Where to start Before the visit Sign in Invite a guest Give a digital door key Meetings from your calendar When the guest arrives How you are told Check a guest in or out Lend something to a guest A door does not open Your own things Your start page Your deliveries Your loans Who gets your notifications Getting started In one minute As a host you invite guests, know when they arrive, and make sure they can get in. BmyGuest does the paperwork: reception knows who is coming, your guests are reminded before they come, and you are told the moment they check in. Everything a host needs works on a phone, and most hosts use BmyGuest that way. This guide follows Grace Adeyemi, a host at the fictional Northgate Group, through a normal day. In the menuWhat it is forHomeYour start page: who has just arrived, who is on the way, what needs your attention, and what is coming up later.My guestsEvery guest you are expecting, who is in the building now, and who has been.My MeetingsYour meetings with guests, today, coming up and earlier.My visitsYour own visits to other companies that use BmyGuest.My loansWhat you have borrowed at a reception. Only with Lend & Lease.My deliveriesParcels and letters waiting for you. Only with Mailroom.SettingsYour profile, your host details, and who gets your notifications. Not everything applies to you Some parts of this guide depend on add-ons your company may not use at your location: digital door keys (access control), Lend & Lease and Mailroom. Their chapters say so at the top. If a button or menu entry from this guide is missing on your screen, your company does not use that add-on where you work, and you can skip the chapter. Signing in BmyGuest does not use a password. You sign in with your e-mail address and a link or code sent to it, or with your company’s Microsoft or Google account. Open BmyGuest in your phone’s browser and type your work e-mail address. Press Next. Press Send magic link. BmyGuest e-mails you a sign-in link and a login code. Open the e-mail and tap the link, or type the code on the sign-in page and press Next. Or press Log in with your Microsoft account or Log in with your Google account and use your company account. Some companies require this, and the page then tells you so. Signing in on a phone: your e-mail address, then the code from the e-mail. Tip Add BmyGuest to your phone’s home screen (in the browser’s share or menu button: “Add to Home Screen”). It then opens like an app. Links in the e-mails BmyGuest sends you usually sign you in straight away. Your start page Home shows what matters right now, most pressing first. A section appears only when it has something in it, so on a quiet day the page is short. It keeps itself up to date: when a guest checks in, the page changes without you reloading it. SectionWhat it showsJust arrivedGuests who checked in within the last 15 minutes. Time to go and meet them.On the wayGuests due within the hour, or running late, with a countdown. You can call them or check them in from here.Needs your attentionDeliveries waiting for you, loans overdue or due back today, and deliveries you may collect for a colleague. Each line opens the page it is about.In the buildingYour guests who are checked in now, with a check-out button.Later today and TomorrowYour meetings still to come, one line per meeting, at its start time. The menu (tap the button top left), and the top of Grace's start page. At the top are New meeting and, where you may lend items to guests, New loan. At the bottom, All my guests and My meetings open the full lists. Opening a meeting Tap a line to open the meeting right there, without leaving the page. You see every guest on it, with their company, job title, e-mail and phone number, and what still needs doing before or during the visit. To do before the visit: a line at the top of the meeting lists what is missing, for example “No door key for 1 of 2” or “Visitor terms not accepted”. vCard saves the guest to your phone’s contacts. Check in or Check out does just that for the guest. The tiles under each guest show the extras the guest has or can get, as icons on a phone. See Icons at a glance at the end of this guide. Add a guest to the meeting adds someone else. To change the time or details, open the meeting in My Meetings and tap the pencil (Edit meeting). An opened meeting: one guest has no door key yet. Right: the rest of the start page. Your guests Inviting guests A visit starts with a meeting. Press New meeting on your start page, My guests or My Meetings, fill in the form, and press Create meeting. Reception sees your guests on the day. Your guests and e-mail BmyGuest does not send your guests an invitation: invite them from your own calendar as you always do. What BmyGuest sends them is a reminder an hour before the meeting, with a link to fill in their details and check in quickly, and, where your company has switched it on, one the day before as well. Meeting details Subject of meeting: what reception and your guests see, for example “Supplier visit: Fjordline Print”. Location: the office the guests come to. Meeting location: the room, which reception and your guests see. Digital door key: shown where your location uses door keys. Choose the access every guest on the meeting gets, or “No access level assigned”. See Digital door keys. Internal note: for reception only; your guests never see it. Time The date, start time and end time. A meeting that runs over several days can create a check-in for each day: switch on Recurring check-ins? and choose the weekdays. Attendees Add each guest with their e-mail, name, phone number and company. Add attendee adds another row; the bin removes one. Your location decides which fields are required. Attendance tells reception whether the guest comes on