How Setting Up Agoo Works, from Sign-Up to Go-Live

This guide explains how it all fits together. For one job at a time, the short articles in this topic have the exact steps.

Guides

How Agoo fits together, and where to start for your role.

Agoo runs your organisation's front door: visitors, invitations, bookings, deliveries and staff attendance, across every site and gate. These guides explain how to set it up and how to use it day to day. They are written for owners and admins, receptionists, security teams and hosts. You don't need any technical knowledge.

voltabank.agoohq.com

Today

Tuesday, 30 September · Ridge HQ

Search visitors, staff, passes

Invite visitor

On site now

0

+6 since 9 am

Expected today

0

12 still to arrive

Staff clocked in

0

of 240 · 88%

Average wait

0

at reception

Arrivals by hour

Visitors · today

Live

Updating

• Ama Owusu checked in to see Kwame Mensah

  Lobby iPad
• Abena Mensah is waiting for approval

  Level 4 host
• Kofi Adjei booked 2:30 pm with Legal

  Booking page
• Yaw Boateng checked out after 1h 12m

  Gate 2
• Efua Asante clocked in, 7:58 am

  Face · Ridge HQ

VisitorHostTimeStatus

AO

Ama Owusu

Coastline Consult · Meeting

Kwame Mensah

Level 4

10:42 am

On site

AM

Abena Mensah

Interview

Esi Quaye

HR · Level 2

10:38 am

Awaiting approval

NA

Nii Armah

Fidelity Couriers · Delivery

Front desk

Ground

10:21 am

On site

Ama Owusu checked in to see Kwame Mensah

Lobby iPad · just now

How Agoo Is Organised

Everything in Agoo belongs to your organisation. Inside it, you set up the places people arrive and the devices they use.

You set up sites, gates and zones in Console → Settings → Sites, and pair devices in Console → Devices.

People and Roles

Everyone who works with Agoo is a person in your directory (Console → People). Each person has a role, which decides what they can see and do, and can be limited to certain sites.

The full permissions are in Invite your team.

Visits and Their Lifecycle

A visit is one person coming to one site, usually to see one host (or for a delivery, an interview or contract work). It can also be for several people, for a team, or for no one in particular: see Who a visit is for. A visit starts in one of two ways:

• Invited. A host or receptionist creates the visit ahead of time. The visitor gets a pass with a QR code and arrives as Expected.
• Walk-in. The visitor turns up and checks in on the kiosk, or a receptionist or guard checks them in.

From there the visit moves through a small set of statuses: Expected, Awaiting approval, Checked in, Checked out, plus Denied, Cancelled and No-show. How visits work explains each one.

The Three Apps

A front-desk computer can also be a kiosk in its web browser, with nothing to install: see Set up a kiosk on a computer. Kiosk and Workspace are on the apps page. On Android, download them from there and install them: your phone or tablet asks once to allow installing from your browser, and they will move to Google Play later. On iPhone and iPad, Agoo Workspace is on the App Store; Agoo Kiosk is on its way there, and until then Agoo's team tells early-access organisations how to install it.

All three share the same data in real time. The Kiosk app, and clocking in, approving visitors, the front desk and the evacuation list on the Workspace app, keep working through network and power cuts and sync when the connection returns (Offline mode). In the Console, what you type is kept on your computer as you type, so a cut never loses a half-filled form (Unsaved work and drafts).

The Visitor's Side

Visitors never need to install anything. They get:

• Messages by SMS, WhatsApp or email: their invitation, reminders and news about their visit.
• A pass: a web page with a QR code, directions and a calendar file, from which they can say they're running late, ask for another time, cancel, and check out with I've left. SMS passes work on any phone, and visitors can add theirs to Apple Wallet or Google Wallet with one tap.
• Self check-in: at sites that turn it on, the check-in poster at the door checks them in on their own phone.
• Booking pages: your hosts' and teams' public pages, where people book a time to meet in person, by video, by phone or at another place you name.

These visitor pages carry your branding and live on your Agoo address, for example voltabank.agoohq.com, or on your own domain, such as visit.voltabank.example, on paid plans.

What Agoo Works With

Agoo works with Google Calendar and Microsoft 365 or Outlook.com (busy times, bookings in your calendar, Google Meet and Teams links), Zoom, sign-in with Google or Microsoft, WhatsApp, SMS, email and push, Apple Wallet and Google Wallet, Paystack, your own domain, and your own systems through webhooks and the API. Integrations lists each one with its plans and guide.

Where to Start

• Owners and admins: Set up your organisation, a site, your team and a kiosk in about 30 minutes.
• Receptionists: Check people in and out, use the live register and find who will see a waiting visitor.
• Guards and security: Scan passes, log vehicles and reach hosts from the gate.
• Hosts: Invite guests, approve arrivals and share your booking page.

Set Up In 30 Minutes

Create your organisation, add a site, invite two colleagues, pair a kiosk and check yourself in.

This walk-through takes you from nothing to a working front desk. By the end you will have checked yourself in on your own kiosk, and your host will have been told you arrived.

You need:

• About 30 minutes.
• A computer with a web browser, for the Console.
• An iPad, or an Android tablet, for the kiosk. Your own phone works for a first test. (Agoo Kiosk is for iPad and iPhone, and for Android tablets and phones.) No tablet? The computer's own browser can be the kiosk: see Set up a kiosk on a computer.
• Your phone, to receive the test invitation.
• The names, emails and phone numbers of two colleagues: one who runs reception, and one who receives visitors.

We'll use Volta Bank's head office, Ridge HQ, as the example throughout.

