Location Welcome
A location welcome page that helps employees and visitors prepare for arrival, find practical details, and check accessibility needs before they travel. Customize the sample guidance for each office or site.
Every employee gets a seat — priced per employee in Communications & Intranet, quoted with this template ready.
Rolled out to every employee at AutoZone (125,000), PetSmart (50,000+), A.S. Watson and Raley's (20,000) — and at larger retailers we are not permitted to name.
Built for: Professional services · Healthcare administration · Higher education · Technology companies
Overview
The Location Welcome template is a practical intranet page for people preparing to visit a workplace or other staffed site. It brings arrival preparation, essential location information, and accessibility questions into one place, so readers can check where to go and what to confirm before setting out. The page structure is intended to be customized with verified, site-specific details rather than used as a universal directions sheet.
Use it for office onboarding, recurring visitor guidance, contractor orientation, or a location index that links to individual site pages. Include the address, arrival and check-in steps, relevant travel or entrance guidance, and a named role responsible for questions. Explain how a reader can raise an accessibility request without implying that every need is met by the same route or facility. Keep public or broadly visible information separate from restricted security procedures.
This template is not a substitute for a visitor approval process, emergency instructions, live travel updates, or a formal accessibility assessment. Do not publish unverified access details, private contact information, or sensitive building-security instructions. Assign a page owner, verify operational facts with the relevant site roles, and review the content after changes to entrances, reception, opening hours, or visitor procedures. For several locations, create one page per site and connect them through a location index so readers can find the right guidance without sorting through unrelated details.
Standards & compliance context
- Treat accessibility details as operational information that must be verified with the site owner; this page does not establish that a location complies with accessibility law.
- For audience-restricted pages, check keyboard access, heading structure, link clarity, and screen-reader usability against WCAG 2.1 AA.
- Follow the organization's privacy and information-classification rules when describing visitor procedures or publishing staff contact routes.
- Have the responsible facilities or safety role review any emergency or building-access information before publishing it.
General regulatory context for orientation only — verify current requirements with counsel or the relevant agency before relying on this template for compliance.
What's inside this template
Feel prepared before you arrive
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A visit preparation guide for the fictional Northstar Services workplace. A few details from your host can make the first arrival easier.
Plan the visit
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Getting here Confirm the address and entrance Check the approved travel and parking guidance On arrival Know who is expecting you Confirm any visitor registration requirements Working here Find the spaces and facilities you need Ask about accessibility arrangements in advance
Questions for your host
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Topic Ask before you travel Arrival Which entrance should I use, and who should I ask for? Working space Where will we meet, and what equipment should I bring? Accessibility Who can help arrange the access or facilities I need? Local guidance Where can I find the workplace’s current visitor and safety information?
Start with your host
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Confirm the meeting point and how to contact the person expecting you. When you arrive, ask for an introduction to the spaces you will use and the local information you need. The photograph is an illustration of a workplace welcome area.
Before your first visit
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What if my travel plan changes? Tell your host as soon as you can, including the changed arrival time and whether the meeting plan needs to change. What should I confirm before bringing a visitor? Ask your host about the current registration process and any information the visitor needs before arrival.
How to use this template
- Replace the sample location details with the verified site name, address, entrance, and reception or check-in instructions.
- Ask the site coordinator, reception, facilities, and accessibility contacts to confirm the information they own before publishing.
- Set the page audience and permissions, keeping sensitive security instructions in an appropriately restricted location.
- Link the page from the intranet location index and share it with employees, hosts, or visitors before their visit.
- Review the page on a scheduled cadence and whenever access routes, visitor procedures, or site services change.
- Correct outdated details, notify the page owner of unresolved issues, and direct urgent visit questions to the designated site role.
Best practices
- Put the site name and the most important arrival instruction at the top so readers can confirm they have opened the correct page.
- Write check-in steps in the order a visitor will perform them, from reaching the entrance to contacting their host.
- Verify map, transport, and internal navigation links with someone who does not already know the site.
- State which details apply to employees, visitors, or contractors instead of blending different access procedures.
- Describe accessible routes and facilities only after the site contact has confirmed they are available and current.
- Name an accountable role and a review date so readers can identify who maintains the page.
- Use short sections and descriptive links so readers can scan the page on a phone while travelling.
- Keep security-sensitive access instructions out of content intended for visitors or a broad intranet audience.
What this template typically catches
Issues teams running this template most often surface in practice:
Common use cases
Frequently asked questions
Who is this location welcome page for?
Use it for employees, new starters, contractors, and invited visitors who need to prepare for a visit. It works best when the page clearly distinguishes general arrival guidance from instructions that apply only to a particular audience. Add audience-specific details where access or check-in procedures differ.
What information should I confirm before publishing?
Confirm the address, entrance, reception or check-in process, opening hours, and current travel guidance with the site owner. Check that any links to maps, transport information, or visitor procedures work for the intended audience. Avoid publishing sensitive security details on a broadly accessible page.
Who should own and update the page?
Assign ownership to a role such as the site coordinator or workplace operations lead, and name a backup. Ask reception, facilities, security, and accessibility contacts to verify the details they maintain. Review the page on a set cadence and after any change to entrances, access procedures, or services.
What should I confirm before bringing a visitor?
Confirm that the visit is approved, the visitor knows where to go, and the host understands the check-in process. Share only the visitor instructions they need, including any identification or advance-notice requirements verified by the site team. If the visitor has an access request, contact the designated workplace or accessibility contact before arrival.
What if my travel plan changes?
Check the page for current arrival and contact instructions, then notify your host or the designated site contact if your arrival time or route changes. The page should identify the right role or channel for urgent visit changes without exposing private contact details unnecessarily. Do not rely on old calendar notes if site access arrangements have changed.
How should accessibility information be handled?
Provide practical, verified information about accessible routes, entrances, and available facilities, and explain how to request further support. Do not assume that one route or arrangement meets every person's needs. For an audience-restricted page, check that access controls and page content remain usable with assistive technology and align with WCAG 2.1 AA.
Can this template be adapted for several locations?
Yes. Keep a consistent page structure and create a separate page for each site so readers do not confuse local instructions. Use role-based ownership and a clear navigation path from the location index to each page. Replace sample details with information confirmed by each site's operational contacts.
How is a welcome page better than sending directions in an email?
A maintained page gives employees and visitors one place to find arrival preparation, practical details, and accessibility guidance. Email can still be useful for visit-specific instructions, but copied directions can become stale or omit important updates. Link to the current page rather than relying on old message threads.
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Every employee gets a seat. Request pricing for Communications & Intranet and we quote into a workspace with Location Welcome ready.
Rolled out to every employee at AutoZone (125,000), PetSmart (50,000+), A.S. Watson and Raley's (20,000) — and at larger retailers we are not permitted to name.
