Where to start

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 menu	What it is for
Home	Your start page: who has just arrived, who is on the way, what needs your attention, and what is coming up later.
My guests	Every guest you are expecting, who is in the building now, and who has been.
My Meetings	Your meetings with guests, today, coming up and earlier.
My visits	Your own visits to other companies that use BmyGuest.
My loans	What you have borrowed at a reception. Only with Lend & Lease.
My deliveries	Parcels and letters waiting for you. Only with Mailroom.
My chat notifications	Which notifications reach you in Microsoft Teams and Slack, and connecting your Slack account. Only where your company uses them.
Settings	Your 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.

The new design

This guide shows BmyGuest’s new design. Where your company allows it, a BETA bar at the top of the page offers Turn off the new design, which takes you back to the old design that this guide does not describe. In the old design, Turn on the new design at the top of the page brings the new one back. Your choice is remembered on your account, so it follows you to your phone and every browser.

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, then press Log in on the page that opens. 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. The address app.bmyguest.eu/h always opens your own start page, also if you work at a reception desk, so it is a good one to save. Links in the e-mails and text messages BmyGuest sends you sign you in: if you are not signed in already, press Log in on the page that opens.

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.

Section	What it shows
My guests now	Your guests who are checked in now. Guests who arrived within the last 15 minutes come first, with a green dot and how long ago they came: time to go and meet them. Every line has a check-out button.
My guests today	Guests still to come today. First those due within the hour or running late, with a countdown or how late they are. You can call them or check them in from here. Then your meetings later today, one line per meeting, at its start time.
Needs your attention	Deliveries 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.
Did not arrive	Guests expected today who never checked in. A guest stays under My guests today until their meeting ends (without a meeting, until an hour after they were due), then moves here until the end of the day. If the guest turns up after all, open the line to check them in.
From tomorrow	How many guests are coming tomorrow and on the days after, with a link to them on My guests.
My visit now, My visits today and My visits from tomorrow	Your own visits, where you are the guest. Each line opens My visits.

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. Edit meeting, the button at the top of the meeting, changes it until it is over. It opens on the guests, with Online meeting at the top; Meeting details, Time and Settings follow underneath, folded to one line each: tap one to change it. On a computer the three folded lines come first instead, above the guests. Copy meeting at the bottom of Edit meeting starts a new meeting with the same subject, guests and colleagues, today at the same times: choose the date, then tap Create 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. If you close the form before saving, BmyGuest asks first: Keep editing or Discard changes.

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. On your start page and in My guests, each day then shows as a meeting of its own, and checking its guests in checks them in for that day only. When you edit the meeting later, the changes apply to every day. To change one day only, choose it under Meeting series at the top and press Edit this day only: the day becomes a meeting of its own with that day’s guests, and everything in the form can then be changed for that day alone. Later changes to the series do not reach the day, and deleting the series also deletes the day while it has not started.

Attendees

Under Guests, add each guest with their e-mail, name, phone number and company. Add guest adds another row; the bin removes one. Your location decides which fields are required.
If you type a colleague’s e-mail address, BmyGuest asks how they take part, and you choose before you save. Add as colleague moves them to Colleagues: they join the meeting without being registered and do not check in at reception. Register as guest keeps them on the guest list, for example a colleague from another office who needs a badge or a door key. Not a guest after all undoes that until they have checked in.
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). Its guests are added to the list straight away, where you check and change them like any other guest; Undo, on the line under the upload, takes them out again.
On a computer the form is wide and each guest fits on one line. The note button on the line opens a note for the guest; a guest who has a note shows it.

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 join as colleagues, not guests, unless you register one as a guest in the meeting. 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.

From a meeting in Outlook

Where your company uses BmyGuest for Outlook, you add visitors from the meeting itself, on a computer: in Outlook on the web, the new and classic Outlook for Windows, and Outlook for Mac.

Create or open a meeting you organise, and choose BmyGuest, then Visitors. In Outlook on the web it is under the Apps button. Check the Location: your visitors are registered there. If you book one of your company’s meeting rooms, the location follows the room.
Add your visitors. Search for someone who has visited before, tick the people from outside the company who are already in the invite and register them with the button under the list, or type a name. An e-mail address is optional, so you can add someone whose address you do not have. Where the location uses visitor types, you can also choose a Type; it is optional and starts on the type the meeting’s visitors usually have. Tick Also invite to the meeting in Outlook to send a visitor with an e-mail address the meeting invitation too. Colleagues in the invite are listed, but they are not visitors. If the meeting is already in BmyGuest, from a room booking or from [email protected], the pane shows its visitors, and whatever you add, change or remove is saved in BmyGuest straight away.
Where the location takes catering orders, you can also order the meeting’s catering: press Order catering, choose products and quantities, check the delivery time and place, fill in the payment fields marked * and press Save order. The delivery time starts at the meeting’s start, and the place is the meeting room you booked. If you move the meeting or change the room in Outlook, the order follows, unless you typed a place of your own. Catering for a recurring meeting is ordered for each day in BmyGuest.
Send the invitation. A meeting that was not in BmyGuest yet is registered a few minutes later, and reception then sees your visitors. The kitchen gets the catering order at the same time. If the order cannot be placed then, for example because the ordering deadline has passed, you get an e-mail saying why.

The first time, you may be asked to press Connect and sign in to BmyGuest in the small window. That happens once. Changes to a meeting that is already in BmyGuest are saved straight away; visitors waiting for you to send the invitation are marked Not sent yet. Changing the location moves the meeting with its visitors, until the first one has arrived. While catering is ordered, the meeting stays at its location. If the meeting is moved after the ordering deadline, the order still moves with it and the kitchen is told. You get an e-mail: contact the kitchen if the order no longer fits. The pane shows when your visitors arrive. To change anything else about the meeting, use Open this meeting in BmyGuest.