1. 1

   Create your organisation (5 minutes)

   During early access, we set up your organisation with you. Join at agoohq.com/start and we email the owner a link to the Console at app.agoohq.com. When sign-up is open, you can also start from the Console's sign-up page with your email, or with your work Google or Microsoft account: see Sign up with Google or Microsoft.

   When you sign in for the first time, the setup wizard asks for:

   1. Organisation name, as visitors should see it: "Volta Bank".
   2. Country (Ghana) and default time zone (Africa/Accra).
   3. A template for your kind of organisation: Corporate, Church, School, Hospital, Estate, Bank, Government, Co-working, Factory/Mine, NGO or Hotel. The template sets sensible visitor types, forms and wording. You can change all of it later.
   4. Your brand: your logo and colour, or skip it for now.

   The 14-day Growth trial needs no card, so you can try invitations, SMS and WhatsApp. When the trial ends you move to Free automatically; you are never locked out.

2. 2

   Add your first site and gate (5 minutes)

   The wizard creates your first site. Fill in:

   • Site name: "Ridge HQ".
   • Address: used on visitors' passes.
   • First gate: "Lobby". Add more gates, such as "Main gate", whenever you like.

   Then drop the site's map pin (for directions on passes) and set its opening hours, for example Monday to Friday, 8:00 am to 5:00 pm, from the wizard's last page or in Console → Settings → Sites. Agoo uses the hours for automatic check-out at the end of the day and as the starting point for booking availability.

   You can edit all of this in Console → Settings → Sites. See Organisation and sites.

   The same step asks Do visitors use your Wi-Fi? and Do staff need your Wi-Fi on their phones? Answer Yes, add it now to save the network's name and password and turn that switch on, Not now to be asked again on Home in a week, or no to stop asking. Nothing is shared until you say yes. See Guest and staff Wi-Fi.

   When you finish the wizard, its last page links to each next step: inviting your team, a form template for your kind of organisation, how Agoo reaches people, a check-in poster for your entrance, and Agoo Workspace for your phone. Your organisation's Owners also get a welcome email with the same steps, and a link to Agoo Kiosk for the tablet or phone at your front desk.

3. 3

   Invite two colleagues (5 minutes)

   Go to Console → People → Add person and add:

   Name	Role	Why
   Abena Asante	Receptionist	Runs the front desk and sees every arrival
   Kwame Mensah	Host	Receives visitors and approves their arrival

   Give each person an email and a mobile number, and choose Ridge HQ as their site. Check that Receives visitors is on for Kwame (it is by default for hosts), so the kiosk can find him. Agoo sends each of them an invitation to sign in. Kwame should install the Agoo Workspace app so arrival alerts reach him as push notifications.

   More options, including CSV import, are in Invite your team.

4. 4

   Pair a kiosk (5 minutes)

   1. On the tablet, install Agoo Kiosk: on Android, download it from the apps page; on an iPad, Agoo's team tells you how until it's on the App Store.
   2. In the Console, go to Console → Devices → Pair a device. Choose Ridge HQ, the Lobby gate and Kiosk mode, and name it "Lobby iPad".
   3. The Console shows a pairing code and a QR code. In the Kiosk app, tap Scan the pairing code and point it at the QR code, or type the code and tap Pair this device.

   The kiosk downloads your branding, hosts and forms, then shows your welcome screen. See Pair a kiosk for lock-down tips.

5. 5

   Send yourself a test invitation (3 minutes)

   1. Go to Console → Visitors → Invite visitor.
   2. Enter your own name and mobile number as the visitor.
   3. Choose Kwame Mensah as the host, Ridge HQ as the site, and today's date.
   4. Choose SMS as the channel and select Send invitation.

   Within a minute you get a text message with a link to your pass: a QR code, directions to the site and a calendar file. Test messages use your SMS allowance; the Growth trial includes 1,000 SMS a month.

6. 6

   Check yourself in (5 minutes)

   1. Open the pass on your phone.
   2. At the kiosk, tap I have an invite and hold the QR code up to the camera.
   3. Follow the screens: confirm your details and look at the camera for your photo.
   4. The kiosk shows "You're checked in". Kwame gets an alert in the Workspace app (or by SMS if he hasn't installed it yet).

   Now open Console → Visitors → On site. You are on the list, with the time, the gate and the host. Select your visit and choose Check out to finish the test.

What You Have Now

• An organisation with one site, one gate and one paired kiosk.
• A receptionist and a host who can sign in.
• A complete visit in your history: invited, checked in, host notified, checked out.

Before you open the doors to real visitors, work through the go-live checklist.

• Go-live checklist: Branding, forms, notifications, printers and a roll-call test.
• Organisation and sites: Gates, zones, time zones and opening hours.
• Invite your team: Add everyone, import a CSV and choose roles.
• Pair a kiosk: Guard mode and locking the tablet to Agoo.

Sign Up with Google or Microsoft

Start your organisation on Agoo with your work Google or Microsoft account, what that means for your account, and the steps after.

When sign-up is open, you can start your organisation on Agoo from app.agoohq.com/sign-up in two ways: with your email, or with Continue with Google or Continue with Microsoft and your work account. Both reach the same place: our team reviews every request before your organisation opens. During early access, you can also ask us to set it up with you.

Signing up with Google or Microsoft skips confirming your email by a link, because Google or Microsoft has already confirmed it's yours. It's free, on every plan.

What Signing Up with Google or Microsoft Means

The sign-up page shows this before you choose, and again on the steps after:

Agoo emails you as soon as your account is made, with the same points, so you'd know if it wasn't you.

