Where to start A new office Create a location Go through the setup guide Print the QR poster Tell your employees People Add a host Import a list of hosts Choose receptionists Choose administrators Microsoft 365 Hosts from your directory Guests from Outlook invitations Messages in Microsoft Teams Sign in with Microsoft Overview In one minute As an administrator you decide how BmyGuest works for your company: which locations you have and how visitors check in at each of them, who your hosts are, who works the reception, and what BmyGuest is connected to. Everything an administrator sets up is in the menu under Reception, in the Company settings group at the bottom. Hosts, the people your visitors come to see, have their own page in the same menu. In the menuWhat it is forCompany settings, LocationsYour offices. For each one: the check-in and the QR code, what visitors and hosts are sent, the reception desk, and the location’s add-ons. A new location starts with a setup guide.Company settings, Company profileThe company as a whole: name, logo and contact person, who the administrators are, what new hosts start with, API keys, and the add-ons for the whole company, among them Microsoft Entra ID and Microsoft Teams.HostsEveryone who can receive visitors: add them one at a time, import a list, or let Microsoft Entra ID keep the list up to date.VisitorsThe reception desk. As an administrator you can work it at every location; the Reception desk guide explains it. The menu, with Company settings opened. The button at the top left folds the menu to icons. Who can do what Every role in BmyGuest is given to someone who is already a host of your company, so add a person as a host first. RoleGiven whereWhat they can doHostHosts page, a file import, or Microsoft Entra IDInvite guests and receive them. The Host guide explains it.ReceptionistA location’s settings (General), or the setup guideWork the reception desk at that location, and manage hosts. With Receptionists can edit location switched on, also change that location’s settings.AdministratorCompany profile, AdministratorsEverything in this guide, at every location of the company.BmyGuest supportOn requestWhich add-ons your company can use, single sign-on, badge printers and label layouts, and how long visitor data is kept. New menus after signing in again Someone you have just made an administrator or receptionist sees their new menu the next time they sign in. The new role itself works straight away. Locations Setting up a location Company settings, Locations shows every office with its address, receptionists, add-ons and visitor terms. Open one to change its settings, or press Setup guide to go through the essentials step by step. Northgate's three locations. Northgate Aarhus is being set up. To add an office, press Create location and give it a name. Create and set it up step by step opens the setup guide; Create and open settings goes straight to the settings page. Everything else is filled in afterwards. Creating a location: a name is all it takes to start. The setup guide The setup guide takes a location from nothing to its first visitor in nine short steps. Each step explains the idea behind it and asks only for what matters. You can leave at any time with Skip for now, and everything can be changed later on the settings page. A step you leave with unsaved changes is saved for you, and the list on the left ticks off what is done. The reception desk also offers the setup guide (Get this location ready for visitors) at a location where nobody has checked in yet. Step 1, How it works: how a visit goes, and what the guide will set up. StepWhat you do2. BasicsThe address, time zone and phone country of the location, its logo and a background picture for the check-in page. A phone shows the check-in page as you go.3. HostsAdd the people visitors come to see: one at a time, from a file, or from Microsoft Entra ID. See Hosts.4. Tell the hostHow a host is told that their visitor has arrived: e-mail, SMS, Microsoft Teams. Hosts without a mobile number are listed, as they get no SMS.5. ReceptionWho works the reception desk, and which e-mail domains are not visitors (your own), so colleagues on a calendar invitation are not registered as guests.6. Check-inWhat visitors are asked: whether the company name is optional, a photo, the message after check-in, and terms to accept. Visitor types and an iPad at the entrance are switched on from here too.7. Make it yoursColours and logo on the check-in pages, with a live preview.8. Inviting guestsHow hosts register their guests, and the reminders BmyGuest e-mails them.9. Try itCheck in a test visitor with your phone, and download the poster with the QR code for the entrance. Step 2, Basics, with the check-in page on a phone beside the settings. Step 4, Tell the host: e-mail and SMS are on, and one host has no mobile number. Step 5, Reception: Sara Lund works the desk. The suggested domain is the company's own. Step 6, Check-in: questions, the message after check-in, visitor terms, and add-ons for more. Step 7, Make it yours: a starting point, two brand colours, the logo and a photo. Step 9, Try it: the guide waits for your test check-in and tells you when it worked. Testing the check-in Check in with your phone, or in a private browser window, and with an e-mail address that is not your own: signed in as yourself, BmyGuest would check you in as you. Choose a host you can ask whether they were told. A location’s settings Everything about one location is on its settings page: Company settings, Locations, then the location. Find a setting finds a setting by its name