Visitor and Host Notifications

Notifications for visitors

• Invitation email: Sent to the visitor when a visit is created. Useful to provide specific guidelines, an access code, or to attach a PDF, etc. he layout of this notification can be customized and the background and text colors can be set to your company branding.
• Visit reminder email: Sent to the visitor 4 hours before their visit.
• SMS reminder: An SMS text message can be sent to the visitor 2 hours before their visit.
• Welcome email: Sent to the visitor when they check in. Useful to provide WiFi details, contact details for the host, health and safety guidelines, etc.

Notifications for hosts

• Check-in notification: Sent to the host and/or assistant when a visitor checks in.
• Check-out notification: Sent to the host and/or assistant when a visitor has checked out.
• Check-out reminder: Sent to the host and/or assistant at a defined period after the scheduled check-out time, if the visitor has not checked out. Useful to remind the host to check the visitor out if they have left the building, so the emergency list can be kept up-to-date.

When notifications are enabled, users can further customize what they receive and how, from their user profile.

Customize default visitor and host notifications

A default customization can be saved for each notification and different settings can be configured for each visitor type. Learn more: Visitor types 

1. To enable/disable and customize the notifications sent to visitors and hosts, navigate to Settings > Visitors > Notifications.
   
2. Toggle the buttons to enable or disable each email notification and/or to enable or disable an SMS reminder that is sent 2 hours before the scheduled visit.

Email notifications sent to visitors

1. From Settings > Visitors > Notifications, click Customize for the email notification you want to edit:
   1. Invitation email: Sent to the visitor when a visit is created. Useful to provide specific guidelines, an access code, or to attach a PDF, etc. The layout of this notification can be customized and the background and text colors can be set to your company branding.
   2. Visit reminder email: Sent to the visitor 4 hours before their visit.
   3. Welcome email: Sent to the visitor when they check in. Useful to provide WiFi details, contact details for the host, health and safety guidelines, etc.
2. If you have created different visitor types, click the arrow next to the visitor type to expand the options. You can configure different settings for each visitor type. Learn more: Visitor types 
   
   Available visitor types depend on your organization's configuration.
3. Choose the default settings for the selected notification type, as described below.

   Default settings for the invitation email sent to visitors

   Default settings for the visit reminder email sent to visitors

   Default settings for the welcome email sent to visitors

Default settings for visitor email notifications

All visitor emails

The following options can be individually set for all email notifications sent to visitors:

• Choose the host's contact details to show/hide in the email:
  • Email
  • Direct phone
  • Mobile phone
  • Personal Assistant direct phone
  • Company main phone number
• QR code: Attach a unique QR code to the email. The code can be used to check-in/out at the kiosk or in combination with an Access Control System.
• Custom text: Enter the text to be included in the body of the email. 

Invitation email The Invitation email includes the following additional options: Privacy: Choose whether to show or hide the 'Add to Calendar' option in the invitation email. Attach PDF: Upload a PDF attachment to send with the email. This is useful to send a floor plan, or directions, etc. Customize the email layout Change the layout of the invitation email by dragging the different sections to new positions. Click the Preview/Customize button at the bottom of the Invitation notification settings screen to get started (next to the Save button).  On the Preview / Customize screen, click Customize Layout.   To change the layout of the Invitation email, click the blue grab dots at the top right of a section and drag it to a new location on the layout. Continue to move the sections until you achieve the desired layout. Change the background and text colors Set the background and text colors to suit your company branding. The color of URLs and other links are not affected. At the top of the Preview/Customize screen, enter the hex code values for the background and text colors. Make sure to precede the value with ' # '. Click Save Layout when done. You can revert to the default layout at any time by clicking Reset Layout at the top.

Changing the layout of the invitation email

Visit reminder email

There are no additional options for the visit reminder email.

Canceled visits: The reminder email is not sent if a visit is canceled.

Welcome email

The Welcome email includes the following additional option:

• Signed Agreement/NDA: Attach a copy of an agreement or NDA for the visitor to sign.

Email notifications sent to hosts

• Check-in notification: Sent to the host and/or assistant when a visitor checks in.
• Check-out notification: Sent to the host and/or assistant when a visitor has checked out.
• Check-out reminder: Sent to the host and/or assistant at a defined period after the scheduled check-out time, if the visitor has not checked out. Useful to remind the host to check the visitor out if they have left the building, so the emergency list can be kept up-to-date.