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Work the venue check-in queue

Register visitors with venues that need booking in, then confirm each one is done.

Checked against the screens:

Every organisation can choose its own words for the people and roles it works with. When you are signed in, this guide uses your organisation’s words. Otherwise it uses the product’s own.

For the DSL and for managers and admins. Some venues must be told who is coming. This queue holds those bookings.

Steps

  1. Open the Venue check-in queue. A notice on the Venues page links to it when something is waiting.
  2. Read the first booking: the venue, the date and time, the room and the staff member.
  3. Read the visitor details that were captured, such as the vehicle, the driver and how many are coming.
  4. Register the visitors with the venue in the way it asks.
  5. Press Mark booked in on that booking.
  6. Check for the green message that it was marked booked in.
  7. Repeat for the next booking, starting with the earliest date.

If it goes wrong

  • If the message says it was already confirmed, someone else did it. Nothing was changed.
  • If a booking's date has passed, check with the venue and the staff member before confirming.
  • If you see that a role is required, ask a manager or an admin to open the queue.

How it links together

A booking at a venue that needs booking in joins this queue automatically. Marking it done records who and when.

From booking to booked inJoined to the ordinary booking.
  1. BookedAt a booking-in venue
  2. In the queueWith visitor details
  3. Register with venueBy phone or form
  4. Marked booked inRecorded

Why there is a queue

A venue can be set to need booking in. For example, a zoo may want vehicle and visitor details before a group arrives. A booking at such a venue waits here until someone confirms it.

What you see

  • The venue and the room.
  • The date and the start and end times.
  • Who booked it.
  • The details collected at booking: vehicle registration, driver, number of visitors, and answers to the venue's own questions.

Confirming

Do the registration with the venue first, then press Mark booked in. The page says so when it worked. It records who confirmed it and when.

If someone else confirmed it first, the page says that instead and changes nothing. The two messages are different on purpose, so you can tell them apart.

Who can open it

The DSL, managers and admins. The visitor details are not shown to anyone else. Other staff are told which role is needed.

Setting a venue to need booking in

Managers and admins turn this on in the venue's booking requirements. They can also add questions the venue wants answered. See the venue guide for where.

Questions people ask

Why is the queue empty?

Nothing is waiting. It only holds bookings at venues that need booking in.

What does Mark booked in do?

It records that you registered the visitors with the venue, with your name and the time.

Can I undo Mark booked in?

Not from this page. Tell a manager if one was marked by mistake.

Why can't I open the queue?

It needs the DSL, manager or admin role. The page tells you so.

Who sees the vehicle and driver details?

Only the person who booked it, managers, admins and the DSL.

What if the date has already passed?

Check with the venue and the person who booked it before you confirm. The queue still lists it.