Vizmo Pass is the Vizmo app for employees. Use it to invite visitors, approve visitors who arrive for you, book desks and rooms, check in at the office, and look up colleagues. What you see in the app depends on what your admin has switched on for your location.

Before you start

• You need an iPhone or iPad with iOS or iPadOS 15 or later, or an Android phone.
• You need a Vizmo account. Sign in with the email address your admin added you with. If you are not sure that you have one, ask your admin. Admins can add and activate employees by following Activate an employee account.
• If your company runs Vizmo on its own servers (an on-premise set-up), your admin will tell you to install the on-premise version of the app. You choose your company when you sign in.

Install the app

1. Install the Vizmo app from the App Store (iPhone and iPad) or Google Play (Android). On your phone the app is named Vizmo Mobile. This help centre calls it Vizmo Pass. If you use the on-premise version, ask your admin for the link.
2. Open the app. The first time, a short welcome tour appears. Select Get Started after the last card.
3. When your phone asks, allow notifications so that you hear about visitors and approvals. The app also asks for camera access soon after the Home screen opens. You need it to scan QR codes and to take a profile photo.

Sign in

1. On the Sign in screen, enter your email address. Spaces are not accepted, and capital letters change to small letters. Select Next. On an on-premise app, first choose your company from Select a Company.
2. Vizmo checks how your company signs people in. The screen then shows a Password box, one or more buttons under or sign in with, or both.
3. If you use a password, enter it and select Login. Select the eye icon to show or hide what you type.
4. If you use company single sign-on (SSO), select the button for your company's sign-in. The provider's page opens inside the app. Sign in there and the app opens by itself when you finish.
5. If your account uses two-factor sign-in, an OTP box appears. Enter the code from your authenticator app, or from the email that Vizmo sends you, then select Login.

   

   

If you typed the wrong email address, select the pencil icon at the end of the email box and start again. To sign out later, open your settings (see below) and select Log Out.

Reset a forgotten password

1. On the password step, select Reset Password.
2. Check your email address and select Reset Password. The app shows Email verification OTP has been sent to registered email. Please check your email.
3. Enter the code from the email in the OTP box, enter a new password in the two password boxes and select Reset Password.
4. The app shows Password reset successful. Sign in with your new password.

   

Note: the app checks your password before it sends it. A password must have at least 8 characters, with at least one small letter, one capital letter and one digit. If an older, simpler password is rejected, reset it as above.

Sign-in messages

For more on two-factor sign-in and company sign-in, see Set up and recover two-factor authentication (2FA) and Sign in to Vizmo with SSO.

Find your way around Home

The Home tab shows a greeting, your location and a Help button at the top. Select your photo to open your settings. If you belong to more than one location, select the location name to switch. The app remembers your choice.

• Tiles: Visitors, Desks, Rooms and Meals open your visitors, desk bookings, room bookings and meal bookings. A tile appears only when your admin has switched that product on for your location. If Visitors is the only product switched on, Home also shows a Send Invite tile.
• The + button: opens a menu with Book a Room, Book a Desk and Invite a Visitor.
• Check-in banner: if your admin has turned on office check-in, the banner asks Have you entered the office? with a Check-in button, or Have you exited the office? with a Check-out button.
• Activity Feed: lists, in this order, visitors waiting for your approval, visitors who are checked in now, your upcoming invites, your desk bookings for today and tomorrow, and your room bookings for today. A number on the heading counts the items. If there is nothing, it shows Oops ! There’s no activity here.

The tabs along the bottom are Home, Schedule, Directory, and Pass or More. The Schedule tab only shows Coming soon for now.

If a tile, tab or option is missing

Ask your admin to check the settings for your location. Admins: if the option is greyed out or missing, contact your Vizmo account manager. To turn on office check-in, see Turn Check-in Using Pass on or off.

Everyday tasks

Invite a visitor

Select + then Invite a Visitor, or select Invite next to a person in the Directory. The steps are in Send a visitor invitation in Vizmo Pass.

Approve a visitor who has arrived

When a visitor checks in for you and your location needs your approval, the Activity Feed shows a You have a visitor row with Reject and Accept buttons. Select one to give your answer. You can also open the visitor from the Visitors tile, where the details screen shows the same two buttons. If the app shows a message instead, read it, because it comes from Vizmo. See Approve or reject a walk-in visitor.

See your visitors, end a visit or check a visitor out

Select the Visitors tile. The tabs Active, Upcoming and Past list your visitors. Select a visitor to see their details. What appears at the bottom of the details screen depends on the visit:

Note: End Visit records that your meeting has ended. It does not check the visitor out, and the app does not then offer Check-out now. The visitor, or authorised staff, still completes the checkout, for example at the kiosk. See Check out at the Vizmo Kiosk. The confirmation message tells you how many minutes pass before reminder emails are sent if the visitor is still checked in.

If you do not see End Visit, ask your admin to turn on Enable Visit End under Visitors > Settings > Check-out > Visit End Settings. The Grace Period on the same page sets how long the visitor has to check out before reminders are sent.

Book a desk

Select + then Book a Desk. The steps are in Book and cancel a desk in Vizmo Pass.

Book a room

1. Select + then Book a Room. The Select a Room screen opens.
2. Choose a floor and a date, then select a room that has free time.
3. On the Select Timing screen, choose your time in 15-minute steps, add a meeting title if you wish, and select Book Now.

To cancel, open the booking from Rooms and select Cancel Booking.

Book a meal

Select the Meals tile on Home. The steps are in Book and cancel meals in Vizmo Pass.

Check in or out of the office

If office check-in is on, select Check-in on the Home banner, or open the Pass tab. Point the camera at the QR code on the kiosk or the check-in QR code displayed at reception. A message tells you that you have checked in or out. If the app says Could not find Employee for the current User, your sign-in is not linked to an employee record at this location. Ask your admin.

Look up a colleague or a visitor

Open the Directory tab and choose Visitors or Employees. Select a person to see their details.

Your settings

Select your photo on Home, or open the More tab. You see your name, email address and phone number, and these rows:

• Notification Settings: three switches, Push Notifications, Email Notifications and SMS Notifications. All are on until you turn them off. Select Update to save.
• Help & Knowledge Base: opens the Vizmo help centre. The Help button on Home does the same.
• Privacy Policy, Terms & Conditions, Rate Us and Licenses.
• Log Out.

To change your photo, name or phone number, select the pencil icon at the top of the settings screen, change the details and select Update. Your email address is shown but cannot be changed here.

Things to know

• The app is in English only and uses a light theme only.
• You cannot book parking in the app, and there is no live office map or offline mode.
• If you prefer a browser, the employee portal does much of the same work. See The employee portal home: Quick Actions and what employees can do.