User Guides
Find user guides for our Hamilton Apps Workplace suite
60 articles
- Choose your application and siteAfter signing in, Hamilton Apps guides you in two quick steps: pick the site you want to work with, then the application to open. Depending on your organization's setup and…
- Print and export data from any listMost screens in Hamilton Apps display data as lists: bookings, visits, packages, events, keys and more. Two tools available at the bottom of the left menu let you print the…
- Reset a forgotten passwordIf you cannot remember your Hamilton Apps password, you can reset it yourself from the sign-in page. You will receive an email with a secure link to set a new…
- Sign in to Hamilton AppsHamilton Apps is your workplace management portal. Signing in gives you access to the applications your organization has enabled for you: Hamilton Meeting, Hamilton Deskbooking, Hamilton Visitor and Hamilton Security.
- Update your profile and change your passwordYour user profile shows how your account is set up and lets you manage your personal settings, including your password. The profile is available in each Hamilton application from the…
- Add participants and check their availabilityYou can attach participants to any booking, notify them by email and track whether they attend on site or remotely. Before choosing a time slot, the availability agenda helps you…
- Approve or reject booking requestsSome rooms are subject to validation: bookings on those rooms stay pending until a validator approves them. If you are a validator, the Validation menu lets you review the requests,…
- Book a meeting roomThere are two ways to book a room in Hamilton Meeting: from the search screen, or directly from the planning. Both lead to the same result — a booking you…
- Book on behalf of a colleague with delegationsWith delegations, a colleague can let you book rooms in their name — useful for assistants, team coordinators or while someone is away. Once you switch to a delegator, you…
- Invite visitors to your meetingExternal visitors can be added to a booking just like internal participants. Registering them in advance smooths their arrival: depending on your organization's setup, they are announced to reception and…
- Manage your bookings: edit, cancel and review historyThe My bookings screen gathers all your upcoming bookings. From there you open a booking's detail, change it, duplicate it, end it early or cancel it. Past bookings are kept…
- Order catering and services for your bookingYou can attach services to a booking: catering, extra equipment, room set-up work and any other service your organization offers. Each service belongs to a catalog organized in families and…
- Search for an available meeting roomHamilton Meeting finds rooms that are free for your time slot and match your needs: capacity, room layout, equipment and location. The search screen is the starting point of every…
- Set reminders and email notifications on a bookingNever miss a meeting or forget to inform the attendees: each booking can carry reminders sent before the meeting starts, and email notifications for the booker, the contact person and…
- Set up a recurring bookingFor meetings that repeat — a weekly team meeting, a monthly review — book all dates in one go. You define a recurrence pattern, review the proposed dates, and Hamilton…
- Track and fulfill service orders as a providerIf you deliver services ordered with bookings — catering, equipment, room set-up — the services dashboard is your daily worklist. It gathers every booking that includes one of your services,…
- View room planningsThe planning gives you a visual overview of all rooms and their bookings. Use it to spot free slots at a glance, check what is happening in a building, or…
- View statistics and run reportsHamilton Meeting includes ready-to-use graphs and reports about bookings, rooms, bookers, services and work presence. Use them to follow the activity of your meeting rooms and produce figures for your…
- View your personal planningThe personal planning shows all the meetings a person is involved in, across every room. Use it to check your own agenda or, if your rights allow it, a colleague's.
- Approve your team's presence plansWhen the flex office policy requires approval, your team's presence plans and day changes come to you for a decision. The Presence approval screen gathers everything in one place: one-off…
- Book a desk on the floor planThe floor plan shows every desk of a floor on an interactive map, with its live availability. Pick a date, find a green desk and book it for the morning,…
- Cancel a desk bookingYou can cancel any of your desk bookings — today's or a future one — from three places: the floor plan, the Desk search screen, or your bookings list. Cancelled…
- Declare and plan your weekly work presenceWork presence tells your team and your organization where you work each day: on site, remote, or off. You can set today's mode in two clicks, keep a default weekly…
- Release your desk when you no longer need itPlans change: you leave early, switch to remote work, or stay home. Releasing your desk makes it available again for a colleague — a small habit that makes flex office…
- Search and book a desk from the list viewThe Desk search screen lists desk bookings in a sortable table: yours, a colleague's, or everyone's on a given period. It is the fastest way to answer "where does she…
- See who is in the office with team presenceTeam presence shows who works on site, remotely or is off on a given day — and where people sit. Use it to pick the best day to come in,…
- Set the flex office policy for your departmentAs a manager, you can define the hybrid-work rules of your own department: minimum on-site days, mandatory days, and whether plans need your approval. Your policy applies to everyone in…
- Understand your flex office policyA flex office policy sets the rules of hybrid work for your department or site: how many days on site, which days are mandatory, and whether your planning needs approval.…
- View desk and work presence statisticsHow full is the office? How many days do people work remotely? The statistics of Hamilton Meeting include work presence graphs and let you analyze desk bookings, so you can…
- Pre-register a visit as a hostExpecting a guest? Pre-register the visit: reception will have everything ready, your visitor is welcomed faster, and — depending on your organization — receives an email invitation with the practical…
- Manage expected visitors and pre-registered visitsThe pre-registrations list shows every announced visit: who is expected, when, by whom, and whether the visitor confirmed. Reception uses it to prepare arrivals; a well-kept list means fast, smooth…
- Check in and register visitors at the front deskThe Reception screen is the front desk's home: it lists today's visitors and lets you check in expected guests in seconds — or register unannounced ones, capture their photo and…
- Check out visitors and manage the waiting listRecording departures keeps the on-site list accurate — essential for security and evacuation. The waiting list holds visitors whose visit cannot start yet, so no one gets forgotten in the…
- Manage visitor and company recordsClean records make fast check-ins: one visitor, one record, reused at every visit. From the visitor management screens you search, create, correct and merge the identities of visitors, residents and…
- Use messaging and review visit historyMessages carry alerts and instructions attached to visitors, companies or countries — shown to reception at the right moment. The visit history answers any question about past visits. And the…
- Track external contractors and badge movementsTwo screens track people who come to work rather than to visit: the Externals screen manages contractors and service providers on site, and the badge in/out screen records each badge…
- Track document renewals, enquiries and overstaysAccess rules live in time: documents expire, enquiries must be renewed, visits overrun. Four follow-up screens keep you ahead of the deadlines, plus tools to keep nationality and country data…
- Search the directory and identify who is on siteWho is this badge's owner? Is Mr. Martin still in the building? Where does Mrs. Lopez work? The directory and the Questions screens give reception and security instant answers.