Sign Up

1. 1

   Choose Continue with Google or Continue with Microsoft

   On the sign-up page, read what it means, then choose your provider and sign in with your work account there. You come back to Agoo signed in.

2. 2

   Tell us about your organisation

   Its name, your sector and how many sites you have, and anything else we should know. It goes straight to our team.

3. 3

   Set your password

   Every Owner keeps a password: it's your way in if Google or Microsoft is ever down. Choose one with at least 12 characters: a long phrase you'll remember is better than a short jumble, and Agoo turns away any password found in a known data breach. The eye in the field shows what you've typed.

4. 4

   Turn on two-step verification

   Add Agoo to an authenticator app on your phone and enter its code. From then on, Agoo asks for a code each time you sign in, whichever way you sign in. See Two-step verification.

5. 5

   Wait for our email

   When our team approves your organisation, we email you the link to open it as its Owner. Open it and choose Join. Then the setup wizard takes you through the rest: see Set up in 30 minutes.

You can stop between steps and come back: sign in with Google or Microsoft, and Agoo shows the step you're on. Home shows where your request stands.

When It Doesn't Make an Account

• Your email already has an Agoo account. Agoo never makes a second one. You're signed in to the account you have, and Google or Microsoft is added to it (Agoo emails you that it was). To start another organisation from it, choose New organisation in the organisation menu, or Start an organisation on Home if you're not in one yet.
• Google or Microsoft didn't confirm the email is yours, or it's a personal account: sign up with your email instead.
• Sign-up isn't open: the page offers early access instead.

• Single sign-on: Your organisation's rules for Google and Microsoft sign-in.
• Invite your team: Add people, and let them sign in with Google or Microsoft.
• Set up in 30 minutes: From a new organisation to a working front desk.

Organisation and Sites

Set up your organisation profile, sites, gates, zones, time zones and opening hours, and understand the Free plan and the Growth trial.

Your organisation is the top of everything in Agoo. Below it are sites (buildings or branches), each with gates (entrances) and optional zones (areas inside). Getting this structure right first makes everything else simpler: kiosks belong to a gate, hosts belong to sites, and reports roll up by site.

Organisation Profile

Go to Console → Settings → Organisation. Only the Owner and Admins can change it.

Your logo, colours and welcome messages live in Console → Settings → Branding, and billing details in Console → Settings → Billing.

Sites

A site is a place with its own address: a head office, a branch, a campus, a church auditorium. Visitors check in at a site, hosts belong to one or more sites, and plans count sites.

Add a site

1. 1

   Open the sites list

   Go to Console → Settings → Sites and select Add site.

2. 2

   Fill in the details

   Field	Notes
   Name	Short and recognisable: "Ridge HQ", "Tema Branch", "Kumasi Office".
   Address and map pin	Drop the pin on the entrance visitors should use, not the middle of the building. The pin goes on every pass.
   Time zone	Defaults to your organisation's time zone.
   Opening hours	See Opening hours below.
   Clock-in area	A circle around the site's map pin, with a radius you choose. Used for staff clock-in on the Workspace app; automatic visitor check-out by location is planned. Cover the building and car park, not the street.
   On Agoo Reviews	Once your organisation has a page on Agoo Reviews: whether this site shows there as a branch customers can find and review. Yes by default; choose no for a back office, a secure site or someone's home. See Your branches.

3. 3

   Add its gates

   Every site needs at least one gate. See Gates.

4. 4

   Set the check-in rules

   Further down the site's page, Check-in rules decide whether walk-ins (and invited guests) wait for their host, how long the host has to answer, and when visitors are checked out automatically. These rules are explained in Host approvals and Check-out.

Sites on each plan

Prices exclude VAT. See Plans and limits.

Gates

A gate is an entrance at a site: "Lobby", "Main gate", "Staff entrance", "Loading bay". Each kiosk or guard device is paired to one gate, so you always know where someone came in.

Add gates in Console → Settings → Sites → (your site) → Gates. For each gate, set a name and whether it's for people, vehicles or both. Vehicle gates show the plate number field in guard mode.

Passes can be limited to certain gates. For example, a contractor's pass might work at the "Loading bay" gate only. See Invitations and passes.

Zones

Zones are areas inside a site: floors, wings, a plant room, a ward. They are optional. Use them when you want to:

• show the visitor's destination on their pass and badge ("Level 4"),
• see who is on site per zone during a roll call,
• limit a pass to certain areas.

Add zones in Console → Settings → Sites → (your site) → Zones.

Time Zones

Each site has its own time zone. Agoo shows times at a site in that site's local time: on the kiosk, on passes, in reminders and in the Console's view of that site. When you look across several sites, each visit shows its own site's time.

All of Ghana uses Africa/Accra (GMT all year, with no daylight saving), so most Ghanaian organisations never need to change this. It matters when you add a site in another country, or when a host books meetings with people abroad.

Opening Hours

Set opening hours for each site in Console → Settings → Sites → (your site) → Opening hours: the days the site is open and the hours for each day. You can add exceptions for one-off closures, such as a staff durbar or an end-of-year shutdown.

Agoo uses opening hours to:

• check out visitors who are still on site at closing time (if you turn on automatic check-out),
• set the starting availability for hosts' booking pages at that site,
• show "expected today" and on-site reports for the working day.

Ghana's public holidays are built into booking availability, so nobody can book a meeting on Independence Day by mistake. Closed days for bookings, and each host's own hours, are set in Console → Bookings → Availability. See Availability and closed days.

The Free Plan and the Growth Trial

Every organisation can use Agoo for free, and every new organisation can try Growth for 14 days.

