Instant alerts
Hosts are notified at the moment of check-in.
Host notifications
Instant visitor arrival notifications for hosts
Hosts receive an instant notification the moment their guest checks in, so reception no longer has to call around the office to find them.
Alerts the moment guests arrive
SMS and email
Works with every check-in method
No calls from reception
Overview
The host knows before the visitor sits down
Finding the right person when a visitor arrives is one of reception's most repetitive tasks. Phone calls, messages and walking the floor all take time while the guest waits.
Zapio VMS removes that step. As soon as a visitor checks in at the kiosk, on their phone or by QR code, their host receives a notification with the visitor's name and where they are waiting.
1
Visitor checks in
At the kiosk, on their phone or by QR code.
2
Host selected
The visitor's host is identified from the directory.
3
Alert sent
The host receives an SMS or email notification.
4
Guest greeted
The host comes to meet their visitor.
Benefits
Why choose Zapio for host notifications
SMS and email
Notifications arrive where your team will see them.
Less work for reception
No calling around to find the right person.
Employee directory
Visitors choose their host from your directory.
Shorter waits
Guests are met sooner and wait less.
Every check-in channel
Kiosk, mobile and QR check-ins all trigger alerts.
On the host's phone
What the host receives
An example arrival alert. The host sees who has arrived, when and where they are waiting.
10:14
Thursday, 22 October
ZZapio VMS · now
Your guest Omar Haddad has arrived at Reception, Level 1.
Your guest Omar Haddad has arrived at Reception, Level 1.
@Email · now
Visitor arrived: Omar Haddad (Gulf Partners LLC)
Checked in at 10:14 via kiosk
Visitor arrived: Omar Haddad (Gulf Partners LLC)
Checked in at 10:14 via kiosk
ZZapio VMS · 11:28
Reminder: Aisha Rahman is expected at 11:30.
Reminder: Aisha Rahman is expected at 11:30.
Visitor experience
A better welcome for guests and a quieter reception
When hosts are notified automatically, visitors are greeted faster and receptionists can focus on the people in front of them. It is a small change that visitors notice straight away.
Email notifications are included in the free Starter plan. The Business plan adds SMS notifications, so hosts get alerts on their phone even when they are away from their desk. SMS usage is billed separately.
- Notification sent at the moment of check-in
- SMS and email alerts
- Host chosen from your employee directory
- Works with kiosk, mobile and QR check-in
- Email notifications included in the free plan
Use cases
Host notifications across industries
Corporate offices
Hosts are alerted wherever they are in the building.
Visitor management for corporate offices →
Co-working spaces
Members are notified when their guests arrive.
Visitor management for co-working spaces →
Healthcare
Staff are notified when vendors arrive.
Visitor management for healthcare →How are hosts notified when visitors arrive?
When a visitor checks in, Zapio VMS sends their host a notification by SMS or email.
Do notifications work with QR and mobile check-in?
Yes. Hosts are notified whichever check-in method the visitor uses.
Are SMS notifications included in the free plan?
The free Starter plan includes email notifications. The Business plan adds SMS notifications, with SMS usage billed separately from the plan price.
How does the visitor choose their host?
Visitors select their host from your employee directory during check-in, or the host is set when the visitor is pre-registered.
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Ready to modernize your visitor experience?
Create a safer, smarter and more professional welcome for every visitor. Talk to our team about your workplace, visitor volume, locations and security requirements.