or its help text. Each section is saved on its own with Save changes, and the button says so when there are unsaved changes. The settings page for Northgate Copenhagen, with its sections on the left. SectionWhat it holdsGeneralName, address, time zone and phone country; the logos; who works the reception.Check-in experienceThe QR code and poster, what visitors are asked, the visitor terms, and the messages after check-in and check-out.Check-in designColours, fonts, shapes and pictures of the check-in pages, with a preview.Visitor emailsThe reminders visitors get, a welcome e-mail, a check-in confirmation and a landing page.Host notificationsHow hosts are told about their visitors, and reminders to check them out.ReceptionThe visitor list, the badge printer, and which e-mail domains the calendar import leaves out.Add-onsWhat this location uses beyond the basics. General: logos and receptionists Company logo is shown on the check-in pages and at the reception desk. Company logo (Light) is a version for dark backgrounds. Badge print logo is a black-and-white version for visitor badges: label printers print in one colour. Receptionists are chosen among your hosts. Receptionists can edit location lets them change this location’s settings as well. The logos and the receptionists at Northgate Copenhagen. Check-in experience The QR code is what visitors scan at the entrance. Download poster and QR code gives you an A4 poster with your logo, ready to print, and the code on its own. Open check-in page shows the page your visitors see. For a tablet at the entrance, switch on the Kiosk mode add-on. BmyGuest can also supply a printed board in wood, metal or acrylic: ask at [email protected]. The location's QR code, the check-in link and the poster. Further down you decide what visitors are asked: Enable simple check-in: visitors pick no host, and no host is told. For a building where people just sign in. Optional company name, Ask for visitor photo and Allow skip visitor photo. Enable marketing consent: a tick box with your own text, for visitors who want to hear from you. Custom check-in message and Custom check-out message: shown after a visitor checks in or out, for example where to wait, the Wi-Fi password, or where to leave the badge. Show a pop-up after check-in adds a message the visitor has to close. Visitor terms Safety rules, a confidentiality agreement or house rules that visitors accept before they check in. Press New term, give it a title, choose how often it must be accepted, and write the text. Preview as visitor shows it as a visitor will read it. Northgate Copenhagen asks for its house rules once a year. How often must visitors accept it? Every check-in, once a week, month, half year or year, or a number of days you choose. Ask visitors to accept this before they arrive: a pre-registered visitor is e-mailed a link to the terms before the visit, so the check-in is quicker. With the Scrive add-on, a term can be signed electronically instead. A video from YouTube, Vimeo, SharePoint or Microsoft Stream can be embedded in the text. A term: title, how often, and the text. Changing a term Editing a term makes a new version of it, and every visitor accepts the new version at their next check-in. Correct small mistakes right away, before many visitors have accepted. Accept history lists who accepted which term, and when, for a period you choose. Accepted visitor terms at Northgate Copenhagen over the past month. Check-in design The check-in pages use the BmyGuest design in your colours. Start from one of the looks (Warm, Slate or Mono), set your two brand colours, and add your logo and a background photo. Advanced styling has the rest: page and card colours, the backdrop, corners and shadows, fonts, and extra CSS. BmyGuest warns you when a colour makes text hard to read. The setup guide’s Make it yours step has the essentials. Visitor e-mails What a visitor is sent before and after a visit here. BmyGuest does not send an invitation: hosts invite their guests themselves. The reminder an hour before goes to every pre-registered guest, with a link to fill in their details and check in quickly (what the guest sees). Disable 1-hour reminder email turns it off. The reminder the day before goes out when the landing page is switched on: your own page with directions, parking and what to bring, which the reminder links to. Disable 24-hour reminder email for same-day meetings skips it for meetings booked the same day. Send a custom welcome email: your own e-mail to a visitor after their first check-in with your company. Send check-in confirmation to visitor: an e-mail telling the visitor that they are checked in, with the time and their host. Email – company display name replaces your company’s name in these e-mails, and Replace guest names in emails leaves visitors’ names out of them. The first part of Visitor emails: the sender name and the reminders. Host notifications When a visitor checks in, tell the host by chooses the channels: SMS, e-mail and, where your company has set it up, Microsoft Teams. Every channel you tick is used. SMS needs the host’s mobile number. Hosts at Northgate Aarhus are told by SMS and e-mail. Mail the host when a guest is pre-registered for them: a confirmation to the host, straight away or 24 hours before the meeting. Enable Check-out reminder: the host is reminded to check out visitors who are still checked in, a number of minutes after the meeting ends or after check-in. Notify host when a visitor is checked out: an e-mail to the host when their visitor leaves. Hosts can turn it off on their own profile. A host who is