How the Front Desk Works

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

Front Desk and Guard Mode

Check visitors in and out by hand, use the live on-site register, search and print, look after visitors without a phone, and run the gate in guard mode.

The kiosk handles most visitors on its own, but people still need a person at the desk and at the gate. This page is for receptionists, who work mostly in Console → Visitors, and for guards, who use the Kiosk app in guard mode. Away from the desk, both can do most of it on their phone, on the Workspace app's Desk (see The desk on your phone).

Your Screen at the Front Desk

Console → Visitors has four tabs. Receptionists see the sites they're assigned to.

Needs someone, Expected and On site update live as people arrive, check in and leave at the kiosk, at the gate or in the Console, and so do the counts on Home. You don't need to refresh. A green Live shows beside the tabs; if your connection can't stay live, Agoo checks every 15 seconds instead and says so.

Check In an Expected Guest

When an invited guest comes to the desk instead of using the kiosk:

1. In Console → Visitors → Expected, find them by name, phone number or company, and open their visit.
2. Choose the gate they came in at, and select Check in.
3. If their visitor type has required questions that aren't answered yet, they're asked first. Answer them with the visitor, then select Save and check in.
4. If their pass has rules that don't admit them now (before its window, outside its daily hours, at another gate, or already used), you're told why. Choose Let them in anyway if it's right to; the override is noted on the visit and recorded in the audit trail with your name. A cancelled, declined or missed visit can't be overridden.
5. The watchlist is checked and your check-in rules apply, as on the kiosk: the host is told they're here, or asked to approve. Photos and signatures are taken at the kiosk.

Documents the visitor hasn't signed yet show on the visit. See Documents at the desk.

Scan a Visitor's Pass

When a guest shows their pass on their phone, scan it instead of searching. In Console → Visitors, select Scan a pass and hold the pass's QR code up to your computer's or tablet's camera. Their visit opens, where you can check them in, or let them back in on a multi-day pass. Signed passes and pass links both work (see Signed passes). If a pass doesn't open a visit, search for the guest by name instead.

Let a Visitor Back In

A multi-day pass lets its visitor in on each of its days, and any pass lets a visitor who stepped out back in while it admits, unless it's single use. When they return, open their visit and select Let them back in. Each entry is recorded on the pass, the watchlist is checked again and their host is told. If the pass doesn't admit them right now, you're told why and can let them in anyway, as above.

Documents at the Desk

A visit's Documents lists what the visit asks the visitor to agree to: your privacy notice, and on Pro and Enterprise your NDAs, waivers and site rules. Each shows whether it's done, which version, when and how.

• Signed on paper: record a document the visitor signed on a printed copy. Keep the paper as your own rules say.
• Accepted at the desk: record a document the visitor agreed to in person.
• Copy: download the PDF of a document as it was signed or accepted.

Both kinds of record carry your name in the audit trail. See Documents to sign.

Visitors Who Checked Themselves In

At sites with self check-in from posters turned on, visitors can check in on their own phone. They appear in On site like any walk-in, and anyone waiting to be let in, by their host or by security, is pinned to the top. Their visit's timeline says they checked in "by themselves, from a check-in poster". They're treated as unverified until reception knows them, so a phone number typed on a poster never brings up anyone else's details.

Check In a Walk-In

1. Go to Console → Visitors and select Check in walk-in.
2. Type the visitor's mobile number first: a returning visitor's name, company and email fill in for you.
3. Add their name and company. Under Who are they here to see?, choose People (one person or several; the first leads), A team, or No one in particular. Then, under What brings them in?, choose the visitor type from its tiles, each with the type's icon, and the gate they came in at.
4. Answer the visitor type's questions. Required ones must be answered now; the rest are optional. Questions about photos, files, signatures and ID documents are taken by the kiosk and the Agoo app.
5. Select Check in. If the site's rules need approval, the visit waits for the host; otherwise the visitor is checked in at once. A walk-in for a team, for no one in particular, or for someone whose visitors go through their office joins Needs someone.

Visitors Who Need Someone

A visitor with no one in particular to see, one who came for a team nobody in it has taken yet, and one who asked for someone whose visitors go through their office all wait under Console → Visitors → Needs someone. Home says how many are waiting, and their rows in On site are marked Needs someone.