- Receive, track and deliver parcels and mailThe mailroom module traces every parcel and letter from arrival to delivery — and outgoing shipments too. Recipients are notified automatically, and each item keeps its full history.
- Validate visits and manage access requestsOn controlled sites, a visit request is examined before the visitor is allowed in. The validation list gathers the pending requests and lets validators decide: authorize, refuse, or ask for…
- Manage vehicles and parkingWhen visitors come by car, Hamilton Visitor tracks the vehicle as well as the person: arrival at the parking, exit, live traffic and occupancy. Reception and parking staff share the…
- Manage restricted zone access and exceptional passesSites with restricted zones (ZRR) apply reinforced rules: every access must be authorized in advance, and exceptions go through a formal exceptional pass (LPE). Two screens manage these controls.
- Manage resident badges and access controlBeyond visitor badges, Hamilton Visitor manages the permanent badges of residents (employees) and their link with the access control system: issuing and renewing badges, following companies, and tracing access events.
- Import visits and visitors in bulkFor events, trainings or contractor teams, importing a file beats typing dozens of records. Hamilton Visitor offers two imports: visits (announce a list of visits) and visitors (add a list…
- Book and track taxis for visitorsThe taxi module organizes rides for visitors and staff: immediate or scheduled departures, with the company, payment and status tracked from booking to completion.
- View statistics, dashboards and blacklistsVisitor activity in figures: visit volumes and durations, top visitors and companies, parcel and taxi counts, plus the blacklist searches and flow lists used for security checks.
- Follow your visits, packages and delegations as a hostAs a host, your Hamilton Visitor menu gathers everything about your guests: upcoming visits, visit history, parcels waiting for you, and the colleagues you act for as a delegate.
- Complete checklistsChecklists guarantee that recurring controls are actually done: doors locked, extinguishers in place, alarms armed. Each completed checklist is recorded with your name and feeds the duty log.
- Consult instructions and shift-start sheetsInstruction sheets tell you how to act: post instructions, procedures, emergency numbers, site plans. They are always available from the left menu, and displayed automatically when you take your shift.
- Generate and print activity reportsSome events deserve more than a duty log line: an accident, an intervention, an inspection requires a structured report. Hamilton Security attaches standardized report forms to events, ready to fill,…
- Issue and track fire permitsA fire permit authorizes hot work — welding, grinding, cutting — by recording the risks, the protection measures and the people in charge. Hamilton Security manages the permit's full life:…
- Keep the duty log: record, follow up and close eventsThe duty log is the chronological record of everything that happens on site: incidents, alarms, shift changes, missions, movements. Recording events precisely — and closing them — is the heart…
- Loan and return keysThe key management screen mirrors your key cabinets: every key, its place, and who holds it. Recording loans and returns keeps the cabinet accountable at any moment.
- Manage temporary instructionsTemporary instructions are time-limited orders: a door to keep closed during works, a contractor expected this week, extra patrols during an event. They complete the permanent sheets and expire on…
- Record people movementsThe people movements screen (BTR) tracks who enters and leaves the controlled zone: name, company, badge, destination, times. Pre-enter expected people to speed up their arrival, record entries live, and…
- Review patrol activityPatrols (rounds) prove the site is watched: each patrol follows a route of checkpoints, and every scan is recorded. The Patrols screen lets you verify that rounds were done, on…
- Run missions and track daily missionsMissions are the planned tasks of your post: rounds, openings and closings, escorts, technical checks. Hamilton Security tracks each mission's lifecycle — from scheduled to done — and flags delays…
- Send personal messages and see agents on siteTwo screens keep the team connected: personal messages for written instructions between agents across shifts, and the agents-on-site list to know who is on duty right now.
- Start and end your shiftTaking over and handing over a post are the two key moments of a guard's day. Hamilton Security guides you through each step — instructions, checklist, open events — and…
- View statistics and dashboardsHamilton Security turns the duty log into figures: incident dashboards, patrol and mission counts, movement trends. Use them for client reporting, staffing decisions and spotting recurring problems.