site or joins remotely. Online meeting marks the whole meeting remote. For a long list, upload a file with the guests (Click here to download a .csv sample shows the layout). You check the result before the guests are added. New meeting on a phone: details with a door key for every guest, the attendee options, and the guests. Depending on your company, the form also has Settings (for example the text on the printed visitor label) and catering for the meeting. Meetings from your calendar Booking in Outlook? Add [email protected] to the invitation along with your guests. BmyGuest registers the external guests on it for your Primary location (see Your profile and notifications); colleagues on the invitation are not counted as guests. It works when the invitation is sent from the e-mail address on your BmyGuest profile, and a meeting you cancel in Outlook is cancelled in BmyGuest too. Where your company has connected its meeting rooms to BmyGuest, a meeting you book in one of those rooms with external guests appears by itself as well. Its time and subject then follow Outlook; you can still add guests and door keys in BmyGuest. My guests and My Meetings The start page shows the next few hours. These two pages show everything. My guests lists your guests by where they are: pre-registered and on the way, checked in now, coming up in the next seven days, and, under History, the ones who have checked out. Each list has its own search box. My Meetings lists your meetings: today, coming up (the next 30 days, or a period you choose) and earlier meetings. The counter on each meeting shows how many of its guests have arrived. Tap a guest or a meeting to open it, with the same details and buttons as on the start page. My guests and My Meetings on Grace's phone. When your guest arrives When a guest checks in, at a kiosk, with the QR code at the entrance, or at the reception desk, you are told straight away. Your company decides how: by e-mail, by text message, or in Microsoft Teams or Slack. The guest also moves to Just arrived on your start page. If someone else should be told instead of you, an assistant for example, add them under Send notifications to in Settings. Checking a guest in or out yourself You can check your own guests in and out, for example when you meet them at the door. On the start page, the On the way line has a check-in button; an opened guest has Check in or Check out. BmyGuest shows who will be checked in and asks you to confirm. Checking Henrik in from the start page. Digital door keys Only where your location uses digital door keys (access control). A digital door key lets your guest open locked doors with their phone. You decide which doors by choosing an access level, and the key lasts only as long as the visit. Access levels Your company sets up the access levels, for example “Main entrance and 3rd floor” or “Parking gate”, and decides which ones hosts may give. You only see the levels you are allowed to give. If you need a level you do not see, ask your facility manager or administrator. How long a key lasts A key given for a visit starts an hour before the guest is expected and ends when the meeting ends. It stops working by itself, so there is nothing to remember to withdraw. Giving access There are three ways, whichever suits the meeting. When you create the meeting. Choose a Digital door key in the New meeting form, and every guest on the meeting gets it. For all the guests of a meeting at once. In My guests or on your start page, tap the padlock button on the meeting and choose Give access to all. The menu lists each guest with Issued or Not assigned, and Revoke access from all takes the keys back. For one guest. Open the meeting, tap the padlock tile under the guest, choose an Access level and press Save access. The same panel changes a key, and No access withdraws it. Giving access to all three guests of the Brand workshop, and a key for Sofia alone. The meeting’s to-do line counts the guests still without a key (“No door key for 2 of 3”), and the padlock tile shows each guest’s state: a green tick when a key is issued, a plus when there is none. What your guest gets When the key starts straight away, the guest gets a text message: “Your host, Grace, has given you a Digital Door Key to open locked doors while visiting us.” with a link. When the key starts later, the doors appear in BmyGuest on the guest’s phone once the visit begins, for example after they check in. The guest’s door page has one Open button per door their level covers. Doors may also have a QR code next to them that the guest can scan. What Daniel sees on his phone: one button per door his key opens. Good to know A door key is personal and needs the guest’s own profile, so a guest who was registered by hand at the desk, without an e-mail address, cannot get one. A guest who has checked out cannot get or change a key. If the padlock tile says the access control system could not be reached, try again in a moment, or ask reception. Nothing is changed until the system confirms it. Add-ons Borrowing and lending (Lend & Lease) Only where your company uses Lend & Lease. Lend & Lease keeps track of the things a reception lends out: laptops, chargers, access cards, umbrellas. As a host you see what you have borrowed yourself, and where your location allows it, you can lend items to your guests. What you have borrowed My loans lists what is on loan to you, soonest due first: overdue items in red, items due today in amber. Your start page also shows an Overdue loan or Due back today line. Hand an item in at the reception you borrowed it from. Reception confirms the return, and the item moves to Returned. While an item is overdue you get a reminder e-mail. The bell button pauses those reminders (Pause reminders), for