Keep BmyGuest in the invite

When you add the first visitor or order catering, BmyGuest puts an attendee called BmyGuest visitor registration in the invite. Leave it there, even if Outlook calls its address unknown: through it BmyGuest moves the visits when you move the meeting, and cancels them when you cancel it, from any device. Nobody gets e-mail from it. Removing it cancels the visits in BmyGuest, and before the invitation is sent it means they are never registered. The pane warns you if it is taken out: press Put it back. Adding another visitor puts it back too. The meeting’s time and subject come from Outlook, so you change them in Outlook.

Meetings made in Teams

The BmyGuest button is not in the Teams calendar. A meeting you create in Teams is also in your Outlook calendar, so open it there, on a computer, to add visitors. Once BmyGuest visitor registration is in the invite, you can move or cancel the meeting in Teams just as in Outlook.

Sharing a join link

Instead of adding every guest yourself, you can share a link that guests use to sign themselves up. It suits a meeting with many external guests, or one where you do not have everyone’s details.

Switch on Join link, under Online meeting in the attendees: when you create the meeting with New meeting, or in a meeting you open again, for example from My Meetings.
Press Copy and paste the link into your invitation, a mail or a chat. A new meeting shows the link as soon as you press Create meeting.
Whoever opens the link sees the place, the date and time and your name, fills in their details and presses Sign me up. They do not need an account and are never asked to sign in.

Each guest who signs up appears on the meeting’s guest list and gets a confirmation by e-mail, with the visit for their calendar. You get an e-mail for each one too, and on your guest cards they are marked Joined via link, at reception with a link symbol. The join page names the meeting only if you tick Show the meeting title on the join page; otherwise it shows only the place, the time and the host. At most 100 people can sign up through one meeting’s link, and the link stops working when the meeting is over.

Good to know

Anyone who gets hold of the link can sign up, so share it only with the people it is for. Switching Join link off stops it working. Make a new link replaces it: the old one stops working at once, and the guests who have signed up stay on the meeting. A guest who signs up through the link gets a door key or parking only when they check in. The details are the guest’s own, and nobody has checked them. If someone signs up with an address that is not theirs, the owner of the address can remove the visit from the confirmation e-mail.

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, and a camera with a number shows how many join online.

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.

Guests who join online

An opened meeting in My Meetings also lists the guests who join online, under Attending online. Reception does not expect them, and they have no check-in button. Until the meeting is over, each guest who has not arrived has a choice of On site or Online, so you can change how one guest attends without editing the meeting. The change is saved straight away.

On a meeting marked Online meeting, every guest joins online. To have someone on site, turn off Online meeting under Edit meeting.

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, and the link in the text message opens that page.

If someone else should be told as well, or 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, and the Just arrived and In the building lines have a check-out button; an opened guest has Check in or Check out. BmyGuest shows who will be checked in or out and asks you to confirm.

When you are reminded to check out

Where your company has switched it on, BmyGuest reminds you when a guest is still checked in some time after the meeting has ended, or, for a visit without a meeting, some time after they checked in. The reminder comes by e-mail, and in Microsoft Teams or Slack if you get your notifications there. Its link opens Check out your guests: the guests still checked in with you, each with a Check out button, and Check all out when there are several. Check out the ones who have left.

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, and an item that is already lent out is marked “on loan” and cannot be chosen.
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 get the notifications about your guests, an assistant for example, each with their own schedule and channels. Choose whether they get them instead of you (Instead of me) or as well as you (As well as me) while they are active. With nobody on the list, or nobody active, you get 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. Where your company has switched it on, your Microsoft 365 photo also becomes your profile photo if you have not chosen one yourself.

Notifications in Teams and Slack

Only where your company sends notifications to Microsoft Teams or Slack. My chat notifications in the menu shows where your notifications arrive and which ones you get.

Microsoft Teams: open the BmyGuest app in Teams and send it a message once. Your company’s Teams administrator may need to make the app available to you first.
Slack: usually there is nothing to do. BmyGuest finds you in your company’s Slack workspace by your work e-mail address, and your notifications arrive as direct messages from the BmyGuest app. If BmyGuest cannot find you, for example because your Slack account uses another address, your start page shows Get your notifications in Slack: press Connect Slack and sign in with Slack. Not now hides it for a month in that browser. Disconnect under My chat notifications stops the messages, and your company does not connect you again by itself.
Under Notifications, each switch covers both Teams and Slack. A switch you change is your own choice; Follow my organisation's default undoes it. Changes are saved straight away.

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:

Icon	Meaning
Padlock	Digital 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.
Key	Loans. A number: how many items the guest has borrowed. Tap to lend something.
Arrow into a door	Check the guest in.
Arrow out of a door (red)	Check the guest out.
Phone	Call the guest.
Bell with a line through it	On My loans: pause reminder e-mails for that loan.
Green dot on the initials	The guest is checked in.
People and a number	On My Meetings: how many of the meeting’s guests have arrived, for example 2/2.
Camera	On My Meetings: guests who join online. A number: how many.

Troubleshooting

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 and Instead of me is chosen, they get the notifications instead of you. Choose As well as me to get them too. Check your mobile number as well. How notifications are sent (e-mail, text, Teams or Slack) is set up by your company. For Teams and Slack, see My chat notifications in the menu: Slack only reaches you once you have connected your account.

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.

My screens look different from this guide.

You may have turned off the new design. Press Turn on the new design at the top of the page.

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.

Host guide