away can have someone else receive their notifications: see Send notifications to under Hosts. Reception Enable slim visitor list and Enable full-width visitor list change how the reception desk lists visitors. Don’t require last name: reception can register a guest with one name. Enable visitor badge printer and Default printer: badges are printed when visitors check in. See Badge printer. Ignore visitors with following domains: people from these domains are left out when meetings are imported from calendars. Add your own company’s domain, so colleagues on an invitation are not registered as guests. Reception and hosts can still register them by hand. The Reception section: visitor list, badges and the calendar import. Add-ons The add-ons a location can use are listed in three groups: In use: switched on here. Configure opens its settings. Ready to set up: included in your subscription. Set up opens its settings; saving them switches it on. More add-ons: not part of your subscription. Contact sales sends BmyGuest an e-mail. Every add-on page has the same shape: its settings in cards, each with Save and switch on (or Save changes), and at the bottom Switch off this add-on, which keeps the settings for later. Add-ons for the whole company, such as Microsoft Teams and Microsoft Entra ID, are on the Company profile instead. Mailroom, Lend & Lease, Hospitality and Meeting rooms have guides of their own. Add-ons at Northgate Copenhagen: five in use, and more ready to set up. People Hosts Hosts are the people your visitors come to see. Each has a primary location: where their calendar meetings are registered, and where they are listed for visitors to pick. Administrators and receptionists can add, change and remove hosts. The Hosts page. Synchronised hosts come from Microsoft Entra ID. Filter by location, or by status: not confirmed, synchronised, not synchronised, or hidden from the host list. Open a host’s menu for Edit host, Resend welcome email (for someone who has not confirmed their account yet) and Remove as host. Removing someone also takes away their administrator and receptionist roles, but keeps their BmyGuest profile. Adding a host Press New host and fill in the e-mail address, name and work mobile, and under Work the job title, office and primary location. The new host is e-mailed a link to set up their account, unless you tick Don’t send welcome email; you can send it later from the host list. Hide from host list keeps someone out of the lists visitors and reception pick a host from. A new host at Northgate Aarhus. Importing a list For many hosts at once, use a spreadsheet. The import is in the setup guide’s Hosts step (Import a file): Press Download the template and open it in Excel. It has the columns BmyGuest reads and an example row. Fill in one host per row. The e-mail address identifies a host: a row with an address you already have updates that host. Save it as CSV, choose the file, and press Check the file. BmyGuest shows what each row will do: New, Update or Error, and why. Correct any errors, then press Import. Send new hosts a welcome e-mail decides whether they are e-mailed. A checked file: two new hosts, one to update, and a row with an error. ColumnWhat goes in itemailThe host’s work e-mail address. Required.firstname, lastnameThe name. Required.jobtitle, physicalofficeOptional.phone, phonecountrycodeThe mobile number, and its country code such as +45. A number needs a country code.primaryLocationThe name of the location, exactly as in BmyGuest. Left empty, the host gets the location you are setting up. The Import host list button on the Hosts page opens an older version of the same import, which reads the same file. Changing a host Open a host to change their details, their primary location and contact details, or to hide them from the host list. Send notifications to at the bottom names people who get the notifications about the host’s visitors instead, each on their own schedule, for example an assistant while the host is travelling. Tom Fletcher comes from Microsoft Entra ID, so his name is locked here. For a host synchronised from Microsoft Entra ID, the fields marked with * come from the directory and are locked, and the next synchronisation can overwrite the other details too. Change them in Entra ID instead. Such a host cannot be removed here either: remove them in the directory. Administrators and receptionists Administrators Company profile, Administrators: choose the company’s administrators among its hosts and press Save changes. A person can be administrator of one company only. The administrator whose e-mail address is the company’s contact e-mail (under General) cannot be removed; change the contact first. A company always has at least one administrator. Northgate Group's administrator. Receptionists Receptionists are chosen per location, among your hosts: on the location’s settings page under General, or in the setup guide’s Reception step. They see the reception desk for their locations, check visitors in and out, and can manage hosts. With Receptionists can edit location on, they can also change that location’s settings. Assistants A host can let someone else receive their notifications (Send notifications to), and with Allow this person to act on your behalf? also work in BmyGuest as them: that person then has Act on behalf of at the top of the page. Company and IT The company profile Company settings, Company profile has the settings for the company as a whole, in five sections. General: the company’s name, address and VAT number, the contact person and e-mail, and the logo. Administrators: see