Visitor Invitation
Updated over a week ago

This article will explain the 'Invites’ section on the e-Reception Book dashboard and how to use the different features. Read this article to learn more about managing, editing, and creating invitations on the dashboard.


What do the Invite Statistics mean?

When you click on the Invites page on the e-Reception Book dashboard, you will see the following stats at the top of the screen (see image below). These stats provide insight into different data regarding your invites, such as:

Upcoming - This shows the total number of invites that have been made for the future. For example, you may have created 20 invites, but 14 of them were made for past dates, so only 6 are upcoming.

Today - This shows how many invites have been made for today compared to the total number of invites. For example, you may have created 20 invites, but only 3 invites are for visitors coming in today.

This Month - This shows the total number of invites that have been made for this current month. For example, you may have made 20 invites in total, but 5 of those invites were only for this month.

Pre-Approved - This shows how many invites have been made for this month compared to the total number of invites. For example, you may have created multiple invites throughout the year, but only 5 invites are for visitors coming in this month.


How to Create an Invite

If you would like to create invitations for all different visitor categories, please follow the provided steps below:

* Depending on the type of visitor you are inviting, you will need to change the category you enter underneath the Invitation Details. For example, if you are inviting a contractor, you would put the category as "Contractor" instead of the example of "Interview" provided in the steps above.


How to Edit Invites

Once you have created an invite, the e-Reception Book dashboard allows you to g back into the invites and edit them. If you would like to edit an existing invitation, please follow the provided steps below:


Invites vs Pre-Approved

When you are on the invites page of the e-Reception Book dashboard, it's important to know the difference between 'Invites' and 'Pre-Approved'. Knowing the difference between the two will allow you to make better-informed decisions when deciding whether visitors, contractors, interviewees, etc are invites or pre-approved.

Setting a visitor as an Invite means that they can only visit one time and can only do it on a set date and time. This is useful for one-time visitors that you know may not be coming back, for example, an interviewee.

Setting a visitor as pre-approved allows them to visit anytime from the date you set, and they can check in unlimited times. This is particularly useful for visitor types such as cleaners, as they come in regularly so you don't want to set up invites for them daily.


How an Invited Guest can check In when they arrive

After creating an invitation for your visitor and inputting all of their information into the invitation details, they will receive an email notification that resembles the following:

Once the visitor has received this, they will be able to use the QR code provided in the email when checking into your workplace, to make their check-in process easier and faster.

To see how they would do this, please watch the video provided below:


Screenshot+2022-08-02+at+15.38.30.png (1034×486)

Additional Support

If you have any immediate questions, please use our Live Chat on the bottom right-hand side of the page.

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