Invitations and passes
Invite guests ahead of time from the Console or the Workspace app, and send them a QR pass by SMS, WhatsApp or email.
Agoo is in early access. This page describes the feature as it ships to early-access organisations; screens are illustrative.
An invitation creates an expected visit and sends the guest a pass: a page with a QR code, the date and time, the host, a map pin and a calendar file. The guest scans the pass at the kiosk or gate and is checked in in seconds. Reception sees everyone who is expected today before they arrive.
Invitations and QR passes are included on Starter, Growth, Pro and Enterprise.
Invitations now, QR passes with the visitor pages
You can invite visitors from the Console today. Until Agoo's visitor pages arrive (P4), the invitation is a message with the day, time, place and host, without a QR pass: your guest gives their name at reception, and reception finds them under Expected. The pass, directions, calendar file and Wallet pass switch on by themselves when the pages go live.
Who can invite
| Role | Can invite |
|---|---|
| Host (and anyone with Receives visitors on) | Their own guests |
| Receptionist, Security lead | Guests for any host at their sites |
| Admin, Site admin, Owner | Guests for any host at their sites |
Invite from the Console
Start an invitation
Go to Console → Visitors and select Invite visitor.
Enter the guest's details
| Field | Notes |
|---|---|
| Name | "Ama Owusu". |
| Mobile number | Needed for SMS and WhatsApp. Ghanaian numbers can be typed locally: 024 123 4567. |
| Optional. Many visitors don't have, or don't check, email; the phone number is enough. | |
| Company | Optional: "Coastline Consult". |
| Visitor type | Meeting, Contractor or a type you've added. Decides the form, documents and badge. |
Choose the host, place and time
Choose the host (yourself, if you're the host), the site, and the day and time. Add when they'll leave if the visit is long, and what it's about if it helps reception and the host. Choosing a gate and adding a note to the guest come with the visitor pages.
Answer what you know
The visitor type decides the questions, such as a work order number for a contractor. Answer what you know now. Required questions left empty are asked when the guest checks in, at the desk or on the kiosk. See Forms and fields.
Choose how to send it
Choose SMS, email or both: SMS needs a mobile number, email an email address. You can also save the visit without sending anything. WhatsApp invitations, and asking the guest to fill in their details ahead of time, come with the visitor pages.
Send
Select Send invitation. The visit appears in Console → Visitors → Expected on the day, and the invitation goes out straight away.
Invite from the Workspace app
Hosts can invite from their phone in the Workspace app (iPhone in P5, Android in P6): tap Invite, pick the guest from your phone's contacts or type their details, choose the date, time and site, and tap Send. The guest gets the same pass.
Other ways visits are created
| Source | What happens | Delivered |
|---|---|---|
| Booking pages | An in-person booking becomes an expected visit with a pass and directions. | P4 |
| "Request a visit" page | A visitor asks to visit through your public page; the host approves before the pass is sent. | P4 |
| Google or Microsoft calendar | A meeting at one of your sites with outside guests creates expected visits for them automatically. | P9 |
See Booking pages for the first.
What the guest receives
The message is short and comes from your SMS sender ID, WhatsApp number or email address, so the guest knows who it's from. It links to the pass, which shows:
- a QR code to scan at the kiosk or gate,
- the date, time, host and site, with the gate if you chose one,
- Directions: the map pin you set for the site,
- Add to calendar: a calendar file for any calendar app,
- Add to Wallet: an Apple Wallet or Google Wallet pass, so the QR code is on their lock screen,
- Running late: one tap tells the host the guest is delayed.
Passes are signed, so a kiosk or guard can check them even when the network is down. An SMS pass works on any phone that can open a link; on a phone without internet, the guest can give their name at reception instead.
Which channel to use
| Channel | Best for | Cost |
|---|---|---|
| SMS | Everyone. Works on every phone and every network. | Uses your SMS allowance (300 a month on Starter, 1,000 on Growth, 3,000 on Pro), then wallet credit. |
| Guests who live on WhatsApp; shows a richer message with buttons. | Included on Growth (300 a month) and Pro (1,000); from the wallet on Starter. | |
| Business guests and anyone who needs the calendar invite. | Included in every plan's email allowance. |
If a WhatsApp message can't be delivered, Agoo falls back to SMS. See Notifications.
Group, recurring and multi-day passes
| Kind | Use it for | Delivered |
|---|---|---|
| Multi-day pass | A consultant on site Monday to Friday, or an auditor for two weeks. One pass, a date range. | P4 |
| Group invitation | A delegation of five. Each guest gets their own pass; reception sees them as one group. | P5–P8 |
| Recurring visitor | The cleaner every weekday, the driver every Tuesday. A standing pass that renews on its schedule. | P5–P8 |
Pass rules
Every pass carries rules, so it only works where and when it should:
- Time window: valid only between set times, for example 9:00 am to 1:00 pm.
- Uses: single-use (valid for one check-in) or multi-use (for multi-day and recurring passes).
- Gates: valid only at certain gates, for example the Loading bay.
Default rules for each visitor type are set in Console → Settings → Forms; you can change them for a single invitation.
Change, resend or cancel an invitation
Open the visit in Console → Visitors → Expected (or in the Workspace app) and choose:
- Change: the day, time, host or visitor type. Tick Send them the new details to tell the guest.
- Send again: by SMS, email or both.
- Cancel visit: the guest is told the visit is cancelled (untick it if you've told them yourself), and any pass stops working.
Kiosk check-in
What a visitor sees on the kiosk, screen by screen, from the welcome screen to their badge, and how to set up each step.
Host approvals
How hosts approve, ask a visitor to wait or decline by push, WhatsApp, SMS link or email, and how delegates and timeouts keep nobody stuck at reception.