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[IMP] Frontdesk: updating to new standards #12917

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78 changes: 41 additions & 37 deletions content/applications/hr/frontdesk.rst
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Original file line number Diff line number Diff line change
Expand Up @@ -4,43 +4,43 @@
Frontdesk
=========

The Odoo *Frontdesk* application provides a way for visitors to check in to a building or location,
and alert the person they are meeting about their arrival. Additionally, they can request a
pre-configured beverage to be brought to them, while they wait.
The Odoo **Frontdesk** application provides a way for visitors to check in to a building or
location, and alert the person they are meeting about their arrival. Additionally, they can request
a preconfigured beverage to be brought to them, while they wait.

This application is ideal for businesses that do **not** have someone working at a reception desk,
locations **without** a designated waiting area available to guests and visitors.
or locations **without** a designated waiting area available to guests and visitors.

Configuration
=============

The first item to configure with the *Frontdesk* application is the station, followed by any drink
The first item to configure with the **Frontdesk** application is the station, followed by any drink
selections that might optionally be offered.

Stations
--------

In Odoo's *Frontdesk* application, a *Station* can be thought of as any location where someone can
In Odoo's **Frontdesk** application, a *Station* can be thought of as any location where someone can
sign in and wait for an employee. This is typically some form of waiting room, such as a lobby. Each
station has a kiosk where visitors check in.

When setting up the *Frontdesk* application, a minimum of one station **must** be configured, but
When setting up the **Frontdesk** application, a minimum of one station **must** be configured, but
there is no limit to how many stations can be created and configured.

To create a station, navigate to :menuselection:`Frontdesk app --> Configuration --> Stations`, and
click :guilabel:`New`. When clicked, a blank frontdesk form appears.

Enter the following information on the form:

- :guilabel:`Frontdesk Name`: enter a name for the specific frontdesk location. This should be
short and easily identifiable, such as `Reception Desk` or `Main Lobby`. This field is required in
order to create a station.
- :guilabel:`Frontdesk Name`: enter a name for the specific frontdesk location. This should be short
and identifiable, such as `Reception Desk` or `Main Lobby`. This field is required in order to
create a station.
- :guilabel:`Responsibles`: select the person (or persons) who are alerted when a visitor checks in
using this specific frontdesk. Multiple selections can be entered. This field is required in order
to create a station.
- :guilabel:`Kiosk URL`: this field auto-populates once the frontdesk form is saved, with at least
the :guilabel:`Frontdesk Name` and :guilabel:`Responsibles` fields filled. To save manually, click
the :guilabel:`(cloud with upward arrow)` icon, located at the top of the form.
the :icon:`fa-cloud-upload` :guilabel:`(Save manually)` icon located at the top of the form.

Once saved, a URL is generated in the :guilabel:`Kiosk URL` field. This URL is one way the
frontdesk kiosk is accessed.
Expand All @@ -50,10 +50,10 @@ Enter the following information on the form:

.. tip::
To add an image/photo to a frontdesk form, hover over the :guilabel:`(camera with a '+' sign)`
icon in the top-right of the form to reveal a :guilabel:`✏️ (pencil)` icon.
icon in the top-right of the form to reveal a :icon:`fa-pencil` :guilabel:`(Edit)` icon.

Click on the :guilabel:`✏️ (pencil)` icon to open a file explorer, navigate to the desired
image/photo file, then click :guilabel:`Open` to select it.
Click on the :icon:`fa-pencil` :guilabel:`(Edit)` icon to open a file explorer, navigate to the
desired image/photo file, then click :guilabel:`Open` to select it.

The image selected for the station photo appears as the background image for the station kiosk.

Expand Down Expand Up @@ -97,23 +97,23 @@ Options tab
To change the default email template, click the drop-down menu in the :guilabel:`Email Template`
field, then select another email template.

To modify the currently selected template, click the :guilabel:`Internal link (arrow)` icon at the
end of the line, and make any edits to the template.
To modify the currently selected template, click the :icon:`oi-arrow-right` :guilabel:`(Internal
link)` icon at the end of the line, and make any edits to the template.
- :guilabel:`Notify by SMS`: enable this option to have an SMS (text) message sent to the person the
guest is visiting upon check in. When enabled, an :guilabel:`SMS Template` field appears beneath,
with the default :guilabel:`Frontdesk SMS Template` selected.

To change the default SMS template, click the drop-down menu in the :guilabel:`SMS Template`
field, and select another SMS template.

To modify the currently selected template, click the :guilabel:`Internal link (arrow)` icon at the
end of the line, and make any desired edits to the content of the template. The SMS message may
have a maximum of 242 characters, which fits in 4 SMS (UNICODE) messages.
To modify the currently selected template, click the :icon:`oi-arrow-right` :guilabel:`(Internal
link)` icon at the end of the line, and make any desired edits to the content of the template. The
SMS message may have a maximum of 242 characters, which fits in 4 SMS (UNICODE) messages.
- :guilabel:`Notify by Discuss`: this option is enabled by default when the :guilabel:`Host
Selection` option is enabled. This option opens a *Discuss* application message window with the
Selection` option is enabled. This option opens a **Discuss** application message window with the
person the guest is visiting upon check in.