Each row says who the visitor asked for, who is receiving them, who has been asked and what they answered. Open the visit to act on it:

When someone you asked answers, their row tells you what to say to the visitor, such as "Kwame Mensah asked them to wait 10 minutes. Let the visitor know." The whole flow, with what each answer does, is in Who a visit is for.

Answers On a Visit

A visit's page shows the answers to its visitor type's questions, as the form was when the visit was made. While the visit is expected, waiting or on site, select Change answers to fill in or correct them.

Some answers are protected. A question your admins marked sensitive, such as a health declaration, isn't shown to your role unless they chose it; a masked answer, such as a reference number, can be typed at the desk and then shows as "Hidden from your role". See Privacy flags.

Give a Visitor the Wi-Fi

If your organisation shares its guest Wi-Fi, a checked-in visit's page, in the Console or on the Workspace app's Desk, has a Guest Wi-Fi panel saying how and when the visitor was given it. If your role can give Wi-Fi at the desk, Give Wi-Fi (or Show the Wi-Fi) shows the code large on your screen for the visitor's phone camera to scan, with the network name and password; it's recorded on the visit. Not while a visit is held for security.

The Live On-Site Register

On site now · Ridge HQ

38

Live

• AO
  Ama Owusu

  Visitor · Kwame Mensah
  On site
• YB
  Yaw Boateng

  Visitor · Legal
  Checked out
• EQ
  Esi Quaye

  Staff · clocked in 8:04 am
  On site
• KA
  Kofi Adjei

  Contractor · Plant room
  On site

Console → Visitors → On site answers the question "who is in the building right now?" for each site. It includes:

• visitors and contractors who are checked in,
• visitors waiting at the desk for their host or for security, at the top, with how long they've waited,
• staff who are clocked in, under the visitors, for people who can see attendance or roll calls: who, since when, and how they clocked in.

Parcels waiting to be collected are in Console → Deliveries, and Home's Parcels waiting card counts them: see Deliveries.

Home shows the same staff list beside today's visitors. Someone counts as on site when their latest clock-in, within the last 24 hours, was there, the same rule a roll call uses.

Filter by site, and search by visitor, phone number, company, any of the visit's hosts or its team. A visitor whose host hasn't answered within the site's wait time is flagged Host hasn't answered. When a host answers their arrival notification in the Workspace app, the visitor's row says so (Host is on the way, or Host asks them to wait 10 min), so you know what to tell the visitor. Visitors who have stayed past their expected end time are marked Overdue, so you can check whether they've left without checking out. This is the same list used for a roll call, so keeping it accurate matters.

Search

Search at the top of Console → Visitors finds visits by visitor name, phone number (typed the local way too, 024 123 4567), company, any of the visit's hosts or its team. Use History with filters to answer questions such as "who visited Treasury last Thursday?". To download the list as filtered, choose Export on History: CSV, Excel or PDF. See Home and reports.

A Visitor Without a Phone

The phone number is how Agoo recognises returning visitors and sends passes, but not everyone has one with them.

1. Check them in at the desk with Check in walk-in.
2. Turn on No phone number. Agoo then needs another way to tell visitors apart, such as their company or (if your policy asks for it) an ID.
3. Their host is notified as usual. Their badge, printed or written, is their pass for the day.
4. Check them out at the desk or the gate when they leave, because they can't use a check-out link.

Check a Visitor Out

From On site, select the visit and choose Check out. Check-out from the desk is recorded with your name. Other ways visitors check out are in Check-out.

The Desk On Your Phone

The Workspace app on an iPhone, iPad or Android phone or tablet has a Desk for receptionists, guards, security leads, site admins, Admins and Owners, with the sites they work at (for a role limited to particular sites, only those of them):

• Visitors: Needs someone first, with its count, then who's waiting for approval, held for security, inside now and expected, with Check in, Check out, Approve and Decline on each row, even with no signal; Register a walk-in for people, a team or no one in particular, with the watchlist and your rules checked as here; Scan a pass with the phone's camera; and the visitor history.
• Inbox: visits to approve, watchlist holds, booking requests and clock-ins to review, as your role allows.
• Parcels: parcels waiting at your sites, food and the oldest first, with Log a parcel (the camera reads the label), Remind now, Change who it's for, Mark it collected and Send back. Logging and handing over work with no signal. See Deliveries.
• Safety: who's on site now, kept on the phone for an evacuation, and the Emergency alert (see Roll call).

