended.
- The person responsible records check-out and checks the visit status.
- Issued name badges and access cards are returned and handled according to your agreed routine.
Explain where visitors should go and what to do when reception is closed. Instructions in an invitation only help if they match the actual departure process. Try the workflow with a colleague before making it a standard instruction.
Follow up on visits still marked as active
Agree a suitable time to review the day’s records. Start by investigating the discrepancy: is the visitor still on site, has the visit been extended, or is a departure record missing? Contact the host if the status is unclear rather than assuming everyone left at the meeting’s scheduled end time.
Correct the relevant record once the circumstances are clear, then check the new status. A finished calendar appointment, a returned badge and a checked-out visitor are different things. The visitor list reflects recorded events; by itself it cannot establish who is physically in the building.
Keep badge returns and access control separate
A visual visitor badge identifies its wearer but is not automatically an access card. If you also issue cards for doors or other access points, follow your access-system rules for returns and further handling. Do not assume that checking out of the visitor list alone changes a card’s access permissions.
Agree who follows up on a missing card. Allow the visit record to be closed correctly even when the card return needs separate follow-up. Do not keep a visitor marked as present just to remember that a card is missing.
Review exceptions with reception
Test a normal visit, a visitor leaving without notice and a visit lasting longer than planned. Check who receives the message, who can correct the status and how the next colleague can see what remains to be done. Closing a visit then becomes a shared routine rather than guesswork.
See MyDesk’s digital visitor management options.
Find the guide to recording visitor arrivals and departures.