When the trial ends, your organisation moves to Free automatically. Nothing is deleted and you are never locked out; features and limits above Free stop until you choose a plan in Console → Settings → Billing. We email the Owner three days before the trial ends and on the day. Full limits for every plan are in Plans and limits.

If Agoo Suspends Your Organisation

Agoo suspends an organisation only for a serious breach of the acceptable use policy, a security threat or a legal requirement (terms, section 17). Late payment never suspends you: your organisation moves to Free instead.

While it's suspended, nobody can sign in to it and its kiosks and devices stop. Nothing is deleted. Your Owners get an email with the reason, and everyone who signs in sees that it's suspended. Reply to that email or write to support@agoohq.com to sort it out; once it's reinstated, everything works as before, and the Owners are emailed again.

• Invite your team: Add people, import a CSV and choose roles.
• Pair a kiosk: Connect a tablet to a site and gate.
• Plans and limits: Every limit on every plan, in cedis.

Invite Your Team

Add people one by one or from a CSV file, put them in teams, and choose the right role for each person.

Everyone who receives visitors, works the front desk, guards a gate or clocks in needs to be in your directory, Console → People. This page covers adding people, importing them in bulk, teams, roles and signing in with Google or Microsoft.

Before You Start

Your plan sets how many people can use Agoo:

Admin seats are for people with the Owner, Admin or Site admin role, whether they've accepted their invitation yet or not. HR doesn't take an admin seat. Staff on attendance counts people with On attendance turned on. See Plans and limits.

Add One Person

1. 1

   Open the directory

   Go to Console → People and select Add person.

2. 2

   Enter their details

   Field	Notes
   Full name	As visitors would search for them: "Kwame Mensah".
   Email	Their work email. Needed to sign in: invitations go by email. Also used for email notifications.
   Mobile number	Used for SMS and WhatsApp alerts. Local format (024 123 4567) is fine; Agoo stores it as +233 24 123 4567.
   Department and job title	Shown in the kiosk's host search ("Treasury · Level 4"), so visitors pick the right Kwame.
   Sites	The sites they work at. Kiosks at those sites can find them.
   Role	What they can do when they sign in. See Roles. Leave it as Doesn't sign in for someone who only receives visitors.
   Receives visitors	Puts them in the kiosk's host search and lets them invite guests. On by default for hosts and above.
   On attendance	Lets them clock in and out, and includes them in attendance reports.
   Works the gate	Lets them sign in on gate devices with their own PIN, even without an Agoo account. Gate roles can anyway. See Signing in at the gate.
   Employee ID	Optional. Payroll files match people on it (Pro and above); also useful on staff cards.
   Manager	Optional. Their line manager, who sees their attendance and leave. See Line managers and HR.
   Started on	Optional. Their first day. Leave in their first year counts from it.
   Employment type	Permanent (the default), temporary, casual or part time.
   Contracted hours a week	Optional, such as 37.5. For part-time people without a roster.

3. 3

   Send the invitation

   Select Save and invite. Agoo emails them a link to set up their account, which works for 7 days. The same email points them to the Agoo Workspace app for their phone. Until they accept, they show as Invited in the directory.

   To add them now and invite them later, select Save, invite later: they show as Not invited yet until you select Send invitation on their page. From their page you can also send the invitation again (with a new link; the old one stops working), change its role, or withdraw it.

What each person does next

• Owners, admins, HR, receptionists, security leads and auditors sign in to the Console at app.agoohq.com.
• Hosts, employees, receptionists and guards install the Agoo Workspace app on their phone and sign in with the same email. Their invitation links to it, and so does the apps page. Hosts should allow notifications, so arrivals reach them instantly.
• Guards working at a gate use a device in guard mode, which is paired by an admin.

Once they sign in, people can add a photo, the name they go by and their pronouns, and choose how alerts reach them, in Account. See Your profile and notifications.

Import People from a CSV File

Use a CSV import to add many people at once, or to update details in bulk. CSV import is included on Growth and above (and during the Growth trial).

1. 1

   Download the template

   Go to Console → People → Import CSV and select Download template. Open it in Excel or Google Sheets.

2. 2

   Fill in one row per person

   Column	Required	Example	Notes
   full_name	Yes	Kwame Mensah
   email	Yes	kwame.mensah@voltabank.example	Used to match existing people: a known email updates that person.
   phone	No	024 123 4567	Ghanaian numbers can be local; others need the country code.
   role	Yes	Host	One of the role names in the table below, or none for someone who doesn't sign in.
   sites	Yes	Ridge HQ; Tema Branch	Site names exactly as in Console → Settings → Sites, separated by semicolons.
   department	No	Treasury	New departments are created for you.
   job_title	No	Head of Treasury
   receives_visitors	No	yes	yes or no. Defaults to the role's default.
   on_attendance	No	yes	yes or no. Defaults to no.
   employee_id	No	VB-00412
   manager	No	esi.darko@voltabank.example	Their line manager's email or employee ID: someone already in People, or earlier in the file.
   started_on	No	2024-03-01	Their first day, as YYYY-MM-DD or DD/MM/YYYY.
   employment_type	No	permanent	permanent, temporary, casual or part time. Defaults to permanent.
   contracted_hours	No	37.5	Hours a week, from 0.5 to 80. Leave empty for full-time staff on the standard week.

   Save the file as CSV (UTF-8).

3. 3

   Upload and check the preview

   Upload the file (up to 500 people at a time). Agoo shows a preview: how many people will be added, how many updated, and any rows with problems (a missing email, an unknown site name, a number that isn't a phone number). Fix the problems in your file and upload again, or skip those rows.