Everything you do there shows here at once, and the other way round.

Needs someone on the Desk is the same list as the Console's, for whoever receives the visitor, and it's kept on the phone, so you can read it with no signal. Open a visit for the same six choices as above. Asking someone, writing down an answer, taking the visit, handing it over and booking the visitor in for another time need a connection; Turn away takes a reason if you'd like to give one and, like Decline, works with no signal. Approve and Decline don't show on a visit that needs someone: the six choices are the one way to answer it. See Needs someone in the app.

Guard Mode

Guard mode turns the Kiosk app into a handheld tool for the gate. An admin pairs the phone or tablet in guard mode (Pair a kiosk), and each guard signs in on it at the start of their shift. Guard mode is part of the Kiosk app, on iPhone and iPad and on Android phones and tablets.

Signing in at the gate

Nobody works the gate anonymously. The device opens on Gate sign-in: the guard finds their name and types their own PIN, or holds up the badge in Agoo Workspace (Me → Badge). Everything they do while signed in is in their name: the visit's timeline shows who let the visitor in or out, and the audit trail names the guard with the device beside them.

• Who can sign in. People at the site whose role works the gate (Owner, Admin, Site admin, Security lead, Receptionist and Guard), and anyone you mark as Works the gate in Console → People. That switch is for guards without an Agoo account: they need only a PIN, which an admin sets on their page, or they set themselves in Agoo Workspace.
• Clocking in. A guard who's on attendance and not yet clocked in can clock in as they sign in, in one step.
• Stepping away. Left alone, the device locks after 10 minutes (choose from 2 minutes to an hour in Console → Devices). The guard types their PIN to carry on.
• Handing over. The next guard taps Hand over (or signs in from the locked screen); the guard before them is signed out at that moment.
• Signing out. From the guard's name at the top of the screen. A guard is signed out half an hour after their shift ends, if they have one, and in any case if they stay signed in far longer than a shift.
• Someone left without signing out? Open the device in Console → Devices and tap Sign out. Guard sign-ins there lists who signed in on each device, how, and when and why they signed out.

Wrong PINs lock that person's PIN for a while, and the lockout is in the audit trail. Sign-in works offline like everything else at the gate.

Guard mode works offline like the kiosk: passes are verified on the device, and check-ins sync when the connection returns. See Offline mode.

• Check-out: Every way a visit ends, including automatically.
• Host approvals: What happens while a visitor waits.
• Roll call: Use the on-site list when the alarm goes.

Self Check-In from Posters

Let visitors check themselves in on their own phone by scanning the check-in poster at a site's entrance or gate.

Not every door has a kiosk. With self check-in, the check-in poster at a site's entrance or gate becomes one: a visitor scans it with their phone camera, checks in on their own phone, and their host is told they're here. No app, no account, and nothing to reprint.

10:26

voltabank.agoohq.com

VBVolta Bank

Main gate, Ridge HQ

Welcome to Ridge HQ.

Check yourself in on your phone and we'll let the person you're visiting know you're here. It takes about a minute.

Check in

Rather not use your phone? Reception can check you in.

Powered by

Self check-in is included on every plan, Free included. It's off until you turn it on for a site. Each self check-in counts towards your plan's visitors a month, like any other walk-in.

Turn It On for a Site

1. 1

   Put up a check-in poster

   Make one from Console → Settings → Sites → (site) → Check-in poster, for the site's entrance or for a gate. Posters you've already printed work as they are. See Check-in posters.

2. 2

   Turn on Self check-in from posters

   In Console → Settings → Sites → (site) → Check-in rules, turn on Self check-in from posters and save.

3. 3

   Try it yourself

   Scan the poster with your own phone and check in as a visitor, with a colleague as your host. Then check yourself out from Console → Visitors → On site.

When self check-in is off, or the poster's tracked code is paused, scanning the poster opens a page that welcomes the visitor to the site and asks them to see reception, with the line you wrote on the poster, as before.

What the Visitor Sees

The pages open at your organisation's Agoo address, such as voltabank.agoohq.com, or on your own domain, with your name, your logo from Starter and your brand colour from Growth. They work on any phone with a browser, in light and dark mode.

Hosts are found by name only. The page never shows a list of your staff, never shows anything but names, and only finds people who receive visitors at that site or aren't tied to a site. Anyone you've left out of the visitors' search isn't found, and teams appear only if you've marked them for visitors. You decide what each visitor type offers in its rules: see Who a visit is for.

