# Set up a smooth visitor check-in process

A visitor process covering pre-arrival info, reception check-in, badges, hosting, and data privacy, plus the visitor welcome email.

- Topic: Projects & Operations
- Framework: RTF
- Level: Standard
- Tags: Email, Legal, Fill-in Template
- Source: https://www.thinkwithprompt.com/prompts/set-up-a-smooth-visitor-check-in-process

## Prompt

```text
Help me design a visitor management process for our office.

**Office and reception setup:** [staffed reception / shared building reception / no reception]
**Typical visitors:** [clients, candidates, contractors, deliveries, VIPs]
**Volume:** [visitors per day/week]
**Security requirements:** [ID checks, NDAs, escorted areas, building pass rules]
**Tools:** [visitor management app, sign-in sheet, calendar]
**Privacy rules that apply:** [e.g. GDPR or local privacy law - how long we keep visitor data]

Create:
1. **Process flow:** host books the visit → pre-arrival email → arrival and sign-in → badge → host collected → sign-out → data deleted after [PERIOD].
2. **Host responsibilities checklist:** register the visitor, share arrival details, meet them on time, escort where required.
3. **Reception script** for greeting, sign-in, and what to do if the host is late or unreachable.
4. **Visitor welcome email template:** address, entrance, parking or transit, Wi-Fi access (guest network, no credentials in the email), what to bring, accessibility info, host contact.
5. **Special cases:** contractors (safety induction, work permits), candidates (a warm welcome matters), VIPs, unannounced visitors, deliveries.
6. **Data collected and why:** keep it minimal - name, company, host, time in/out - with a retention period [CONFIRM WITH PRIVACY POLICY].

Keep the visitor experience warm, not bureaucratic.
```

## What to fill in

- staffed reception / shared building reception / no reception
- clients, candidates, contractors, deliveries, VIPs
- visitors per day/week
- ID checks, NDAs, escorted areas, building pass rules
- visitor management app, sign-in sheet, calendar
- PERIOD
- CONFIRM WITH PRIVACY POLICY

Free to copy and use. From ThinkWithPrompt (https://www.thinkwithprompt.com/), a library of 2,663 curated AI prompts.