4. 4

   Choose whether to send invitations

   Choose Import and invite to send everyone with a role their invitation now, or Import only, invite later to send them from each person's page when you're ready. Importing only is useful when you want to set up the directory before launch day.

   An import never changes the role of someone who already signs in, and doesn't give back a sign-in you removed: do those on the person's page.

Sign In with Google or Microsoft

On every plan, Free included, at no extra price, your team can sign in with their Google Workspace or Microsoft 365 work accounts (in the Console and in Agoo Workspace):

1. Invite people as usual. Their invitation page offers Accept with Google or Accept with Microsoft when the account has the invited email address.
2. Go to Console → Settings → Security → Sign in with Google and Microsoft to choose which providers count, whether personal accounts may be used, and which Google Workspace domains and Microsoft organisations are allowed.
3. When everyone has signed in this way, you can turn on Require Google or Microsoft sign-in. Your Owner always keeps their password and authenticator.

People still need to be in Console → People before they can sign in; single sign-on decides how they sign in, not who is in the directory. More detail is in Single sign-on.

Teams

A visitor often comes for a group, not one person: Admissions, Accounts, the Head Teacher's Office. In Console → People → Teams, Owners, Admins and Site admins put people into teams, choose a lead, and say whether visitors may choose the team. From departments makes teams from the departments already on people's profiles, in one step, and only the ones you tick. Teams are on every plan and count against nothing.

On a person's page, Visitors go through their office sends a walk-in who asks for them to reception, their assistant or a team first, and a switch leaves them out of the names visitors can search. See Who a visit is for.

What People Can Change About Themselves

People keep their own details up to date in Account → Profile. You decide which ones, in Console → Settings → Organisation → What people can change about themselves. Only the Owner and Admins can change this.

Tick or clear each one and select Save. A detail you don't tick shows on their profile with a lock, and they ask an Owner or Admin to change it. Role, sites and employee ID are always yours to set.

Owners, Admins and Site admins can change anyone's details and photo, whatever you choose here: open the person in Console → People, then use Photo (Add a photo, Change photo or Remove) or edit their details.

About photos:

• Agoo re-makes each photo as a square JPEG when it's uploaded, which removes location and camera details from the file.
• Only people signed in to your organisation who can see the directory see photos, and each person sees their own.
• A replaced or removed photo is deleted within the hour, and a person's photo is deleted when they're deactivated (they add a new one if they come back). A legal hold on the person or the organisation keeps it until the hold is lifted.
• Photos still kept are in the full organisation export.

Each change is recorded in the audit trail, under People and Organisation: Person updated (with the details changed, and whether the person changed their own), Person photo updated, Person photo removed, Person notifications updated and Organisation profile fields updated.

Roles

Every person has one role. On Growth and above, you can also limit a role to certain sites, so a Tema Branch receptionist only sees Tema Branch.

Being someone's line manager isn't a role: set it on their page, and the manager sees their team whatever their role. See Line managers and HR.

Custom roles, where you choose permissions one by one, are part of Pro and Enterprise and are planned. Enterprise adds custom approval chains. The full permission list is in Roles and permissions.

Change someone's role or remove them

Open the person in Console → People.

• Change role changes their role, and on Growth and above the sites it applies to. It takes effect straight away: if they're using Agoo, it catches up on their next click. Agoo emails them to say so.
• Remove sign-in stops them signing in but keeps them in the directory, so visitors can still choose them as a host. Agoo emails them. You can restore it later with the same role.
• Deactivate is for someone who has left. Their Left on date is set to today unless you've already filled it in. They can no longer sign in, they disappear from the kiosk's host search, any invitation stops working, and their places on your plan are freed. Their past visits, approvals and clock-ins stay in your records and the audit trail. You can reactivate them, which gives back their sign-in.

Nobody can change their own access, only the Owner can make someone else the Owner, and only Owners and Admins can give someone the HR role or change it.

Transfer ownership

The Owner can hand the organisation to someone who already signs in. Open them in Console → People, select Make [their name] the Owner, choose the role you'll keep, and type your organisation's name to confirm. The new Owner controls the plan and billing; Agoo emails you both. Owners must use two-step verification, so Agoo asks the new Owner to set it up if they haven't.

If the Owner has left or can't be reached, nobody else can do this. Contact Agoo for an Owner handover: it needs evidence and gives the Owner and Admins 72 hours to stop it.

• Pair a kiosk: Connect a tablet to a site and gate.
• Host approvals: How hosts approve arrivals, and who answers when they don't.
• Who a visit is for: Teams, several hosts and the front desk's Needs someone list.
• Plans and limits: Seats, hosts and attendance limits per plan.

Go-Live Checklist

Everything to check before real visitors use Agoo, from branding and forms to an offline test and a roll-call drill.

Work through this list in the week before launch. Most items take a few minutes; the tests at the end take about an hour with your front desk and security team. Tick each item off with the person responsible, and keep the list for your next site.

1. Organisation and Sites

• The organisation's display name reads correctly on the kiosk and on a pass (Console → Settings → Organisation).
• Every site has the right address and map pin, placed on the entrance visitors should use.
• Every entrance is set up as a gate, and vehicle gates are marked as such.
• Opening hours are right for each site, including Saturdays and any half days.
• Check-in rules are set per site: whether walk-ins need approval, how long to wait for a host, and the automatic check-out time (Console → Settings → Sites → (site) → Check-in rules).

See Organisation and sites.