Photos, files, signature fields on your form and ID documents aren't asked on a phone. If a visitor type needs them, reception takes them at the desk or the kiosk. Documents to sign are different: the visitor accepts or signs them on their phone before checking in, gets a PDF copy on their visit page, and is emailed it if they gave an email address.

If the visitor's connection drops or they close the page part-way, their phone keeps what they'd typed for 24 hours and offers it back, with Start again to clear it (see Unsaved work and drafts).

After They Check In

Self check-in follows the same rules as a walk-in at a kiosk:

• The watchlist is checked. A match holds the check-in for your security team, discreetly.
• The site's walk-in approval rule applies. If the host must approve, they're asked; if not, they're told the visitor has arrived.
• A visitor here for a team or for no one in particular waits until someone takes them, in the front desk's Needs someone list, unless the visitor type follows the site's walk-in rule. So does a visitor who asks for someone whose visitors go through their office.
• The host's alert goes on the channels they chose in Account → Notifications.

The visitor lands on their own visit page, which shows one of two things:

The waiting message is the same in both cases, so a security hold never shows. The page changes by itself when they're let in. When they leave, they select I've left on the same page to check out. See Check-out.

What Reception Sees

Self check-ins appear in Console → Visitors → On site as they happen, like any walk-in, and visitors waiting to be let in are pinned to the top. The visit's timeline says "Walked in, from a check-in poster" and "Checked in by themselves, from a check-in poster", and Reports shows them as their own check-in method, "Checked themselves in (poster)".

Anyone can still check in at the desk. If a visitor can't finish on their phone, reception checks them in with Check in walk-in, as usual. See Front desk and guard mode.

Privacy

• A visitor who checks in from a poster is treated as unverified until reception knows them. Typing someone else's phone number never fills in, or shows, that person's name or details.

• The page shows a short notice of why you keep a record of the visit, with a link to how their details are used.

• Their details follow your organisation's retention settings, like every other visit.

• Visitor pages aren't indexed by search engines, and the links on them aren't passed on to other sites.

• Codes for people and places: Make and print check-in posters.

• How visits work: Walk-ins, approvals and statuses.

• Host approvals: What the host gets when a visitor waits.

• Forms and fields: The questions each visitor type asks.

Contractors

Keep contractor companies, workers and their documents in one place, run inductions before they arrive, issue multi-day passes and track hours on site.

Contractors are visitors with extra rules: they need valid insurance and certificates, a safety induction, often access for days or weeks, and sometimes a permit before risky work starts. Agoo keeps all of that with the person, so the gate can check it in seconds.

Multi-day passes and signed documents work now. The rest of contractor management is planned and arrives in stages; this page describes how it will work:

Set Up a Contractor Company

1. 1

   Add the company

   Go to Console → Visitors → Contractors and select Add company. Enter the company name, a contact person with their phone and email, what they do for you ("Electrical maintenance"), and the sites they work at.

2. 2

   Add their workers

   Add each worker's name, phone number and photo, or send the contact person a link to add their own team. Workers are recognised by phone number at the kiosk and gate, like any returning visitor.

3. 3

   Choose the required documents

   List the documents this company must keep valid, for example:

   • certificate of insurance (company),
   • trade or electrical certificate (worker),
   • medical fitness certificate (worker).

   For each one, upload the file and its expiry date, or let the contact person upload them through their link.

Expiry Alerts

Agoo reminds the contractor's contact person, and your facilities or security lead, before a document expires. If a required document has expired, the worker's next check-in is held for approval and the guard sees why. Nobody has to remember to check paper files.

Inductions and Safety Questions

Before a contractor's first visit, Agoo can send them a link to your induction: a short video or set of slides, followed by a quiz. They need to pass the quiz before their pass works. You choose how long an induction stays valid, for example a year, after which they redo it.

At check-in, contractors can answer short safety questions for the day ("Have you received your PPE?"). You set what happens with each answer: carry on, notify the site supervisor, or hold the check-in. Keep the list short; long questionnaires get rushed.

Build inductions and questions in Console → Settings → Visitor forms, on the Contractor visitor type. See Forms and fields.

