Receptionist Portal Guide

The SaaniCare Receptionist Portal provides tools for managing front desk operations, visitor check-ins, and general inquiries.

Getting Started

Accessing the Portal

1. Visit the Receptionist Portal at receptionist.saanicare.dev
2. Sign in with your receptionist account
3. Select your school

Dashboard Overview

The dashboard displays:

• Today’s Visitors: Expected visitors
• Pending Appointments: Scheduled appointments
• Recent Check-ins: Latest visitor check-ins
• Quick Actions: Common tasks

Visitor Management

Visitor Check-in

1. Go to “Check-in”
2. Enter visitor information
3. Select purpose of visit
4. Notify staff member
5. Issue visitor badge
6. Complete check-in

Visitor Check-out

1. Navigate to “Check-out”
2. Find visitor
3. Process check-out
4. Return badge
5. Complete visit

Visitor History

1. Go to “Visitor History”
2. View past visitors
3. Search by name or date
4. View visit details
5. Generate reports

Appointment Scheduling

Scheduling Appointments

1. Navigate to “Appointments”
2. View staff calendars
3. Schedule appointments
4. Send confirmations
5. Manage cancellations

Appointment Management

1. Go to “Appointments”
2. View all appointments
3. Edit appointments
4. Cancel appointments
5. Send reminders

Directory & Information

Student Directory

1. Navigate to “Directory”
2. Search students
3. View contact information
4. Check enrollment status
5. Access basic information

Staff Directory

1. Go to “Staff Directory”
2. View staff information
3. Check availability
4. View contact details
5. Access schedules

General Inquiries

Handling Inquiries

1. Navigate to “Inquiries”
2. Record inquiries
3. Route to appropriate department
4. Track responses
5. Follow up as needed

Phone Management

1. Go to “Phone”
2. View call logs
3. Record messages
4. Route calls
5. Track communications

Office Management

Office Supplies

1. Navigate to “Supplies”
2. Track inventory
3. Request supplies
4. Manage orders
5. Track usage

Mail & Deliveries

1. Go to “Mail”
2. Log deliveries
3. Track packages
4. Manage distribution
5. Record pickups

Reports

Visitor Reports

1. Navigate to “Reports”
2. Generate visitor reports
3. View visit statistics
4. Track trends
5. Export data

Appointment Reports

1. Go to “Appointment Reports”
2. Generate appointment summaries
3. View scheduling statistics
4. Track utilization
5. Export data

Settings

Portal Settings

• Configure visitor policies
• Set appointment limits
• Manage notifications
• Customize forms

Access Settings

• Manage directory access
• Configure information visibility
• Set permission levels

Best Practices

1. Professional Service: Provide friendly, professional service
2. Accurate Records: Keep detailed visitor logs
3. Efficiency: Process check-ins quickly
4. Communication: Clear communication with staff
5. Organization: Keep front desk organized

Troubleshooting

Common Issues

Visitor check-in failing

• Check required fields
• Verify visitor information
• Review system status

Appointment not scheduling

• Check staff availability
• Verify time slots
• Review calendar conflicts

Can’t access directory

• Check permissions
• Verify school assignment
• Contact administrator