Visitor Approvals - Nexudus Platform

The AI enables hosts to manage visitor approval requests conversationally. Hosts can approve or reject visitors by name, process multiple visitors at once, or approve everyone waiting with a single command. The AI works across all channels: chat, email, WhatsApp, and voice.

This capability requires the member to be identified — on chat this means being signed in; on email, WhatsApp, and voice the member is identified by their email address, phone number, or caller ID. The AI will prompt unidentified users to log in or provide contact details before proceeding.

Prerequisites

Before a host can use the AI to approve visitors:

Visitor approval must be enabled for the location under Settings → Apps and integrations → Companion apps → NexIO → Require host approval for walk-in visitors
The visitor must be registered via NexIO (walk-in self-registration) with the host assigned
The host must be a customer with an active profile
On WhatsApp and voice, the host’s mobile phone number must match their customer profile

If the AI cannot match the phone number or email to a customer record, it asks the host to verify their contact details in their member profile.

Checking for pending visitors

Hosts can ask the AI at any time if they have visitors waiting:

“Any visitors?”
“Who’s waiting for me?”
“Do I have any pending visitors?”

The AI lists all visitors currently awaiting the host’s approval, showing:

Visitor name
Company (if provided)
Expected arrival time
Reason for visit (if provided)

If no visitors are pending, the AI confirms there’s no one waiting.

Approving or rejecting a visitor

The approval flow

The AI uses a draft → confirm → apply flow to ensure decisions are never applied accidentally: Step 1 — Draft. The host mentions a visitor by name and indicates their decision (“approve Alex”, “reject Maria”, “approve Bob and I’ll collect him”). The AI identifies the visitor from the pending list, interprets the decision, and drafts the action. A short-lived confirmation token is issued. Step 2 — Confirm. The AI presents a summary showing:

The visitor’s full name
Expected arrival time
The decision that will be applied

The AI asks the host to confirm. The confirmation window depends on the channel — 10 minutes for chat, 1 hour for WhatsApp, 4 hours for email, and during the call for voice. See Channels for details. Step 3 — Apply. Once the host confirms (by replying “confirm”, “yes”, or equivalent), the AI updates the visitor’s approval status in Nexudus. Staff members with visitor notifications enabled are notified, and — if configured — the visitor is checked in automatically.

If the confirmation window expires, the AI tells the host and asks them to confirm again. A fresh token is issued with the same decision. No changes are saved until the host confirms.

Response options

The available approval options depend on your location’s settings under NexIO → Require host approval:

Option	What it means	When available
Approve, I’ll collect them	Host will come to reception to collect the visitor	Enabled by default; can be disabled via Host can choose to collect visitors at reception
Approve, send to my unit/desk	Visitor can proceed directly to the host’s area	Enabled by default; can be disabled via Host can choose to send visitors to their unit or desk
Reject	Host declines the visit; visitor is turned away	Always available

The AI adapts the decision parsing based on which options are active. If only one approval type is enabled (e.g., only “collect at reception”), the AI automatically applies that type when the host says “approve” without specifying.

Natural language support

Hosts can reply in whatever way feels natural:

By name — “approve Alex”, “reject John”, “approve Maria and send her to my desk”, “approve Bob, I’ll collect him”
With numbers — if the host received the original approval message with numbered options (e.g., from WhatsApp), they can reply with 1, 2, or 3
By state — if there’s only one pending visitor, “approve” or “reject” on its own is enough
With clarification — “approve and grant access”, “approve and hold”, “reject”

The AI parses the intent and confirms the decision before applying it.

Approving multiple visitors at once

Hosts can process several visitors in a single conversation:

“Approve Alex but reject John”
“Approve Alex and Maria”
“Approve everyone”
“Approve all”

When the host mentions multiple visitors or uses “approve all”, the AI:

Drafts each decision individually
Presents a combined summary listing all visitors and the action that will be applied to each
Asks the host to confirm the full set
Applies all decisions at once only after the host confirms

For “approve all”, the AI first asks which approval type to apply (collect at reception or grant access), then applies that type to every pending visitor. This makes it safe to process a busy morning of walk-ins in a single reply.

If a host frequently uses “approve all”, consider enabling auto-check-in under NexIO settings → Automatically check approved visitors in so visitors granted access are checked in without staff intervention.

Auto check-in for approved visitors

When the host approves a visitor with the “grant access” option and Automatically check approved visitors in is enabled in NexIO settings, the visitor is checked in immediately. This reduces front-desk workload — the visitor can proceed directly to the host’s area without staff intervention. Check-in is only triggered for:

Visitors approved with the “grant access” decision
When auto check-in is enabled for the location

Visitors approved with “I’ll collect them” are not automatically checked in — they wait at reception for the host.

What happens on the visitor record

Regardless of whether the host replies via chat, email, WhatsApp, or voice, the visitor record ends up in one of these states:

Status on visitor record	Meaning
Requested	Waiting for the host’s response
Accepted — hold for collection	Host will come to reception to collect the visitor
Accepted — grant access	Visitor may proceed to the host’s desk or unit
Rejected	Host has turned the visitor away

The status is visible in the callout at the top of the visitor form in the Nexudus administration panel and in the Status column on the visitors list.

Staff notifications

When a host approves or rejects a visitor through the AI, staff members with Visitor registration notifications enabled receive a system message:

Visitor accepted — includes the visitor name, host name, and approval type (hold or grant access)
Visitor rejected — includes the visitor name and host name

These notifications appear in the Nexudus administration panel notification feed and can be configured per user under Profile → Notifications → Visitor registration.

Conversation examples

Single visitor approval

Host: “Any visitors?” AI: “You have one visitor waiting: Alex Smith (expected at 10:30). Would you like to approve or reject?” Host: “Approve Alex, I’ll collect them” AI: “Just to confirm: approve Alex Smith (expected at 10:30), option Approve, I’ll collect them? Reply confirm to apply or cancel to abort.” Host: “Confirm” AI: “Done. Alex Smith has been approved and is waiting to be collected.”

Multiple visitor approval

Host: “Do I have any visitors?” AI: “You have 3 visitors waiting: Alex Smith (10:30), Maria Garcia (11:00), and Bob Johnson (11:30).” Host: “Approve Alex and Maria but reject Bob” AI: “Just to confirm, these decisions will be applied:

Alex Smith (10:30) — Approve, send to my unit/desk
Maria Garcia (11:00) — Approve, send to my unit/desk
Bob Johnson (11:30) — Reject

Reply confirm to apply or cancel to abort.” Host: “Confirm” AI: “Done. Alex Smith and Maria Garcia have been approved and will be directed to your desk. Bob Johnson has been rejected.”

Approve all

Host: “Approve everyone” AI: “You have 3 visitors waiting. Which approval type should I apply to all of them?

Approve, I’ll collect them
Approve, send to my unit/desk

Please choose 1 or 2.” Host: “2” AI: “Just to confirm, these decisions will be applied:

Alex Smith (10:30) — Approve, send to my unit/desk
Maria Garcia (11:00) — Approve, send to my unit/desk
Bob Johnson (11:30) — Approve, send to my unit/desk

Reply confirm to apply or cancel to abort.” Host: “Confirm” AI: “Done. All visitors have been approved and will be directed to your desk.”