Multi-Day Passes

Most contract work spans several days. Invite the worker with a multi-day pass:

1. In Console → Visitors → Invite visitor, choose the Contractor visitor type and the worker.
2. Set the date range, for example Monday 5 to Friday 16 October, and the daily hours, such as 07:00 to 17:00 (Starter and above).
3. On Growth and above, limit the pass to the right gates, for example the Loading bay, or make it one entry a day.
4. Send it. The worker comes in each morning on the same pass, even when the gate's device is offline, and signs your waiver and site rules on it before the first day (Pro and Enterprise).

Give the Contractor type default daily hours and gates, and every contractor pass starts with them. See Multi-day passes and pass rules and Documents to sign.

Permits to Work

For hazardous work such as hot work, working at height or electrical isolation, a permit-to-work makes sure the right people approve before work starts. In Agoo, the permit is attached to the visit, approved by the people you name, and limited to a zone and time. Permits to work are planned, after the rest of contractor management.

Hours On Site

Every contractor check-in and check-out is timed, so you can see hours on site per worker and per company for any period. Use it to reconcile contractors' invoices. Find it in Console → Visitors → Contractors → (company) → Hours, or export it from Console → Reports.

• Multi-day passes and pass rules: One pass for the whole job.
• Forms and fields: Build the Contractor form and induction.
• Roll call: Contractors are on the roll-call list too.

Documents to Sign

Your privacy notice, NDAs, waivers and site rules, accepted or signed before or at the visit, with fixed versions, re-sign rules and a signed PDF copy for the visitor.

Some visits need an agreement first: your privacy notice, a non-disclosure agreement for a consultant, a waiver for a factory tour, the site rules for a ward or a building site. In Agoo you write each document once, publish it, and choose which visitors it's asked of. Visitors accept or sign it on their pass, when they check themselves in, at the kiosk or at the desk, and Agoo keeps a record you can rely on.

A signature is the visitor's full name, typed, and a signature drawn with their finger or mouse. Electronic signatures are valid under Ghana's Electronic Transactions Act, 2008 (Act 772). Whether one suits a particular document is for your organisation to decide; take legal advice if you're unsure.

Write and Publish a Document

Documents are managed in Console → Settings → Documents by Owners and Admins.

1. 1

   Add a document

   Select Add a document and choose its kind. Give it a name visitors will recognise, such as "Volta Bank visitor NDA" or "Ward visiting rules". Your organisation has one privacy notice.

2. 2

   Write the wording

   Write it as plain paragraphs. Start a line with ## for a heading and - for a bullet point. Your draft is saved as you type, on your computer and to your account, so a power cut loses nothing and you can finish on another computer (see Unsaved work and drafts). Visitors see nothing until you publish.

3. 3

   Choose who's asked, and when again

   Choose whether every visitor type is asked, or only the types you pick (you can also choose a type's documents from the type's settings in Settings → Visitor forms). The privacy notice is always asked of everyone. Then choose when people sign again.

4. 4

   Publish

   Select Publish. The wording becomes version 1, and visitors are asked for it from now on.

Versions never change

A published version is fixed. Agoo keeps its exact wording and a SHA-256 fingerprint of it, so anyone can show which words a visitor agreed to. To change the wording, edit the draft and publish again: it becomes version 2, version 1 is archived, and everything signed against version 1 stays tied to version 1. Publishing with nothing changed is refused. Versions lists every version, newest first, with who published it and when.

To stop asking for a document, Archive it. Its versions and signatures stay; Restore it to change or ask it again.

Your Privacy Notice

Every organisation, on every plan, can publish a privacy notice: why you keep a record of visits, what you collect, how long you keep it and how people can ask about their data. Once it's published, visitors accept it with a tick on their pass, when they check themselves in, when they ask to visit and at the kiosk, and Agoo keeps which version they accepted and when. See Data protection for what to put in it.

When Visitors Sign Again

The privacy notice follows the same rules. Signatures count for the visitor who gave them: someone who hasn't been matched to their earlier visits yet, such as a visitor who checked themselves in, signs again, so typing someone else's phone number never skips a signature.

Where Visitors Sign

At the Desk

Open the visit in Console → Visitors and look at Documents. For a document still to do, choose:

• Signed on paper: the visitor signed a printed copy. Keep the paper as your own rules say; Agoo records that it was signed, which version, when, and who recorded it.
• Accepted at the desk: the visitor agreed in person, for example after reception read the site rules to them.

