Inviting and managing visitors

Visitors are people who aren’t current members of West Quay Offices. They are invited by our members to visit their businesses on a one-off basis. Each visitor needs to be assigned a host, who can be any contract owner or team Member.

Who can invite visitors?

These membership holders can invite visitors to our work spaces:

These membership holders can only invite booking attendees as visitors when they book our large or small meeting room. The large meeting room can accommodate up to 8 people so you can invite up to 7 visitors. The small meeting room can accommodate 4 people, so you can invite up to 3 visitors.

Coworking Hybrid 5 and Hybrid 10 Members (Can use cash-back credits for booking)
Hybrid Team Members (Can use cash-back credits for booking)
Community Members (Gets 5% discount for booking)
Virtual Office Members (Gets 5% to 10% discount for booking depending on membership level)

Non-members (Can book meeting room per hour rates)

Visitors and door access

Visitors are not granted door access, so they need to access during public reception hours 9 a.m. to 5 p.m.

After-hours and weekend visitors

You need to communicate and open the door for your visitor, as the door will be locked and there won’t be any reception personnel.

Booking attendees for paid bookings after-hours or on weekend

The same above conditions apply.

After-hours and booking attendees for paid bookings

A staff Member will be attending on site to welcome you and your attendees.

Adding and viewing Visitors

Adding visitors on the Member’s Portal

You can add visitors on the Members Portal with a few clicks. Find the Visitors widget on the home page.

Click on +Add Visitor. From there, you just need to fill out the details form and click Register visitor.

Adding visitor on mobile application

Download and install our mobile app if you have not yet. Click on +Add Visitor. From there, you just need to fill out the details form and click Register visitor.

Adding meeting room booking attendants

Members can also add visitors as booking attendees. All you need to do is click the Add Attendee button at the bottom of the booking pop-up page and enter the attendee details before confirming your booking.

Once the booking is finalized, the attendee will receive an email notification that includes the name of their host, the booking details, and a PIN code they can use to check in themselves through the reception kiosk tablet in our reception. You will also receive a notification via email and the Passport app when your attendee arrives at the location.

Managing Visitors

Once you register a new visitor, they pop up in the list above the registration form.
If you ever need to edit a visitor’s details, just remove them from the list and register them again using the relevant new details.

Visitor and Member notifications

Each registered and managed visitor has four notification types. Visitor notifications let your customers know when visitors arrive at your location. They also let visitors know who invited them and when their visit is scheduled.

Notification Type	Visitors	Members or Customers
Booking confirmation	YES	–
Visitor arrival	–	YES
Visitor Check-in	YES	YES
Visitor Registration	YES	–

Booking confirmation

Visitors receive this notification when a Member or customer adds them as a guest to a booking.

Visitor arrival

Customers who are a visitor’s designated host receive this notification when the visitors check in to your space.

Visitor Check-in

Members and contacts:

Receive this email notification as soon as their visitors check in using our reception kiosk or by one of our reception staff.
Receive a push notification from the Passport app if they have it on their phone.
Receive an SMS message to their mobile phone number if they have a registered cell phone number in their profile.

The notification includes the visitor’s name, where they checked in and internet access.

Visitor Registration

Visitors receive this email notification as soon as a Member or one of our staff registers them manually or they self-register at the reception kiosk.

The notification includes the following details:

Host’s name (your name)
Date and time of the visit
PIN code and QR Code that they can use to check-in on our reception kiosk

They can also use the same PIN code to access the internet during their stay. Internet access is limited to 2 devices and for 2 hours. If this is a meeting room booking attendee, then as long as their booked hours.

Visitor etiquette and policy

A limited number of visitors are permitted according to your membership plan. These are displayed at the top of this article.
Meeting Rooms should be booked and used if you are inviting more than one guest. This rule does not apply if you have a private office large enough to host guests.
You need to register all your visitors through our mobile app or members portal. Guests are required to check-in at the front desk or using our kiosk, and we will notify you of their arrival. By doing this, visitors can spend very little time in reception.
Guests will not be allowed on our lounge area or your private office until you have been properly notified and you or someone from your team pick them up from the reception area.
Please invite your visitors when you are at our workplace. We won’t allow any visitors in if you are not present in West Quay Offices. We don’t charge you for visitors and we have no personnel to entertain or escort any visitors. If you need such a service, please discuss and get a quote from us. This will require us to hire and maintain extra personnel just for you so you might want to do this on your own to be cost-effective.
In order for us to know if you are in West Quay Offices or not, you will need to check-in yourself. You can do this by logging in to our WiFi or, if not checking in, by using the kiosk in reception. We may accidentally return your visitor if we do not know if you are in. You can learn more about checking in and out by reading this article.
Visitors cannot use the common areas while a Member of your team or yourself are not present with them, especially if they are under the age of majority.
Your visitors should not be left alone in our work spaces. You are responsible for your visitors and who you invite to our work spaces. Until they leave our work spaces after your business meetings are over, all visitors must be with you or a Member of your team.
Just as you and your employees are expected to follow our etiquette in West Quay Offices, your visitors should also follow the same etiquette. If a visitor is unfamiliar with these rules, take a moment to explain or guide them. While this may not be practically possible in each scenario, we ask you to accompany your visitors at all times in our work spaces so they will be under your supervision.
If your visitors damage any property, use our services excessively without your supervision, get possession of any items in common areas, or use the honesty bar without paying, the contract owner Member will be responsible for compensation, costs, and any associated service fees.
If any visitors of yours start to work in our work spaces without you being present, we will add a day pass fee to your next invoice.