2. Branding

• Logo uploaded, in a version that reads on both light and dark backgrounds.
• Brand colours chosen, and the contrast check passes on every screen.
• Kiosk welcome message written in your own voice ("Akwaaba to Volta Bank").
• A test pass and a test email look right on a phone, and the pass adds to Apple Wallet or Google Wallet.
• On Starter and above, if you want one: your own domain shows Live in Console → Settings → Domains, and a test pass opens on it.

See Branding.

3. Forms and Visitor Types

• Each visitor type you need exists and has its own form (Console → Settings → Visitor forms): the built-in ones you use (for example Meeting, Interview, Delivery, Contractor), renamed if you like, plus any you've added. Turn off the ones you don't use.
• You only ask what you need. Every extra question slows the queue.
• Your ID capture policy is set per visitor type: none, typed, photo or scan. A Ghana Card is never photographed (L.I. 2523): with scan its number is read on the device and no picture is kept; otherwise it's typed.
• Every kiosk runs the latest Agoo Kiosk app before 2 November 2026.
• Your privacy notice is published in Console → Settings → Documents, and NDAs, waivers or site rules are attached to the visitor types that need them (Pro and Enterprise). See Documents to sign.
• Visitor types have the pass rules you want by default: daily hours for contractors, single use or gates where they matter. See Multi-day passes and pass rules.
• Someone has completed each form on the kiosk from start to finish.
• If you use self check-in from posters, it's turned on for the right sites, the posters are up, and someone has checked in from each one on their own phone.
• If you take parcels, the deliveries settings say who gets a parcel nobody is named for, what collecting takes and how often people are reminded; kiosks that take parcels have the Delivery button on, and a drop-off poster is up where couriers arrive if you use one.
• If you take requests to visit, they're on for the right sites, the visitor types people may choose are open for pre-registration, and someone has asked to visit a colleague and been approved.

See Forms and fields.

4. Notifications and SMS

• The notification order is set: push in the Workspace app always goes first, then your order of WhatsApp, SMS and email if the push doesn't reach the phone in time (Console → Settings → Notifications).
• You've decided whether the app's notifications show visitors' names on locked phones (Console → Settings → Notifications → The Agoo app).
• Quiet hours suit your working day.
• If you want your own SMS sender ID (up to 11 characters, such as "VoltaBank"), you've asked Agoo's team for it and it's approved. Approval is done by the mobile networks and can take several working days, so start early. Until it's approved, messages go out under Agoo's sender ID.
• You have enough SMS and WhatsApp credits for launch week, or a wallet top-up (Console → Settings → Billing).

See Notifications and SMS sender ID.

5. People

• Every host is in Console → People, at the right site, with a mobile number.
• Hosts have accepted their invitation (nobody shows as Invited).
• Hosts, the front desk and security have installed Agoo Workspace, allowed notifications, and sent themselves a test from Account → Notifications.
• Receptionists, security leads and guards have the right roles and sites.
• People who have left are deactivated.

See Invite your team and Host approvals.

6. Devices and Printers

• Every kiosk is paired to the right site and gate, with a clear name ("Lobby iPad").
• Each kiosk is locked to Agoo (Guided Access or screen pinning) and has a device PIN.
• The screen never sleeps, brightness is high enough for the lobby, and the device is on its stand and charging.
• A kiosk in a computer's browser is full screen or in the browser's kiosk mode, has the camera allowed if you use it, and has a device PIN.
• Guard devices are in guard mode and each guard can sign in.
• Console → Devices shows every device as online and recently synced.

See Pair a kiosk, Set up a kiosk on a computer.

7. Wi-Fi and Offline Test

Do this with the receptionist watching, so they know what offline looks like.

• The kiosk is on a reliable Wi-Fi network, or a mobile data connection, and you know who to call when it drops.
• Turn off the Wi-Fi (or unplug the router). Check in two test visitors on the kiosk. The kiosk shows it's offline and keeps working.
• Turn the Wi-Fi back on. Within a minute or two, both visits appear in Console → Visitors with their original check-in times.
• Unplug the kiosk's charger for ten minutes and check the battery level in Console → Devices.
• The router is on a UPS or inverter, if you have one.

See Offline mode.

8. Privacy

• Your privacy notice is published and shown at check-in (Console → Settings → Documents), and your Data Protection Commission number is in Console → Settings → Organisation.
• Retention periods are set for visitor records and ID images (ID photos are deleted after 1 day unless you choose otherwise, and after 30 days at most), and for parcel photos if you log parcels (90 days unless you choose otherwise).
• Only the roles that need it can see visitor photos and ID details.
• Someone is named to handle requests from visitors who ask to see or delete their data.

See Data protection.

9. Security

• The watchlist has the entries your security lead wants screened, each with a reason (Growth and above).
• Everyone who acts as a marshal has Agoo Workspace and knows where people gather (muster points and marshals per site in Agoo are planned).

See Watchlist.

10. Staff Briefing

Brief each group for 10 to 15 minutes before launch day.

• Receptionists: checking people in by hand, the live register, a visitor with no phone, what to do when the kiosk is offline, logging a parcel and handing one over with its code.
• Guards: guard mode, scanning passes, logging vehicles and parcels, calling the host, checking people out at the gate.
• Hosts: inviting guests from the Workspace app, approving arrivals, checking their visitors out.
• Everyone: where the kiosk is, and that visitors no longer sign the paper book.
• A notice at reception tells visitors how to check in.

