Preregister visitors via generic calendar integration

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

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Create visits in Eptura Visitor directly from your calendar

In order to create visits directly from your calendar into Eptura Visitor, 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 Eptura Visitor (re)construct the visitor’s name?

The name that appears in the Eptura Visitor 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: Eptura Visitor 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, Eptura Visitor 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 “.” Eptura Visitor 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 Eptura Visitor handle multiple recipients?

If you put more than one recipient in your appointment, it will create a group of visitors in Eptura Visitor. 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 Eptura Visitor account), and meeting@proxyclick.com. This will create a group of 3 visitors (Eptura Visitor 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 Eptura Visitor (e.g., your company's different offices), Eptura Visitor will create the visit in your home location. Your home location is the one you land in by default when you log in Eptura Visitor. You can change it in your personal profile if needed.

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

By default, visits created via the calendar integration trigger the Eptura Visitor 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 Eptura Visitor 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 Eptura Visitor’s colleague's list (it is not a person or resource), a visitor will be created in Eptura Visitor (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 Eptura Visitor will be the host defined in the calendar (and not the person managing the calendar on behalf of the host).

Q. Does Eptura Visitor 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 Eptura Visitor through the calendar integration.

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