Receptionists, security staff and site admins at the visit's site can record these, and so can the visit's host. Each is on the visit's timeline and in the audit trail as recorded by them.

Signed Copies

Every agreement has a copy: a PDF made from what Agoo kept when it was given, so it reads the same every time. It shows the document's wording and version, who signed or accepted it with their drawn signature, when (in the site's time zone), how (on their phone, at the desk, on paper and who recorded it), the visit, the IP address for an online signature, and the fingerprint of the wording.

• The visitor downloads it from their pass. A document they signed is also emailed to them, with the PDF attached and in your organisation's name, if their record has an email address; a ticked one (the privacy notice, ticked site rules) isn't, so regular visitors don't get an email every visit.
• Reception and anyone who can see visitors download it from the visit's Documents in the Console. So can people who handle privacy requests.

What Agoo Keeps

For each agreement: the document and version, the fingerprint of its wording, when, how, and who recorded it if staff did. For a signature, also the name the visitor typed and the signature they drew. For anything accepted or signed online, also the IP address and the browser they used, as evidence of the signature.

• Agreements stay with the visit, under your retention settings for visits.
• Erasing a visitor removes the name they typed, their signature, the IP address and the browser. The record that a version was agreed to, and when, stays. See Data subject requests.
• Documents, their versions and agreements are in the full organisation export.
• Publishing, signing and recording on paper are all in the audit trail.

If Your Plan Changes

Moving below Pro stops NDAs, waivers and site rules being asked of visitors, and new versions of them can't be published; signatures already given, and their copies, are kept. Your privacy notice works on every plan.

• Details and documents before the visit: What the visitor does on their pass.
• Kiosk check-in: Signing at the kiosk.
• Data protection: Your privacy notice and Act 843.
• Front desk: What's still to do when a visitor arrives.

ID Documents

How the kiosk records a visitor's ID. A Ghana Card's or passport's number is read on the device or typed, and a Ghana Card is never photographed; other IDs are photographed or typed. Numbers are sealed and only the last four show.

An ID document question asks a visitor for their ID at the kiosk, when your security policy needs one. Agoo records the ID's type and number. It doesn't check who the visitor is: the number is what the visitor gave, kept safely so you can find it later or match it against your watchlist.

Scan a passport · Lobby iPad10:39 am

Passport · Type PG90734821

Surname

OWUSU

Given names

AMA

Date of birth · Sex

14 MAR 1991 · F

Date of expiry

13 MAR 2031

P<GHAOWUSU<<AMA<<<<<<<<<<<<<<<<<<<<<<<<<<<<<

G907348214GHA9103144F3103131<<<<<<<<<<<<<<00

Hold the photo page inside the frame

Check in · Step 2 of 3

Your ID

ID type Read from passport

Passport

Passport number Read from passport

•••••4821

A Ghana Card?

The kiosk reads its number the same way and never keeps its picture.

Photo deleted after 1 day

Per your policy · number sealed, last four shown

Continue

How Each ID Is Taken

When you add an ID document question, you choose How the kiosk takes it: Scan, Photo or Typed. A Ghana Card is never photographed, whatever you choose.

• The visitor chooses their ID first ("Which ID do you have?"), with Ghana Card at the top.
• Reading a Ghana Card or a passport happens on the device, even offline, with no AI. Every check digit in the machine-readable lines must agree, so a misread is never accepted. Type it instead is always there.
• Typing a Ghana Card number uses a large keypad: GHA is already there, then nine digits and one more (GHA-123456789-0). The kiosk checks that the number has the Ghana Card's form, then shows it back, large, and asks "Is this right?" before carrying on.
• Other IDs have no machine-readable lines that Agoo reads, so they're photographed if you ask and their number is typed.
• A kiosk on a computer doesn't read machine-readable lines: a Ghana Card's number is typed there, and other IDs are photographed if you ask, with their number typed.
• The done screen says "ID number recorded", or "ID recorded" when a photo of a passport or another ID was kept.

The kiosk only reads a document's type and number. The visitor's name comes from what they type at check-in, never from their ID.

