Preregister visitors via generic calendar integration

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Learn how to create a visit in Proxyclick directly from your calendar.

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Create visits in Proxyclick directly from your calendar

In order to create visits directly from your calendar into Proxyclick, here are the necessary steps:

Frequently Asked Questions

Q. What does IT need to do to have this working?

Nothing! There is no integration to perform. Just add meeting@proxyclick.com in a meeting request and you’ll see the visitor appearing in the dashboard.

Q. How does Proxyclick (re)construct the visitor’s name?

The name that appears in the Proxyclick dashboard is based on the contact you entered in the meeting request.

So if you use a contact from your address book, it’s quite easy: Proxyclick will use the first name and last name as defined in the contact.

However, you could also just have entered an email address as the recipient. In that case, Proxyclick will derive the visitor name and the company name from the email address using the following rules:

• The prefix of the email is used to construct the name of the visitor. If there is a “.” Proxyclick used it to separate the first and last names. If no “.” exists, the prefix is used in the last and first names.

• The suffix of the email is capitalized and normalized (extension removed) and serves as the company name. Example: @superrito.com will lead to the company name = Superrito. Note: this will also transform generic suffixes such as gmail.com or hotmail.com as company name = Gmail or Hotmail.

The following tables illustrate these principles:

A reception team member can always edit the name in the dashboard before arrival if needed.

How does Proxyclick handle multiple recipients?

If you put more than one recipient in your appointment, it will create a group of visitors in Proxyclick. The subject of the meeting will serve as the group’s name.

If you put colleagues as recipients, they will not be created as visitors.

As an illustration of the 2 points before, let’s imagine you insert 6 email addresses in your appointment: 3 external emails (visitors), two colleagues (emails in the colleague's tab in your Proxyclick account), and meeting@proxyclick.com. This will create a group of 3 visitors (Proxyclick will understand your two colleagues are not external visitors)

Q. What if I am linked to multiple locations?

If you’re linked to different locations in Proxyclick (e.g., your company's different offices), Proxyclick will create the visit in your home location. Your home location is the one you land in by default when you log in Proxyclick. You can change it in your personal profile if needed.

Q. Does Proxyclick send an invitation email on top of the meeting request?

By default, visits created via the calendar integration trigger the Proxyclick invitation email together with your calendar invitation.

However, if you need visitors to receive only the calendar email, all you need to do is to go to Settings > Integrations > Calendar > Settings and disable the “Send the Proxyclick invitation email together with calendar invites” switch.

Q. How can I filter out specific email addresses (e.g. meeting rooms)?

Some companies manage meeting rooms (or other resources) with email addresses. The meeting organizer will add the meeting room to the recipients, and this will book the meeting room. However, as the meeting room address is not in Proxyclick’s colleague's list (it is not a person or resource), a visitor will be created in Proxyclick (example: MeetingRoomPicasso@company.com).

Here is how to prevent this:

• Go to Settings > Integrations > Calendar > Settings
  

• Add the email addresses to be filtered out under “Filter out specific email addresses”
  

Q. Can I use another address than meeting@proxyclick.com (e.g. meeting@mycompany.com)?

Yes. All you need to do is ask your IT department to create a forwarding rule so that emails to meeting@mycompany.com are automatically forwarded to meeting@proxyclick.com.

Q. What if I create meeting requests on behalf of someone else in my Calendar?

In that case, the host in Proxyclick will be the host defined in the calendar (and not the person managing the calendar on behalf of the host).

Q. Does Proxyclick support SPF and DKIM standards?

Yes.

SPF (Sender Policy Framework) and DKIM (DomainKeys Identified Mail) are two approaches that can be implemented to ensure emails from your domain are authenticated for your company. This is useful to prevent “fake” employees from using emails with your domain name to create visits in Proxyclick through the calendar integration.

Concretely, if your IT team has put in place SPF and/or DKIM, Proxyclick will check the result of these methods and will only create a visit in Proxyclick if the sender has been authenticated.