Visitor arrivals
“Welcome. Morgan has been notified and will meet you in reception.”
All use cases
Office reception
Digital reception for visitors and deliveries
“I am here to see Morgan from accounts” should notify the host without revealing their diary.
A RoomLnk code at reception, the entrance, or the loading point opens a private browser chat. Knowing a name is not access to the building.
At the door
Reception can reply without handing out staff numbers
Visitors and drivers arrive when the desk is briefly away. They need a way to say who they are here for.
RoomLnk notifies the host through the business workspace. Schedules, internal numbers, and door access stay on the organisation’s reception process.
Lobby conversations
Arrivals the desk can actually handle
Confirm the visitor and the host. Do not describe where someone sits to a person you have not checked.
Deliveries
Direct the driver to the approved loading point.
Host notifications
The host gets the room. Their mobile number stays private.
Visitors in another language
Translate the arrival message and keep the original.
A photo of a delivery
Useful when the driver needs to show a label.
After hours
The code should say what it cannot do when the desk is closed.
Reception
The lobby code is the front door conversation
The visitor scans and names the person they are here to see. Reception notifies that host and keeps the meeting in the lobby.
Do not grant entry only because someone can name a staff member or a room code.
How it works
From the lobby sign to the host
Place the code
Reception, entrances, and delivery points.
The visitor scans
A private chat opens in the browser.
They say who they are here for
Or which delivery they are carrying.
Reception notifies the host
Without sharing an internal number.
Check before access
Follow the building’s visitor process.
Record the visit
Access logs stay in the required system.
Relevant RoomLnk features
A reception channel that is not a personal phone
Visitors get an answer. Staff numbers stay off the lobby sign.
- A permanent lobby QR code.
- Private visitor chat.
- Photos of deliveries.
- Translation.
- Team access for reception.
- A clear after-hours message.
Do not grant building access from the chat alone, and do not publish staff mobile numbers on the reception sign.
Reception rooms3 active
LobbyI am here to see Morgan from accounts.
Loading dockDelivery for level 4.
EntranceWhich door should visitors use?
Private business channelThe visit stays in reception until the host arrives
Where to place the code
Put reception where people are waiting
Reception desksVisitor arrivals
Building entrancesWhich door and who to ask for
Delivery pointsWhere to leave or who to call down
After-hours signsWhat the room can and cannot do
Meeting confirmationsA link for the guest before they arrive
Lift lobbiesFinding reception inside a large building
Name the door
Example room names
Use the entrance or the delivery. Do not put an employee’s diary in the title.
- Main reception - visitors
- Loading dock - deliveries
- After hours - instructions
- Level 4 meeting arrival
- Visitor entrance B
- Host notification
Access control
Naming a staff member is not a key
Confirm the visitor and the host through reception. Do not reveal schedules, desk locations, or internal numbers to someone you have not checked.
Keep emergency, security, and accessibility help visible beside the code. Record visitor access in the required system.
Questions and answers
Reception messaging with RoomLnk
Can visitors reach reception without an app?
Yes. They scan the lobby code and chat in the browser.
Does the host have to share a mobile number?
No. Reception notifies them from the business workspace.
Can a delivery driver use the same code?
Use a labelled code at the delivery point so reception knows it is a driver, not a guest.
Does the chat unlock the door?
No. Access still follows the building’s visitor process.
What should the sign say after hours?
What the room can answer, and how to reach security or emergency help.
Can messages be translated?
Yes. The original message stays visible.
Start with RoomLnk