Sealed Numbers and Protected Answers

• Sealed. Each ID number is encrypted on its own as it arrives. Agoo also keeps a one-way fingerprint of it, so your watchlist can match a number without anyone seeing it.
• Only the last four show. Screens, reports and exports show the ID's type and last four characters, such as "Ghana Card ending 4567".
• Revealing a full number is for Owners, Admins and Security leads, on the visit's page, with a reason. Every reveal is recorded in the audit trail.
• Always protected. An ID document's answer (its type, last four and any photo) is always sensitive and masked. Those switches are on and locked in the form builder; you choose only which roles can see it. It's never sent to API keys, connected apps, webhooks or events.

ID Photos

• Who can open one. Only Owners, Admins and Security leads, signed in as themselves. Each opening is recorded in the audit trail. Kiosks can't open an ID photo once they've uploaded it, and API keys and connected apps never can.
• Deleted on your schedule. ID photos are deleted after 1 day by default. You can choose a shorter time, or up to 30 days at most, in Console → Settings → Data & privacy. Every deletion is recorded.
• Never a Ghana Card. When the kiosk reads a Ghana Card, the camera's picture stays on the device only long enough to read the number, and is never saved, uploaded or kept offline.

Set It Up

1. 1

   Add an ID document question

   In Console → Settings → Visitor forms, add an ID document question to each visitor type that needs it, such as Contractor or Delivery. Choose whether it's required.

2. 2

   Choose how the kiosk takes it

   Under How the kiosk takes it, choose Scan, Photo or Typed. If you'd rather no camera is used for IDs at all, choose Typed: you'll still have the type and last four of every ID.

3. 3

   Set how long to keep ID photos

   In Console → Settings → Data & privacy, choose how long ID photos are kept, from the default of 1 day up to 30 days. Keep them no longer than you need.

4. 4

   Update your kiosks

   Make sure every kiosk runs the latest Agoo Kiosk app. If an older version still sends a photo of a Ghana Card, Agoo keeps the number, destroys the photo and lets the check-in through. L.I. 2523 is enforced from 2 November 2026.

• Forms and fields: Add an ID document question to a visitor type.
• Retention and deletion: How long ID photos and visits are kept.
• Kiosk check-in: The full check-in flow.

Check-Out

Every way a visit ends, at the kiosk, at the gate, by link or automatically, and how to keep the on-site list accurate.

A visit isn't complete until the visitor is checked out. Accurate check-outs keep the live register honest, and that register is what your marshals use in an evacuation. Agoo gives visitors several easy ways to check out, and a safety net for those who forget.

Ways to Check Out

Every check-out is recorded with the method, the time, the gate and, where a person did it, their name.

Turn On the Check Out Button On the Kiosk

In Console → Devices → (device), turn on the Check out button. Use it on kiosks that visitors pass on the way out. At sites where visitors leave by a different gate, add a kiosk or a guard device at that gate.

If you choose a Feedback survey for the kiosk, it asks visitors your survey as soon as they've checked out, one question per screen, offline too. A visitor who answers there doesn't get the follow-up feedback message for that visit. See Ask visitors for feedback.

I've Left, from the Pass

Visitors who have a pass, from an invitation or a booking, and visitors who checked in from a check-in poster, can check themselves out from the same page on their phone. Once they're checked in, the page shows I've left. They confirm, and the visit is checked out at once: On site updates, and the timeline says "Checked out from their visit page".

When a badge was printed for the visit, the page shows no I've left button. It asks the visitor to hand the badge back at reception, who check them out, so badges don't leave the building.

Send a Check-Out Link

Sending kiosk walk-ins a check-out link with their check-in confirmation is planned; it isn't in the Console yet. Until then, visitors without a pass check out at the kiosk, with a guard or at reception, and automatic check-out catches anyone who forgets.

Automatic Check-Out

Set it per site in Console → Settings → Sites → (site) → Check-in rules → Automatic check-out:

A visitor is checked out at the first closing time (or set time) after they checked in, so someone who arrives after closing isn't checked out the moment they arrive. If you choose At closing time before setting opening hours, visitors are checked out at midnight.

Visits checked out automatically are marked Checked out automatically, so you can tell them apart in reports. A visitor on a multi-day pass is checked out each evening and checks in again the next day with the same pass.

Overdue Visitors

In Console → Visitors → On site, a visitor still checked in after their expected end time is marked Overdue. Receptionists can check with the host, then check the visitor out by hand. Doing this once or twice a day keeps the list close to reality.

• Front desk and guard mode: The live register and the gate.
• Roll call: Why an accurate on-site list matters.