Go-live checklist

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 sitesCopy Anchor Link

• 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. BrandingCopy Anchor Link

• 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.

See Branding.

3. Forms and visitor typesCopy Anchor Link

• Each visitor type you need exists and has its own form (Console → Settings → 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.
• NDAs or site rules are attached where needed, once documents arrive with the visitor pages in P4 (NDAs and e-signature are on Pro and Enterprise).
• Someone has completed each form on the kiosk from start to finish.

See Forms and fields.

4. Notifications and SMSCopy Anchor Link

• The notification order is set: for example push first, then WhatsApp, then SMS if the push isn't opened (Console → Settings → Notifications).
• Quiet hours suit your working day.
• Your SMS sender ID (up to 11 characters, such as "VoltaBank") is submitted and 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. PeopleCopy Anchor Link

• Every host is in Console → People, at the right site, with a mobile number.
• Hosts have accepted their invitation (nobody shows as Invited).
• Hosts have installed Agoo Workspace and allowed notifications.
• Busy hosts (directors, heads of department) have a delegate who can approve visitors for them.
• 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 printersCopy Anchor Link

• 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.
• Guard devices are in guard mode and each guard can sign in.
• Badge printers (Growth and above) print a test badge, and there are spare label rolls at the desk.
• Console → Devices shows every device as online and recently synced.

See Pair a kiosk and Badge printers.

7. Wi-Fi and offline testCopy Anchor Link

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 and the badge printer are on a UPS or inverter, if you have one.

See Offline mode.

8. PrivacyCopy Anchor Link

• Your privacy notice is shown at check-in, with your DPC registration number (Console → Settings → Data & privacy).
• Retention periods are set for visitor records and ID images (ID images are deleted after 24 hours 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. SecurityCopy Anchor Link

• The watchlist has the entries your security lead wants screened, each with a reason (Growth and above).
• Muster points and marshals are set for each site.

See Watchlist.

10. Staff briefingCopy Anchor Link

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

• Receptionists: checking people in by hand, the live register, reprinting a badge, a visitor with no phone, what to do when the kiosk is offline.
• Guards: guard mode, scanning passes, logging vehicles, calling the host, checking people out at the gate.
• Hosts: inviting guests from the Workspace app, approving arrivals, setting a delegate when they're away, 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 testsCopy Anchor Link

• End-to-end visit: invite a colleague, they check in with their pass, the host approves from their phone, the badge prints, 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 the escalation reaches their delegate and then reception.
• Roll-call drill: with a few test visitors on site, start a roll call, mark people safe, and close it. Check the drill report.

See Roll call.