Contents
Visitor Management Settings
The following settings control how visitor access and management operate across your organisation.
They determine how visitors are invited, checked in, and recorded within the Matrix Booking system.
Allow Standard Users to Book Standalone Visitors
This setting controls whether standard users can invite external visitors without linking them to a room or resource booking (known as a standalone visitor).
When enabled, standard users can register visitors directly (via the Visitor tab) to an available reception, even if no meeting space has been booked.
Allow standard users to check in visitors
By default, visitor check-ins are managed by Reception staff.
This setting allows standard users (employees) to check in their own visitors directly, if required. Standard users only have access to their own visitors, and ‘Other’ visitors are not visible to them.
Use Case:
Organisations without a staffed reception area, or where employees host visitors personally.
Send visitors a passcode for Self-Service Check-In
When enabled, visitors receive an email containing a passcode that allows them to self-check in upon arrival.
Use Case:
Ideal for organisations with self-service kiosks or unattended reception areas.
Send visitors a QR Code for self-service or scan check-in
This setting enhances the visitor check-in process by including a QR code in the visitor’s passcode email.
The QR code can be:
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Scanned by Reception, or
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Scanned by the visitor directly using the Welcome Application for self-check-in.
Use Case:
Provides a faster, touch-free check-in experience for visitors.
Include staff bookings in the visitor list
By default, only external visitors appear in the Visitor List.
This setting allows you to include internal staff (hosts or attendees) in the visitor list as well — useful if staff are required to check in, scan QR codes, or complete declarations in the same way as visitors.
Require declarations for visitor check-in
If visitors must complete a declaration (for example, health and safety, COVID-19, confidentiality agreement), this setting enforces that rule.
Visitors can:
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Receive an email with the declaration to sign before arrival, or
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Complete it on-site at check-in.
Matrix Booking will prevent check-in if a declaration has not been signed.
If required, receptionists can be authorised to sign declarations on behalf of visitors.
See Declaration Templates for configuration details.
Visitor data retention period
By default, Matrix Booking retains visitor information for the duration of the client contract.
This setting allows your organisation to define how long visitor data is stored before automatic deletion.
Example:
Visitor records can be cleared after 30, 60, or 90 days, in line with your organisation’s data protection or GDPR policy.
See Data Retention for Visitors for additional information.
Business rules information overview