Booking Seats for Guests or Visitors

To host a guest or visitor in your office, you must first add them to the KloudHybrid application. For adding guests, consult the Add a New Guest document, and for visitors, refer to the Create A Visit guide. Once added, book a seat for them by following the Book a Seat For Others section. To check in a visitor, follow the Check-In a Visitor guide, If you need to make any modifications to your existing bookings, such as extending the booking duration, checking out, reporting an issue, sharing the booking with others, or deleting the booking, you can easily do so by following the instructions provided in the Manage My Bookings guide.

Table of content

Subsections of Booking Seats for Guests or Visitors

Add a New Guest

Guest Page

  1. The “Guests” page displays the list of guest users and allows you to add a new guest. You can search for a guest from the search box, who is already added.
  2. It is not possible to extend the timings booked for a guest user.
  3. Page navigation is available on the Guests page and it is enabled if the number of guests extends further.

Add a new guest

  1. Select the Guest menu.
  2. Click the New guest button.

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  1. The “Add Guest” window is displayed.

  2. Update all the mandatory fields such as first name, last name, e-mail address in the “Add Guest” dialog box and click Save.

  3. A new guest is added to the KloudHybrid.

  4. Only the admin can edit the guest details.

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Create a visit

  1. Navigate to New Booking > For others > Without Seat.
  2. This will take you to the Create a Visit page.

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  1. Type Visitor name in the provided field.

  2. If the Visitor details are not added already, click +visitor button.

  3. The Add Guest window is displayed.

  4. Update all the mandatory fields such as first name, last name, e-mail address, Phone number, and Company name in the Add Guest dialog box and click Save.

Note: If the guest’s image is available, it can be added as well.

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  1. A new guest is added to the KloudHybrid.

  2. Then go back to the Create Visit page and fill out all the information in the New Visit window that appears.

    Time zone: Choose a time zone from the dropdown menu. This is determined by the location of the office.

    Date: Choose the visitor’s arrival date.

    From time: Choose the visitor’s arrival time.

    Duration: It is useful for indicating how much time the visitor will spend in the office.

    Site and floor: Select office site and floor.

    Purpose Of Visit: Specify the reason for visitor arrival.

  3. Finally click Book button to make booking.

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  1. Once booked, a confirmation email with an 8-letter code will be sent to the visitor. Refer To check-in for the physical workplace section for check in details.

Check in a visitor

  1. A confirmation mail will be sent to the mail ID as soon as the seat is booked.
  2. Click on the Booking Code provided with the mail.

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  1. Then, a window with visit details will appear, you can proceed by clicking on the Questionnaire button.

Note: This button will appear only if the administrator makes the questionnaire mandatory. Otherwise, the QR code button will appear.

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  1. Each organization will have its own set of questions. Answer the questions and press the Submit button.

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  1. The questionnaire button immediately transforms into the QR code button. When you click on it, a QR code will appear.

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  1. It can be scanned at the office’s KIOSK machine.

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  1. Immediately following the scan, a checkbox with the terms and conditions will appear. Accept it after reading it. The check-in button will appear immediately; click on it.

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  1. You are checked in successfully.

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  1. By clicking on the Print Badge button, you can generate a temporary ID card.

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  1. There is also another way to check in.

  2. Click on the I have a Booking Code button on the kiosk machine installed in the office.

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  1. Then, in the text box that appears, enter the code you received via email.

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  1. By clicking on the Print Badge button, you can generate a temporary ID card. The booking status will then be changed from pending to confirmed.

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