Getting visitors and candidates to your office
The first ten minutes of a visit start before they reach your building.
An organisation spends considerable effort on how a visit goes: the meeting room, the presentation, the person who greets them. Then it leaves the journey to chance, and the visitor arrives forty minutes late, having negotiated a fare on the roadside in the rain.
The journey is part of the visit. It is also the part that is easiest to fix.
Book it for them
A business account can book a trip for someone with no Topsy account. You enter their name and number, and the driver arrives knowing who they are collecting. The visitor does not download anything, does not pay, and does not claim anything back.
For a candidate coming to interview, this is a small thing that says something. For a client, it removes the moment where they are standing outside your building trying to arrange a way home.
Schedule the return before the meeting
The common failure is arranging the trip in and forgetting the trip out. Schedule the return when you book the arrival, with a realistic time, and adjust it if the meeting overruns. Cancelling before the search window costs nothing, so an optimistic booking is cheap insurance.
Give the driver what they need
Pickup notes matter more for a visitor than for staff, because the visitor cannot describe your building. "Reception on the ground floor, ask for the front desk" is useful. So is the specific entrance, if your building has more than one.
For an arrival at Kotoka, the terminal and flight reference can be attached in the app, and on the website the notes field does the same work.
Share the trip
A shared trip link lets whoever is meeting them watch the car approach without needing an account. For a driver collecting a visitor at an airport, this is the difference between a phone call and a smooth pickup.
The cost side
Every guest trip is attributed to the department or cost centre you attach, so hospitality spend is categorised as it happens. That makes the monthly review about what was spent on what, rather than about whose personal card was used.