above. Hosts: whether new hosts start with their e-mail and phone number hidden from guests (each host can change it on their profile), and Disable host emails for imported meetings, so hosts are not e-mailed about meetings that come in from a calendar. API keys: keys for BmyGuest’s Public API, for your own systems. A key is shown once, when it is created, and gives access to the whole company, so keep it as safe as a password. Delete a key that is no longer used. Add-ons: the add-ons for the whole company, in the same three groups as a location’s, with Microsoft Entra ID and Microsoft Teams among them. The company profile's General section. The company add-ons: Microsoft Entra ID is in use, Microsoft Teams is ready to set up. Microsoft 365 and your IT department This chapter is for whoever looks after Microsoft 365 at your company. It covers keeping the host list in step with Microsoft Entra ID, meetings from Outlook, Microsoft Teams notifications and single sign-on. Hosts from Microsoft Entra ID BmyGuest can read your hosts from Microsoft Entra ID (formerly Azure AD), every night, so people who join or leave the company join or leave BmyGuest by themselves. BmyGuest reads your directory through an app registration you create in your own tenant. In the Microsoft Entra admin center Under App registrations, create a new registration, for example called “BmyGuest host sync”. Under User.Read.All API permissions , add the Microsoft Graph application permissionand grant admin consent. To sync the members of one group only, add GroupMember.Read.All too (or Group.Read.Allif you name the group rather than give its id). Under Certificates & secrets, create a client secret and copy its value (not its id). It is shown only once. Note when it expires. From the registration’s overview page, copy the Application (client) ID and the Directory (tenant) ID. In BmyGuest Company settings, Company profile, Add-ons, Microsoft Entra ID (Azure AD). Only a company administrator can open it. Fill in the two ids and the secret, and choose: Who is imported: everyone in the directory, or only the members of one group (its object id, or its name). Default mobile country code: put in front of mobile numbers stored without one in Entra ID, for example +45. Set host location as: the primary location every imported host gets. With more locations, A group per location gives members of a location’s group that location instead. Hosts may pick their own location lets a host change it on their profile. Press Save and connect. The hosts are imported the following night, or at once with Sync now, which runs in the background. The page shows when the last synchronisation ran and how it went. The app registration, and who is imported. Imported hosts, a group per location, and the last synchronisation. What the synchronisation does: It creates or updates a host for each user with an e-mail address: name, e-mail, mobile number, job title and office, and the primary location. Those hosts are marked Synchronised, and their names are locked in BmyGuest. Where BmyGuest can confirm that an address belongs to your tenant, the host can also sign in with their Microsoft account, and receive Microsoft Teams messages. Hosts you added by hand or from a file are left alone. The synchronisation also removes hosts Every synchronisation makes the synchronised hosts match your directory: someone who is no longer in it, or no longer in the chosen group, stops being a host, and with that loses any administrator or receptionist role in BmyGuest. Check the group before you change it: an empty group removes every synchronised host. When the client secret expires A client secret has an expiry date. When it runs out, the synchronisation stops and the page shows the last run in red. Create a new secret in the Entra admin center before the old one expires, and paste its value into Client secret. Leave the field empty to keep the stored one. Meetings from Outlook A host can register the guests of a meeting they book in Outlook by adding [email protected] to the invitation. Nothing has to be set up in your tenant for this: The invitation must be sent from the host’s contact e-mail address in BmyGuest. The external attendees are registered for the host’s primary location. Colleagues who are hosts in BmyGuest are left out, and so is anyone from a domain the location ignores (Reception, Ignore visitors with following domains). A meeting cancelled in Outlook is cancelled in BmyGuest too. With the Meeting rooms add-on, meetings booked in your meeting rooms with external guests come in by themselves, through an app registration of your own. It has its own guide. BmyGuest can also provide a description of the data it reads from Microsoft 365 and how it is protected, for your security review. Microsoft Teams Hosts can be told in Microsoft Teams when their visitor arrives, a delivery is waiting and more. Company settings, Company profile, Add-ons, Microsoft Teams Bot: Press Download Teams app package. In the Microsoft Teams admin center, under Teams apps, Manage apps, press Upload new app and choose the package. An app setup policy can pin or pre-install it for your hosts. Switch Activate on. Under Messages you choose which of the nine messages hosts get, and change their wording per language. On each location’s settings page, under Host notifications, tick Microsoft Teams. The Microsoft Teams page: installing the app, and switching it on. Who gets Teams messages Teams messages reach hosts who are synchronised from Microsoft Entra ID, once they have opened the BmyGuest app in Teams and sent it a message. Other hosts keep