Visitor guide

Where to start

Overview

In one minute

When you visit a company that uses BmyGuest, you check in with your own phone or on a screen at the entrance, your host is told that you have arrived, and you check out when you leave. There is nothing to install and no password to remember.

This guide follows two visitors at the fictional Northgate Group: Clara Holm, who comes for the first time, and Maya Torres, who visits regularly and has a meeting booked today.

Your visit

Before your visit

BmyGuest does not send you an invitation of its own: your host invites you the way they usually do, and registers you in BmyGuest so reception knows you are coming.

What you may get from BmyGuest is a reminder: an hour before the meeting, and at some companies also the day before. It has a personal link that saves time at the entrance:

• Opened in advance, the link lets you fill in your details: name, mobile number, company and job title, and whether other people at the meeting may see your e-mail address and phone number. Where the company asks for them, you add a photo and accept its visitor terms as well, and where it offers refreshments, you choose yours.
• Opened within half an hour of the meeting, the link takes you straight to checking in.

Checking in

At the entrance or in reception you find a poster with a QR code. Point your phone’s camera at it and tap the link that appears. Many companies also have a screen (a kiosk) in reception, and reception can always check you in themselves.

Your first visit

Clara visits Northgate for the first time. She scans the code and follows the steps. Which steps you see depends on the company: some ask for a photo or visitor terms, some do not.

1. Type your e-mail address and press Next.
2. Under We need some details, fill in your full name, your mobile number and your company. The flag in front of the mobile number chooses the country code. Tick I Agree to BmyGuest’s terms and conditions and press Next.

3. If the company asks for a photo, press Take photoand allow the browser to use your camera, then Confirm photo (or Retake). You can also Pick a photo from your device or use your LinkedIn picture. Some companies let you Skip for now.
   • Save image to my profile keeps the photo for your next visits, at this company and others that use BmyGuest. Leave it unticked and the photo is used for this check-in only.

4. If the company has Visitor Terms, such as safety rules or a confidentiality agreement, tap each one to read it and press I agree to the terms above. When every box is ticked, press Accept. Once accepted, you are asked again only when the company says the terms must be renewed.

Some documents are signed electronically instead. The term then opens a signing page from the company’s signing service; afterwards you return to the check-in. If you cannot accept a term, speak to reception or your host.

5. Under Find your host, start typing the name of the person you are visiting, choose them and press Check in.

The page now says You are now checked in at the location, with the time and any practical information from the company, such as where to wait or the guest Wi-Fi. Your host is told that you have arrived.

When your host has registered you

Maya’s host, Grace, registered her for today’s meeting. When Maya scans the code within half an hour of the meeting, BmyGuest recognises her and checks her in straight away: no host to look up, and no form, because her details are already there.

• On a phone you have checked in with before, you stay signed in, so you do not type your e-mail address again. BmyGuest only asks for what is missing, such as a photo, or terms that have to be accepted again.
• Arriving more than half an hour early? You are then asked to choose your host, as on a first visit.
• If you already have a BmyGuest account, some companies send you a login code by e-mail when you type your address: type the code, or tap the link in the e-mail.
• Signed in as someone else, or with the wrong e-mail address? Use Log out and restart check-in at the bottom of the page.

At a screen in reception

A kiosk works the same way, with the heading Check in or out at and the location’s name. It goes back to the start after about 30 seconds without a touch, and it signs you out when you are done, so the next visitor starts afresh. You also use it to check out: type your e-mail address again.

During your visit

Keep the check-in page open: everything about your visit is on it. Closed it by mistake? Scan the QR code again, and the page comes back.

• Checking out? holds the button you use when you leave.
• Your host shows who you are visiting, with their job title and, where they share them, their e-mail address and phone number. Download Contact saves them to your phone’s contacts.
• Want to access your history? leads to your own BmyGuest account; see Your visits and your profile.
• Arrived by car? appears where the company registers visitors’ cars: type your licence plate and press Register parking.
• Guest WiFi appears where the company offers a personal Wi-Fi login: press Get guest WiFi and you get the network, username and password on screen and by e-mail.

Digital door keys

Some companies open their doors with your phone. The check-in page then shows Digital door key: while your host still has to give you one, it says so, and you get a text message when they do. Once you have a key, See list of doors shows the doors it opens, and you open a door by tapping it. The key works for the time your host chose, usually the length of the meeting.

Checking out

Please check out when you leave. It tells the company that you are no longer in the building, which matters most if the building ever has to be evacuated.

1. On your check-in page, open Checking out? and press Check Out.
2. Press Confirm check-out. The page says You’ve checked out!, often with a note from the company, such as where to leave your visitor badge.

• No longer have the page? Scan the QR code again on the same phone: it shows that you are checked in, with the Check Out button.
• At a kiosk, type your e-mail address. The Check Out button appears a few minutes after you checked in.
• Reception and your host can also check you out.

Afterwards

Your visits and your profile

With a BmyGuest account you can see every visit you have made to companies that use BmyGuest, and those still to come, and decide what other people at your meetings may see. Open app.bmyguest.eu in your browser, or tap Want to access your history? on your check-in page.

1. Type your e-mail address and press Next.
2. Press Send magic link. BmyGuest e-mails you a sign-in link and a login code.
3. Tap the link in the e-mail, or type the code on the page. Signing in for the first time also confirms your account.

The menu (the button at the top left) has two pages: My visits and Settings. Visitors who also borrow things from reception see My loans too.

My visits

• Digital door key at the top, while you have one that works now, with Open doors.
• Checked in now: where you are checked in at the moment.
• Upcoming visits: where you are expected in the next 90 days. A visit that starts soon has a check-in button.
• Earlier visits: where you have been, with a choice of period.

Tap a visit to open it. You see the address with a link to a map, the meeting, the room, the date and time, the visitor terms you accepted there, who else is at the meeting, and your host, with Save contact to add them to your phone.

Settings

Settings has your profile in two parts. Each part has its own Save changes button.

• Basic profile: your photo (take a new one, or use your LinkedIn picture), your name, your mobile number and a link to your LinkedIn profile. The mobile number is not shown to other people; it is used to reach you with important information. Your LinkedIn link is visible to people you have had meetings with.
• My visitor profile: the details the companies you visit see, your company, job title and phone number, and two switches, Display email address? and Display phone number?. They decide whether other people at your meetings can see those details. The company you visit, its hosts and its reception can always see them.
• Privacy and terms: the privacy policies and visitor terms you have accepted, and when.

Your e-mail address is your login and cannot be changed here. At the bottom of the page, Log out on all devices signs you out everywhere, for example from a phone you have lost, and Delete and anonymize profile removes your profile for good. That cannot be undone.

Your details and your privacy

• The company you visit sees what you registered: your name, company, job title, e-mail address, phone number and, where you gave one, your photo. That is what reception and your host need to receive you.
• Other people at the same meeting see your name and company. Your e-mail address and phone number are shown to them only if you switch that on in Settings.
• The visitor terms you accept are kept with the date, so the company knows you have accepted them.
• Each company decides how long it keeps its visitor log. Ask the company you visited, or its privacy policy, which is linked at the bottom of every check-in page.

Help

Troubleshooting

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.