When enabled, a default message appears for the person the guest is visiting. The *Discuss*
When enabled, a default message appears for the person the guest is visiting. The **Discuss**
application **must** be installed in order for this option to work.

.. note::
Expand All @@ -125,11 +125,10 @@ Options tab
The default message format for the :guilabel:`Notify by Discuss` option is: `(Frontdesk Station)
Check-In: (Guest Name) (Guest Phone Number) (Organization) to meet (Name of employee).`

An example of how that might appear in a *Discuss* message is: `Main Lobby Check-In: John Doe
(123-555-1234) (Odoo, Inc.) to meet Marc Demo.`
An example of how that might appear in a **Discuss** message is: `Main Lobby Check-In: John Doe
(555-555-5555) (Odoo, Inc.) to meet Marc Demo.`

.. image:: frontdesk/station-form.png
:align: center
:alt: Frontdesk station form with all the information filled out.

Side Message tab
Expand All @@ -145,8 +144,10 @@ Drinks
------

After a station is created, the next step is to configure the drinks to offer visitors, if desired.
This step is **not** necessary or required for the *Frontdesk* application to work, and only needs
to be configured if drinks are offered to guests.

.. note::
This step is **not** necessary or required for the **Frontdesk** application to work, and only
needs to be configured if drinks are offered to guests.

To add a drink option, navigate to :menuselection:`Frontdesk app --> Configuration --> Drinks`, and
click :guilabel:`New`. Doing so reveals a blank drink form to configure.
Expand All @@ -163,26 +164,25 @@ Enter the following information on the drink form:

.. tip::
To add an image/photo to a drink form, hover over the :guilabel:`(camera with a '+' sign)` icon
in the top-right of the form to reveal a :guilabel:`✏️ (pencil)` icon.
in the top-right of the form to reveal a :icon:`fa-pencil` :guilabel:`(Edit)` icon.

Click on the :guilabel:`✏️ (pencil)` icon to open a file explorer, navigate to the desired
image/photo file, then click :guilabel:`Open` to select it.
Click on the :icon:`fa-pencil` :guilabel:`(Edit)` icon to open a file explorer, navigate to the
desired image/photo file, then click :guilabel:`Open` to select it.

The image selected now appears in the picture field, and is set as the image for the drink.

.. image:: frontdesk/espresso.png
:align: center
:alt: Drink form with the information filled out for an espresso.

Station dashboard
=================

.. tip::
To add an image/photo to a drink form, hover over the :guilabel:`(camera with a '+' sign)` icon
in the top-right of the form to reveal a :guilabel:`✏️ (pencil)` icon.
in the top-right of the form to reveal a :icon:`fa-pencil` :guilabel:`(Edit)` icon.

Click on the :guilabel:`✏️ (pencil)` icon to open a file explorer, navigate to the desired
image/photo file, then click :guilabel:`Open` to select it.
Click on the :icon:`fa-pencil` :guilabel:`(Edit)` icon to open a file explorer, navigate to the
desired image/photo file, then click :guilabel:`Open` to select it.

The image selected now appears in the picture field, and is set as the image for the drink.

Expand All @@ -196,20 +196,24 @@ dedicated device for each frontdesk kiosk, such as a tablet.

Navigate to the kiosk in one of two ways:

- Navigate to the main *Frontdesk* application dashboard, and click the :guilabel:`Open Desk`
- Navigate to the main **Frontdesk** application dashboard, and click the :guilabel:`Open Desk`
button on the desired station card. The kiosk loads in a new browser tab.
- Navigate to :menuselection:`Frontdesk app --> Configuration --> Stations`, and click on the
desired station. Then, click the :guilabel:`Copy` button at the end of the :guilabel:`Kiosk URL`
line, and paste the URL into a new browser tab or window.

.. important::
It is recommended to log out of the database, and close the tab, after navigating to the kiosk.
That way, there is no possibility of a visitor accessing the database when checking-in.
Once a frontdesk kiosk is accessed, either with the :guilabel:`Open Desk` button or the
:guilabel:`Kiosk URL`, the user is *automatically signed out of the database* on that specific
device.

This is a security measure designed to prevent unauthorized access to the database.

Reporting
=========

The *Frontdesk* application has two reports available: :guilabel:`Visitors` and :guilabel:`Drinks`.
The **Frontdesk** application has two reports available: :guilabel:`Visitors` and
:guilabel:`Drinks`.

To access either of these reports, navigate to :menuselection:`Frontdesk app --> Reporting` to
reveal a drop-down menu containing the options: :guilabel:`Visitors` and :guilabel:`Drinks`.
Expand Down