Overview
The Visitor Invites feature allows you to pre-schedule appointments, meetings and visits before a visitor arrives on site.
Visitors receive an invitation email containing their visit details, QR code and any relevant information they need before arrival.
Invites are designed for one-time or scheduled visits and help streamline reception processes while ensuring visitors have all the information they need before arriving.
Invitation emails can include:
Visit date and time
Host information
Site branding
QR codes
Parking instructions and directions
Visitor notes and instructions
Health & Safety documentation
Policies and forms
Express Check-In links
How Visitor Invites Work
Once an invite is created:
The visitor receives an invitation email.
The email contains their visit details and QR code.
The visitor can optionally complete Express Check-In before arrival.
When they arrive, they can check in using their QR code or by locating their invite manually.
This provides a faster and more efficient arrival experience while ensuring visitor information is collected before the visit takes place.
Please note: Visitor Invites are intended for specific visits and cannot be reused once they have expired.
Visitor Invites vs Pre-Approved Visitors
Feature | Visitor Invite | Pre-Approved Visitor |
Specific visit date and time | ✓ | ✗ |
Designed for repeat visits | ✗ | ✓ |
QR code included | ✓ | ✓ |
Express Check-In available | ✓ | ✓ |
Reusable for multiple visits | ✗ | ✓ |
Visitor Invites are commonly used for:
Meetings
Interviews
Parent evenings
Open days
Events
Training sessions
Scheduled appointments
Pre-Approved Visitors are typically used for:
Contractors
Health professionals
Agency staff
Family members
Security personnel
Regular visitors
Please see Pre-Approved Visitors for more information.
How to Create an Invite
There are two ways to create Visitor Invites:
Single Entry
CSV Bulk Upload
Single Invite Entry
To create a single invite:
Navigate to Invites
Click the + icon
Select New Invite
Enter the visitor details
Select the visitor category
Enter the visit date and time
Enable Express Check-In if required
Click Save
The visitor will automatically receive their invitation email.
Please note:
A category must be selected when creating an invite.
The category determines the questions, documents, notifications and workflow associated with the visit.
Categories can still be changed during the visitor’s check-in if required.
CSV Bulk Upload
To bulk upload Visitor Invites:
Navigate to Invites
Click the + icon
Select Import Invites
Select Invites
Click Upload a File
Upload your CSV file
Review the invite information
Click Import
Bulk uploads are commonly used for:
Events
Open evenings
Parent evenings
Group bookings
Training sessions
Invitation Emails
Invitation emails can include:
Visit date and time
Host information
Site branding
QR codes
Directions and parking information
Visitor instructions and notes
Health & Safety documentation
Policies and forms
Express Check-In links
Invitation emails can be customised from:
Configuration > Settings > Default Emails
Express Check-In
Express Check-In allows invited visitors to complete most of the check-in process before arriving on site.
When enabled, the visitor receives an email containing a secure link where they can:
Confirm their personal details
Complete category questions
Review required documents
Provide digital signatures
Complete photo capture (where enabled)
Once completed, the visitor can arrive on site and use their QR code to check in more quickly.
Benefits include:
Reduced queues
Faster visitor arrivals
Fewer questions completed on the iPad
Documents completed before arrival
Digital signatures captured before arrival
Improved visitor experience
Please note:
Express Check-In is disabled by default.
It can be enabled individually for each invite.
Standard Visitors cannot use Express Check-In.
How Invited Visitors Check In
When invited visitors arrive on site, they can:
Scan their invitation QR code
Search for their invite manually
Complete the standard check-in process
If Express Check-In has already been completed, the visitor will be presented with a confirmation screen before completing their check-in.
Once checked in, the visitor will appear on:
The Dashboard
Evacuation View
Visitor Reports
Visitor History
Invite Actions
Individual and multiple invites can be managed directly from the Invites screen.
Single Invite Actions
To view actions for an individual invite:
Navigate to Invites
Click the three dots next to the invite
Click Select
The invite details and available actions will appear on the right-hand side.
Bulk Invite Actions
To manage multiple invites at once:
Navigate to Invites
Click the three dots next to an invite and select Select
Select the required invite records
Choose the required action
Available bulk actions include:
Enable Express Check-In – Allows visitors to complete details, questions, documents, signatures and photo capture before arrival
Generate QR Codes – Creates QR codes for the selected invites
Download QR Codes – Downloads QR codes as PNG files
Resend Invites – Sends the invitation email again
Delete Invites – Removes the selected invites
Convert to Pre-Approved Visitors – Creates reusable Pre-Approved Visitor records for future visits
Assign to Category – Changes the visitor category for the selected invites
How to Edit an Invite
To edit an invite:
Navigate to Invites
Select the invite you wish to edit
Click Edit
Make your changes
Click Save
Invite Expiry
Visitor Invites are intended for specific visits and are not reusable.
Once an invite has expired:
The invite QR code will no longer work
The invite will no longer be available through the iPad search
Visitors will require a new invite for future visits
Please note: Any completed visitor check-ins remain available within Visitor History and reporting after the invite has expired.
Roles & Permissions
Access to Visitor Invites is controlled through Roles & Permissions.
Available options are:
View & Edit – Can create, edit and manage invites
View Only – Can view invites but cannot make changes
Disabled – No access to the Invites section
Important Notes
Invitation emails are fully customisable.
QR codes are generated automatically.
Invites can be created individually or in bulk.
Express Check-In can be enabled on individual invites.
Visitors do not need to install an app to use invitation emails or QR codes.
Visitor categories determine the questions, documents and workflow shown during check-in.
Invites are designed for one-time visits and are not intended to be reused.
Invites can be converted into Pre-Approved Visitors if the visitor becomes a regular visitor.