Notify a host from the lobby

Someone is standing at the desk and their host has no idea they have arrived. Maybe they came without an appointment, maybe the meeting moved. Either way, you can reach the host from Systam Studio in a few seconds.

There are two ways to do it, and which one you use depends on whether the visitor is already on your visitor list.

The visitor is not on the list

Use this when someone walks in without a visit booked, or when you simply want to call a colleague to the lobby.

1. Click Notify host in the top bar of Systam Studio.
2. Start typing the host's name in the Host field. The search matches any part of the name, so a surname works just as well as a first name.
3. Pick the right person from the results. Each result shows the workspace the host belongs to, which helps when several sites share the same organisation.
4. The Message field already contains a default text telling the host that a visitor is waiting in the lobby. You can send it as it is, or replace it with your own words.
5. Click Notify host.

The Notify host button stays greyed out until you have picked a host, so you cannot send a message into thin air by accident.

The visit is already on the list

When the visitor has signed in or was invited in advance, the visit is on the Visitor flow list and Systam Studio already knows who the host is. That gives you a shortcut.

1. Find the visit on the Visitor flow list.
2. Open the actions menu at the end of the row.
3. Select Notify host.

This shortcut sends the default message immediately. There is no dialog and no confirmation step, so if you want to write something of your own, use the Notify host button in the top bar instead.

What the host receives

The message reaches the host the same way arrival notifications do — through the notification settings saved for that host. If a host is set to receive notifications by text message, the lobby message arrives as a text message too.

If a host says they never get these messages, their notification settings are the first place to look.

Related articles

• Manage host notifications
• Visitor statuses in Systam Studio
• Signing out visitors

Now nobody has to wait at the desk wondering whether anyone knows they are there.