11. Final Tests

• End-to-end visit: invite a colleague, they check in with their pass, the host approves from their phone, they check out at the gate.
• Walk-in: a colleague who wasn't invited checks in on the kiosk, and the host's alert arrives.
• No answer: the host ignores the alert, and after the site's wait time the visit is flagged at the top of Visitors → On site for reception.
• A parcel: log a test parcel for a colleague, check their phone shows it with its code, and hand it over with the code.
• Roll-call drill: with a few test visitors on site, start a roll call, mark people safe, and close it.

See Roll call.

• How visits work: Statuses, walk-ins, invitations and approvals.
• Front desk and guard mode: The receptionist's and guard's day in Agoo.
• Offline mode: What works during dumsor, and how sync works.

Updates from Agoo

How Agoo tells you about new features, planned maintenance and anything you need to do, in the Console and by email.

Agoo tells you what's changing where you already are: in the Console. There are three kinds of update.

Some updates are only for Owners and Admins, or only for organisations on certain plans. You only see the ones meant for you.

What's New

When Agoo adds something you can use, the bell shows it. Select it, or open What's new from the help menu (the ? at the top), to see everything from the last 90 days. Opening What's new marks it read, so the bell stops counting it.

Planned Maintenance

Agoo announces maintenance ahead of time, with its window. During the window, the Console and kiosks may be briefly unavailable; messages wait and send as soon as it's over, and nothing you've recorded is affected. Close the banner with × once you've seen it: it stays closed for you on every page and device. You can always find it again in What's new.

Action Needed

When Agoo needs your organisation to do something (for example, check a detail before invoices go out), a banner says what and links straight to the page that does it. It can't be closed: it goes away when the date passes or Agoo ends it.

Emails

Only planned maintenance and action needed are ever emailed, and only to Owners and Admins, once, when Agoo announces them. They come from Agoo in the same layout as every other Agoo email, and you can reply to them. Agoo never emails product news: that stays in the Console.

If a Messaging Channel Is Paused

If an SMS or WhatsApp provider has a problem, Agoo may pause that channel for a while. Messages go by the next channel in your organisation's order instead, straight away, and Settings → Notifications says so while it lasts. See Notifications.

Integrations

Every service Agoo works with, from Google, Microsoft and Zoom to WhatsApp, SMS, Paystack and Wallet passes, with the plans that include each and where to set it up.

Agoo connects to the tools your organisation and your visitors already use. This page lists every integration, who it's for, which plans include it and where the guide is. Plans are as in the price book; what's still being built says Planned.

Most integrations need nothing from you: Agoo's own WhatsApp number, SMS and Wallet passes work straight away. The ones you connect are your people's own Google, Microsoft and Zoom accounts, your own domain, and your systems through the API.

Calendars and Video Meetings

Changes made in Google or Outlook flowing back to bookings, and meetings in a calendar becoming visitor passes, are Planned.

Signing In

Messages

Visitors' Phones and Your Web Address

Payments

Your Systems

Agoo Forms and Agoo Reviews

Who Can Connect What

• Each person connects their own Google, Microsoft and Zoom accounts, and their own private calendar link. Nobody else can see what's in them.
• Owners and Admins decide which of those your organisation uses, and set up the domain, the sign-in rules, the sender ID, webhooks and API keys.
• Your IT team may need to approve Agoo once in Google Workspace, Microsoft 365 or Zoom. The Google, Microsoft and Zoom pages list exactly what Agoo asks for.

If a service Agoo depends on is having trouble, the status page shows it, component by component.

• Calendars and meeting links: Google, Microsoft, Zoom and the private calendar link.
• Notifications: Push, SMS, WhatsApp and email, with fallbacks.
• For IT teams and developers: Every app's permissions, and building your own.

Unsaved Work and Drafts

What you type in the Console is kept as you type, so a power cut, a dropped connection, a crash or a closed tab never loses it.

Dumsor, a dropped network or a tab closed by mistake shouldn't cost you a half-filled invitation or an hour of work on a form. Agoo keeps what you type as you type it, and puts it back when you return.

There's nothing to turn on. It works on every plan, in every form in the Console that you type into.

What Happens as You Type

Each change is kept in your browser on this computer a moment after you make it, and that copy survives a power cut, a crash or the browser closing. A short line by the save button tells you where your work is:

When the connection drops, the top of the Console shows Offline, and Back online when it returns.

If you try to leave a page with unsaved changes, Agoo asks before you go. Closing the tab asks too, with your browser's own message.

When You Come Back

Open the same form again, on the same computer, and your changes are back in it, with a note:

We kept your unsaved changes from 14:32.

• Carry on and save as usual. Saving clears the kept copy.
• Discard throws your kept changes away and puts back what was last saved.

If someone changed the record after you started (a colleague edited the same site, say), the note adds "This was changed after you started, so check before saving". Look at what's there before you save over it.

If a save fails, because you're offline or Agoo couldn't be reached, your changes stay kept, so you can try again.

Two tabs on the same form

If you have the same form open in two tabs and change it in one, the other says "You changed this in another tab" and offers Use that version.

The Big Editors: Kept On Your Account Too

Some work takes longer than a single sitting. In these editors, your work is also saved to your account every few seconds while you're online, so you can carry on from another computer:

• the visitor form builder, in Settings → Visitor forms. It saves your changes to the form's draft; nothing reaches visitors or the desk until you Publish;
• the QR studio, in QR codes;
• the documents editor, in Settings → Documents. It keeps the draft wording of your privacy notice, NDAs, waivers and site rules; visitors see nothing until you Publish a new version (see Documents to sign).

Work you do offline is kept on the computer and goes up to your account when the connection is back.

