Details and documents before the visit
Visitors answer your questions and accept or sign your documents on their pass before they arrive, so the desk only has to say hello.
Agoo is in early access. This page describes the feature as it ships to early-access organisations; screens are illustrative.
A visitor's pass isn't only a QR code. Before they arrive, they can use it to answer the questions their visitor type asks and to accept or sign the documents you need, on their own phone, in their own time. Reception sees what's done, and a guest who's done everything walks straight in.
This works for every pass: invitations, requests to visit once the host approves, and in-person bookings. Nothing needs turning on: the pass asks for whatever the visitor type needs.
What the visitor sees on their pass
Below the QR code, the pass lists what's still to do, in order:
| Section | What the visitor does |
|---|---|
| Your details | Answers the questions your visitor type asks of the visitor at that site, such as a car registration or a work order number. Required questions must be answered before they can save. |
| Documents | Reads each document in full and accepts it with a tick, or signs it with their typed full name and a signature drawn with their finger. Your privacy notice comes first, then site rules, NDAs and waivers. |
| When it admits | The days and times the pass works, its daily hours, whether it's single use, and the gates it opens, when it has pass rules. |
Each finished item shows a tick and the time it was done. After agreeing, the visitor can download a PDF copy of the document; for a document they signed (not ticked), Agoo also emails them the copy if you have their email address. See Documents to sign.
Your details
- The questions are the ones your form asks of the visitor, at that visit's site. Fields your staff fill in, and photos, files, signature fields and ID scans, are left to the desk or the kiosk.
- The visitor can change their answers until they arrive. After that, reception helps.
- Answers your admins marked sensitive or masked show only as "Answered" on the pass: they're never read back, even to the visitor. Leaving one empty when changing other answers keeps what they gave before.
- Answers your staff gave stay as they are.
Documents
- The pass asks for the live version of each document the visit needs: your privacy notice and documents for every visitor type, plus the ones this visitor type asks for.
- A document the visitor already agreed to, under its re-sign rule, shows as done. Someone else's signature never counts: a visitor who hasn't been matched to their earlier visits signs again.
- Documents can be signed while the pass is in use: before they arrive, while they're waiting or on site, and on a multi-day pass between days.
What reception and hosts see
Open the visit in Console → Visitors:
- Answers shows what the visitor gave, with the questions still empty. The timeline notes that they gave their details from their pass, and the audit trail records it as the visitor's.
- Documents lists each document the visit asks for: done (with the version, when and how) or still to do. Download a signed copy, or record a document signed on paper or agreed at the desk. See Documents to sign.
If something's still to do when the visitor arrives, the desk sees it at check-in and can sort it out there.
Tell visitors what to expect
Hosts can add a line to their invitation, such as "Please sign the NDA on your pass before Thursday". The pass itself lists what's to do, so there's no separate form to send.
Request a visit
Let people ask to visit from your own page or a QR poster, confirmed by a code to their phone or email, with the host approving before any pass is sent.
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.