Overview

This article explains how email notifications help keep your team informed about visitor activity in real time. These notifications are fully customisable and can be configured to match your organisation’s needs, ensuring a seamless, secure, and professional experience.

In addition to staff alerts, emails can also be sent to visitors to enhance their experience. These may include welcome messages, arrival instructions, QR codes for contactless check-in, safety or compliance information, and meeting details—helping guests feel informed and prepared before they arrive on site.

Notification Type	Description
Visitor Arrival	"Welcome" email is sent to the visitor upon check-in.
Visitor Leaving	"Thank you for visiting" email is sent to the visitor upon check-out.
Visitor Invite	Notifies the visitor that an invitation has been created and provides visit details.
Host Arrival	Notifies the host when their visitor checks in.
Host Leaving	Notifies the host when their visitor checks out.
Host Invite	Notifies the host that an invitation has been created and provides visit details.
No Match Alert	Notifies selected employee(s) when a visitor checks in without a matching host
Pre-Approved Visitor	Sent to the visitor confirming pre-approved details.
Student Late Arrival (Education)	Notifies selected employee(s) when a student checks in late.
Student Early Leave (Education)	Notifies selected employee(s) when a student checks out early.
Resident Leave (Care)	Notifies selected employee(s) when a resident checks out.
Resident Return (Care)	Notifies selected employee(s) when a resident returns.

Default Emails vs. Custom Emails

Default Emails

Default emails are the standard emails set and are used across all categories and events unless overridden. They are ideal for organisations that want to centralise email communications. Examples of Usage: Visitor arrival alerts.

Custom Emails

Custom Emails allow you to tailor notifications on a per-category basis. This means specific types of visits or actions can send emails which have been customised instead of the default ones.

How it Works

Set Default Emails under Settings.
Enable Custom Email in a category if needed.
The system uses:
- Custom Email → if defined for the category.
- Default Email → if no custom email is defined.