Overview
This article covers the 'Pre-Approved' directory section on the e-Reception Book dashboard, including how to set up, manage, and update your list, as well as how to add, import, and edit visitors.
The 'Pre-Approved Visitor' feature allows you to register frequent visitors in advance, enabling a faster check-in process using QR code scanning on the iPad or by entering their name.
For example, you can Pre-Approve regular visitors such as Cleaners or Contractors. By adding their details beforehand, they can check in quickly and efficiently, streamlining the check-in/out process.
How to add a Pre-Approved Visitors
There are two ways to load pre-approved visitors into the system, manual entry and bulk import from CSV
Single Entry
To create a pre-approved visitor in your directory, follow the steps below:
On the dashboard, navigate to Dashboard > Invites
Select Pre-Approved
Click +New Pre-Approved
Enter the Visitor details
Click Save.
CSV Bulk Upload
To upload multiple pre-approved visitors in your directory, follow the steps below:
On the dashboard, navigate to Dashboard > Invites
Click + Import Pre-Approved
Upload Template file (a template can be found on the import screen)
Review the Visitor details
Click Save.
How to check in as a pre-approved guest (Name Search)
To check in using the name search function, you will need to start typing the visitor's name, and their pre-approved profile will appear. Tap the result, and all the pre-approved details will automatically load.
Please watch the video we have provided for an example of this:
How to check in as a pre-approved guest (QR Code)
To check in this way, open the pre-approved email on your mobile device and hold the QR code up to the QR scanner on the iPad. Watch the video below for an example.
How to Import Pre-Approved Guests
Please read the guide we have provided below if you would like to learn how to import multiple pre-approved guests:
How to edit a Pre-Approved guest
Please read the guide we have provided below to see how you can edit an existing pre-approved invite:
Pre-approved guest functions (Multiple Employees)
Please read the guide we have provided below to learn how to access a list of functions for multiple pre-approved guests:
You will see a screen like the one below, allowing you to make bulk changes and take actions on the records you have selected.
Pre-approved guest functions (Single Employees)
Please read the guide we have provided below if you would like to learn how you can perform different functions for an individual pre-approved guest:
How to edit the Pre-Approved Email
Please read the guide we have provided below if you would like to learn how to edit the pre-approved invite email:
Additional Support
If you have any immediate questions, please use our Live Chat on the bottom right-hand side of the page.