Overview
This article explains how email notifications keep your team informed about visitor activity in real time. These notifications are fully customisable and can be configured to meet your organisation’s needs, ensuring a smooth, secure, and professional experience.
Email types
Here’s a breakdown of the different email types:
Notification Type | Description |
Visitor Arrival | "Welcome" email sent to the visitor upon check-in. |
Visitor Leaving | "Thank you for visiting" email sent to the visitor upon check-out. |
Visitor Invite | Notifies the visitor that an invitation has been created with 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 with visit details. |
No Match Alert | Notifies selected employees 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 employees when a student checks in late. |
Student Early Leave (Education) | Notifies selected employees when a student checks out early. |
Resident Leave (Care) | Notifies selected employees when a resident checks out. |
Resident Return (Care) | Notifies selected employees when a resident returns. |
Default emails vs. Custom emails
Default emails: Standard emails used across all categories and events unless overridden. Ideal for centralised email communication (e.g., visitor arrival alerts).
Custom emails: Tailored notifications for specific categories, allowing you to send customised emails for certain visits or actions.
How it works
Set Default Emails under Settings
Enable Custom Emails for specific categories if needed
The system uses Custom Emails if defined, otherwise it defaults to the Default Email
How to view/edit default emails
To view and edit your default emails, follow the steps below:
On the dashboard, navigate to Configuration > Settings
Click Default Emails
Select the required email
Edit the details and click Save
How to preview emails
To preview emails, follow the steps below:
On the dashboard, navigate to Configuration > Settings
Click Default Emails
Select the required email
Click Preview
Optionally, send a preview email by entering an email address
How to reset default email wording
To reset the wording of emails, follow the steps below:
On the dashboard, navigate to Configuration > Settings
Click Default Emails
Click Restore Default Emails
Click OK
FAQ