everything due back at the same time; press it again to resume. Lending to your guest Press New loan on your start page, or tap the key tile under a guest. Choose the Location, who it is Register to (one of your guests, or yourself), the Items, and the Expected return. Only items your location lets hosts lend are listed. Press Register loan. The key tile under the guest now shows how many items they have. Grace's own loans, one of them overdue, and lending a guest laptop to Sofia. When you check out a guest who still has something on loan, BmyGuest lists the items so you can tick the ones they gave back. The guest is checked out either way; unticked items stay on loan. Checking Daniel out: tick Guest laptop 2 if he returned it. The Lend & Lease guide describes the reception side in full. Deliveries (Mailroom) Only where your company uses Mailroom. When reception registers a parcel or letter for you, you usually get an e-mail, and a Deliveries waiting for you line appears on your start page. Everything is on My deliveries, which the Mailroom guide describes in Collecting your own. Waiting for you lists your deliveries, oldest first, each with its pickup code (for example P-156). Tap one for the photo of the label, the sender and where to pick it up. Show the pickup code at reception, or fetch the delivery where it waits. Once you have it, press Picked up. Collect for a colleague lists deliveries reception has arranged for you to collect for someone else. Where your location allows it, you can also look up a colleague’s delivery by its number or pickup code and mark it Collected. See Collecting for someone else. Earlier deliveries shows your last 50. My deliveries, and one delivery opened with its photo and pickup code. The Mailroom guide describes the reception side in full. Your profile Your profile and notifications Settings in the menu holds your profile. Changes are saved with the Save button in each section. Basic profile: your name, profile photo and mobile number. The mobile number is used to notify you and is not shown to others. My host profile: your job title and office, and your Primary location, where guests from your calendar meetings are invited to. Display phone number for guests? and Display email for guests? decide whether your guests see how to reach you. Send notifications to: people who should receive the notifications about your guests instead of you, each with their own schedule. With nobody on the list, you receive them yourself. Notifications: where your location offers it, you can choose to get an e-mail when one of your visitors is checked out. My visitor profile and Privacy and terms: your details for when you visit other companies, and the policies and terms you have accepted. Grace's host profile, and the list of people who get her notifications. Synchronised profiles If your company keeps its people in Microsoft Entra ID (Azure AD), some fields come from there and cannot be changed in BmyGuest. Ask your IT department to correct them at the source. Visiting other companies My visits lists your own visits to other companies that use BmyGuest: where you are expected, where you are now, and where you have been. Open a visit to see who you are meeting and how to reach them. Help Icons at a glance On a phone, the tiles under a guest and the buttons on a line are icons. They mean: IconMeaningPadlockDigital door key. A green tick: the guest has a key. A plus: tap to give one. Next to a meeting, the padlock opens Give access to all.KeyLoans. A number: how many items the guest has borrowed. Tap to lend something.Arrow into a doorCheck the guest in.Arrow out of a door (red)Check the guest out.PhoneCall the guest.Bell with a line through itOn My loans: pause reminder e-mails for that loan.Green dot on the initialsThe guest is checked in.People and a numberOn My Meetings: how many of the meeting’s guests have arrived, for example 2/2. Troubleshooting I do not see New loan, My loans or My deliveries. These need Lend & Lease or Mailroom at your location, and hosts must be allowed to lend for New loan. The menu is worked out when you sign in, so sign out and in again after your company switches one of them on. The padlock tile is grey, or says I cannot give a key. The access control system offers you no level to give: ask your administrator for one. The system could not be reached: try again in a moment. The guest has checked out, or was registered without a profile. My guest did not get the door key text message. The text is sent only when the key starts straight away. A key given for a later visit shows up on the guest’s phone once the visit starts. Check also that the guest’s phone number is in their details. My guest says a door does not open. Check the key’s access level covers that door, and that the visit has started (keys begin an hour before the guest is expected). If both are right, contact reception. I am not told when my guests arrive. Check Send notifications to in Settings: while someone on that list is active, they get the notifications instead of you. Check your mobile number too. How notifications are sent (e-mail, text, Teams or Slack) is set up by your company. A meeting from my calendar is not in BmyGuest. Only meetings with external guests are imported: ones with [email protected] on the invitation, or booked in a meeting room your company has connected. The invitation has to come from the e-mail address on your BmyGuest profile, and the guests go to your Primary location, so check both in Settings. The sign-in link does not work. A link works once and for a limited time. Ask for a new one, or type the code from the e-mail instead. If your company uses Microsoft or Google sign-in, use that button. 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, on a phone.