getting their e-mail and SMS. Each host chooses which messages they want under My chat notifications. Single sign-on Everyone can sign in to BmyGuest with a link or code sent to their e-mail address, or with the Microsoft or Google button on the sign-in page. Signing in with Microsoft works for hosts synchronised from Microsoft Entra ID; signing in with Google works for anyone whose e-mail address is a Google account. BmyGuest can also require your hosts, administrators and receptionists to sign in with single sign-on only. Ask BmyGuest support to switch it on. Hosts can then no longer be added by hand or from a file: they come from your directory. Connect and synchronise first Set up Microsoft Entra ID and let it run before asking for single sign-on. When single sign-on is on, the synchronisation replaces a BmyGuest account that is not yet linked to your directory with a new one, and the old account’s roles go with it, an administrator’s included. Badge printer Visitor badges are printed on a Zebra label printer at reception. BmyGuest support sets the printer up and connects it to your locations; what you set yourself: Enable visitor badge printer and Default printer in the location’s Reception section. A badge is then printed when a visitor checks in. Badge print logo in the General section: a plain black-and-white logo prints best. Label print text on a meeting replaces the host’s name on its badges, and Don’t print labels when guests check in skips them for that meeting. A visitor type can skip badges as well. Reception can print or reprint badges from the reception desk, which also shows whether the printer is connected. When the printer does not print Check that the printer is switched on, that its light is green, and that it has labels. Check the network cable or Wi-Fi, and that nothing else changed at reception, such as a new router. Switch the printer off and on again, and print a badge from the reception desk. Do not reset the printer yourself A factory reset also removes the settings that connect the printer to BmyGuest. If the checks above do not help, contact BmyGuest support. Rollout and data Telling your employees Before you start, let your colleagues know what changes for them. Here is an e-mail to adapt: replace the text in square brackets. E-mail to all employees Subject: We now welcome our visitors with BmyGuest Hi all, From [date], we register our visitors with BmyGuest. For you as a host, this means: When you expect a guest, create a meeting in BmyGuest (New meeting), or add [email protected] to your Outlook invitation. Reception then knows who is coming. When your guest arrives, they check in at the entrance or at reception, and you are told straight away by [e-mail / text message / Microsoft Teams]. You find your guests and meetings at app.bmyguest.eu, on your phone or computer. Sign in with your work e-mail address: BmyGuest e-mails you a link, and there is no password. [Or: use Log in with your Microsoft account.] The host guide is at www.bmyguest.eu/support. Questions? Contact [name, e-mail]. Visitor data Every check-in is kept in the visitor history, which reception and administrators open from the reception desk. Export there downloads the visits in a period as a CSV file for Excel. How long visitor details are kept, before they are anonymised, is agreed with BmyGuest. Anonymised visits stay in the history, but without the person’s details. Ask BmyGuest support to change the period. The terms visitors accepted are kept with the date; see Accept history. Help Troubleshooting I made someone a receptionist, but they do not see the reception desk. They see their new menu after signing in again. I cannot choose someone as administrator or receptionist. Every role is given to a host of your company. Add them as a host first. A person can be administrator of one company only. A new host did not get their welcome e-mail. Use Resend welcome email in the host’s menu, and ask them to look in their spam folder. They can also simply sign in with their e-mail address. Hosts are not told when their visitors arrive. Check Host notifications on the location’s settings page: at least one channel must be ticked. SMS needs the host’s mobile number, and Teams needs a host synchronised from Microsoft Entra ID who has opened the app. Also check the host’s own Send notifications to. The Microsoft Entra ID synchronisation failed. The page shows the error. Usually the client secret has expired, or a permission is missing or has no admin consent. Put right the registration in the Entra admin center, save the new secret, and press Sync now. A host disappeared after the synchronisation. They are no longer in the directory, or no longer in the chosen group. Add them there, and they come back with the next synchronisation. A meeting from Outlook did not come into BmyGuest. Check that [email protected] was on the invitation, that it was sent from the host’s contact e-mail address in BmyGuest, and that the guests are not from a domain the location ignores. The guests are registered for the host’s primary location. An add-on says Contact sales. It is not part of your subscription. Contact sales sends BmyGuest an e-mail about it. Visitors are asked to accept our terms again. The term was changed, which makes a new version for everyone. Or the period in How often must visitors accept it? has run out. Button and screen names are given in English, as they appear in the screenshots. If you use BmyGuest in another language, the wording differs, but every screen and button is in the same place. The screenshots show a fictional company, Northgate Group.