Set up the front desk for your team

The front desk lets your team check guests in, link wristbands and see card and waiver status, on their own phones or on a shared desk tablet. It works on your booking platform’s own bookings; nothing is copied anywhere else. This article is for whoever manages your team in the admin console.

What we set up with you

We do these with you before anyone uses the desk:

1. Your staff address. The web address your team opens on their phones and on the desk tablet. We send it to you.

2. Your staff notice. Before staff phones can be used, your venue tells staff in writing what is recorded about them: their name and their phone (its name, browser and last-used time) with each check-in, wristband change and guest search. In some places this notice is a legal requirement. Send us:

   • a link to your notice (a page or a shared document),
   • who staff should contact with questions,
   • how long you keep these records.

   Staff see this notice, and tick that they’ve read it, the first time they sign in on a phone.

3. Your settings, if you want anything other than the defaults:

   Setting	Default
   How long a phone stays signed in before staff sign in again	12 hours of use, at most 16
   How many of their own phones each person may keep signed in	5
   How long the shared tablet waits before it locks	90 seconds
   Sites each person works at (venues with more than one site)	all sites

Add your staff

Staff use their own login to your admin console. They don’t need any other account.

1. Go to Organization → Users and invite each person, if they aren’t already a user.
2. Open their row (Edit) and tick the group:
   • Front of house: can use the front desk.
   • Front of house manager: can also add and remove devices, and help a locked-out person at the shared tablet.

The group saves as soon as you tick it. Organization admins can already do both.

A manager for each site

Someone must be able to manage devices at each site before staff phones can be used, so a lost phone can always be removed. An organization admin counts.

Tell your team

Send each person the staff address and the article for what they’ll use:

• Check guests in from your own phone
• Use the shared desk tablet

To put a tablet at the desk, see Set up a shared desk tablet.

Take someone off the team

When someone leaves, or shouldn’t use the desk any more:

1. In Organization → Users → Edit, turn Is Active off. Their access stops on every phone and on the shared tablet at their next tap; nothing waits for their session to end.
2. On Organization → Devices, revoke any of their personal phones (see Manage staff phones and devices). This is tidy-up: their phones already can’t act once they’re inactive.

To remove only front-desk access, untick Front of house instead. That takes effect the next time their sign-in renews, within a few hours at most. For a person leaving, use Is Active.

What is and isn’t recorded

The front desk records who did what, on which device, and when. It does not record what staff typed into the search box, and it never reads anything else on a staff member’s phone. Personal phones’ internet addresses are not stored.

Something wrong or unclear on this page? Tell us and we’ll fix it.