Overview
The Visitor Invites feature allows you to pre-schedule appointments or meetings and send invitation emails directly to your visitors before they arrive on-site.
These emails can be customised to include:
Meeting details (date, time, host, and location)
QR codes for fast, contactless check-in
Parking instructions and directions
Relevant policies, forms, or safety information
Using invites helps streamline reception processes while ensuring visitors have all the information they need before arrival.
How Visitor Invites Work
Once an invite is created:
The visitor receives an email invitation
The email includes their visit details and QR code
On arrival, the visitor can:
Scan their QR code on the iPad
Use contactless check-in on their mobile device
Search for their invite manually
This provides a faster and more efficient arrival experience.
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:
Go to Invites
Click the + icon
Select New Invite
Enter the invite details, category, and visitor information
Click Save
The visitor will automatically receive their invitation email.
CSV Bulk Upload
To bulk upload invites:
Go to Invites
Click the + icon
Select Import Invites
Select Invites
Click Upload a File
Upload your CSV file
Review the invite details
Click Import
This is commonly used for:
Events
Open evenings
Parent evenings
Group bookings
Training sessions
Invitation Emails
Invitation emails can include:
Visit date and time
Host information
QR codes
Site branding
Directions and parking information
Policies or forms
These emails can be customised from the dashboard under Configuration > Settings > Default Emails
How to Edit an Invite
To edit an invite:
Go to Invites
Select the invite you want to edit
Click Edit in the top right corner
Make your changes
Click Save
Invites vs Pre-Approved Visitors
Visitor Invites | Pre-Approved Visitors |
One-time or scheduled visits | Ongoing or repeat visits |
Specific date and time | Open-ended access |
Common for meetings or appointments | Common for contractors or family members |
Invitation email sent automatically | Stored in a reusable visitor directory |
How Invited Visitors Check In
When invited visitors arrive on-site, they can check in using their invitation QR code.
Visitors can:
Scan their QR code on the iPad
Use contactless mobile check-in
Complete the normal check-in process if required
Once checked in, the visitor will appear on:
The dashboard
Evacuation view
Visitor reports
Important Notes
Invitation emails are fully customisable
QR codes can be used for faster check-in
Invites can be created individually or in bulk
Contactless check-in can be used alongside standard iPad check-in
Visitors do not need to install an app to use invite QR codes