If the copy on your account was changed somewhere else in the meantime (on another computer, or in another tab), nothing is overwritten. Agoo keeps both and asks you to choose: Use that copy or Keep this one.

Who Can See Your Drafts

Your unsaved work is yours alone.

• On a shared computer, such as the one at reception, your drafts belong to you and the organisation you're in. Someone else signing in on that computer never sees them, and neither do you when you switch to another organisation.
• Signing out removes them from the computer, and so does signing in as someone else. If your session ends on its own, they're removed when the computer next shows the sign-in page.
• Drafts on your account are seen only by you, not by your organisation's Owners or Admins, and aren't part of your organisation's full export. They're deleted if you leave the organisation or your account is deleted.
• Agoo support never keeps drafts in your organisation while it's helping you.

How Long They're Kept

Saving or discarding removes a draft straight away.

What's Never Kept

Some things are never drafted, wherever they're typed:

• passwords, one-time codes and two-step verification codes;
• card, bank and mobile money details;
• API keys, tokens and secrets;
• answers to questions your organisation has protected;
• photos, files and other uploads.

Type these again if you come back to a form.

In the Workspace App

When you invite a visitor in the Agoo Workspace app, what you type is kept on the phone as you type. If you're interrupted, it's back the next time you open Invite a visitor, with a note saying when it was kept, and Start again clears it. It's kept for 7 days, never with the things listed above, and deleted when you send the invitation, sign out or switch organisation.

Visitors' Own Forms

On your visitor pages, a visitor's phone keeps what they've typed for 24 hours: checking in from a poster, asking to visit, asking for another time or saying they can't make it from their pass, and moving a booking. One-time codes are never kept. If their connection drops or they close the page, they see "We kept what you'd typed." when they come back, with Start again to clear it. It's cleared as soon as they send it, and it stays on their phone: nothing reaches you until they do.

• Your profile: Your details, sign-in and notifications.
• Forms and fields: Build what each visitor type asks.
• Offline mode: How kiosks keep working through network and power cuts.

Agoo's Status Page

Check whether every part of Agoo is working, follow an incident as it's fixed, see planned maintenance and 90 days of history, and get updates by email.

status.agoohq.com shows whether every part of Agoo is working right now. It checks Agoo every minute from outside, the way you use it, and runs separately from the rest of Agoo, so it stays up even when Agoo doesn't. Anyone can open it; you don't need to sign in.

What It Shows

Each part is one of Working, Degraded (slow, or not working for some), Not working or Maintenance. Hover over a day's bar, or tap it, to see how long anything lasted. Times are in GMT, which is Ghana's time all year.

When Something Isn't Working

Agoo finds most problems itself, within a couple of minutes, and the team on call is told straight away. We post an incident in plain words: what's affected, what isn't, and when we'll update you next. Each update moves it on, from Investigating to Identified, Monitoring a fix and Resolved. For anything you'd have noticed, we write what happened and what we're changing so it doesn't happen again, on the incident's page.

While an incident is open, it also shows at the top of every page in the Console, with a link to follow it.

Planned Maintenance

Maintenance is announced ahead of time, in the Console and on the status page, with its window. It starts and finishes on time by itself, and the parts it affects show Maintenance while it runs. Time in maintenance doesn't count against uptime.

Get Updates

• By email. Enter your email under Get updates and confirm from the email we send. We email you when something isn't working, as we fix it, and before planned maintenance. Every email has a one-click unsubscribe, and we use your address for nothing else.
• In a feed reader or team chat. Add the Atom feed to your feed reader, or to a chat app that follows feeds.
• On your intranet or wiki. Add the status badge; it updates every minute and links to the page.
• In your own monitoring. Developers can read the status as JSON: see Developer support.

Feedback to Agoo

Tell Agoo's team what works, what doesn't and what you'd like next, see our replies, and choose whether we may contact or quote you.

Agoo's team in Accra reads everything you send. It comes to us, never to your organisation: your Owner and Admins can't see it, not even in your organisation's data export.

Send Feedback

1. 1

   Open the form

   In the Console, open the menu under your name and choose Give feedback. It opens over the page you're on, so we know where you were. You can also go to Feedback to Agoo from the same menu, or follow Tell us at the foot of a service email from Agoo (billing, reports, exports, announcements).

2. 2

   Say how it's going

   Choose one of five faces, from Not well at all to Very well. Choose which part of Agoo it's about if you like, and tell us more in your own words. A face or a few words is enough.

3. 3

   Choose what we may do

   Both boxes start unticked.

   • You can contact me about this. We may email you at your sign-in address with a question or an answer.
   • You can quote me on agoohq.com. We'd send you the exact words, with your name and role, to approve first. We use a quote only once you approve it.

Please don't put visitors' or colleagues' personal details in your comments.

Our Occasional Questions

Now and then Agoo asks one quick question at the top of Home. It's never a pop-up, and you can close it without answering.

Closing a question counts as being asked: it won't come back until it's due again.

See What You've Sent

Feedback to Agoo lists the last 50 things you've sent, with where each stands (Sent, Read by Agoo, Agoo plans to act on it or Agoo acted on it) and any reply from our team. Replies also come by email if you said we may contact you.

If we ask to quote you

You'll get an email, and Feedback to Agoo shows the exact quote and the name and role we'd show with it. Choose Approve these words or Decline. If you'd like different wording, decline and reply to the email. Once approved, you can Withdraw approval at any time, and we stop using it.

How Long We Keep It

Three years, then it's deleted. It's also deleted within 30 days if your organisation leaves Agoo. If only your own account is deleted, what you sent stays without the link to you. The privacy notice has the details.