How do I Preregister Visitors to My Workplace?

Let Greetly preregister the guest for you.

You don't always need a crystal ball to see the future. When you are expecting an important guest you want to make visitor registration fast for your visitor. You also want to provide them with valuable information ahead of their visit. 

Let Greetly preregister the guest for you.

How Visitor Preregistration Works

  • Any host in your Greetly directory can preregister their own guests. There are two ways to do this, covered in more detail below. You can either manually add their information in the admin portal. Or, even easier, just cc register@greetly.com in your meeting invite and Greetly will do it for you! 
  • When you preregister your visitor, Greetly will send them an email.
  • Upon arrival, the guest enter the PIN (or their email address if they their PIN is not handy) and Greetly sends real-time reception notifications. 
  • Everyone gets down to work!

Part 1 of the set up

Setting Up Visitor Preregistration

Before using this efficiency feature, you need to set it up in your Greetly admin console. Here are the steps:

  • Visit the admin console and log in
  • Navigate to Settings > Location
  • Click on Returning Visitors and Preregistration
  • Toggle preregistration ON
  • Optional: In the text box below, add text that will be included in the preregistration email to your future visitors. You might wish to include directions to your office, parking information and guidance to finish the check-in process with the Greetly visitor check-in app kiosk. 

How To Register Your Visitors in Advance

**Make sure the Check-in button you are setting up "Preregistration" for has the email field selected in the "Do you want the visitor to enter any information about themselves?" section.

(Example: "Event Check-in or Employee check-in options).

Please note: Make sure you turn on the "Display Welcome Page" in the "Visual Styles" section so your preregistered visitor can scan their QR code to check in upon arrival.

Screen Shot 2021-03-16 at 10.12.40 AM-1

Screen Shot 2021-03-16 at 10.02.53 AM

 

If you thought that was easy, actually scheduling a visit is even easier.

Part 2 of the set up

Option 1: Manually preregister a visitor from the web admin console

Important information to mention:

  • Only a Global or local admin can preregister guests
  • The user setting up the preregistration invite must have the location listed in their profile they are sending the invite for
    • Visit the admin console and log in
    • Click Preregistration
    • Click the green Create Preregistration box
    • Complete the short form:
      • Select the visit date and arrival time
      • What are they visiting for?
        Choose the reason for visit. These options match the Check-In Options you would see in the app (Ex: Visit Employee, Event Check-in etc.). Currently, invites can't be sent via email for custom buttons ONLY
      • Select the host who will receive notifications when the guest arrives
      • The visitor's email address where the preregistration confirmation will be sent
      • The rest of the fields the visitor would complete if they checked themselves in on the Greetly sign-in app
      • Click Save

      Creating a Bulk preregistration

    • Click Preregistration
    • Click the green Bulk box

      Complete the short form:
      • Click here to upload the bulk preregistration template
      • Select the visit date and arrival time
    What are they visiting for?
    Choose the reason for visit. These options match the Check-In Options you would see in the app (Ex: Visit Employee, Event Check-in etc.).
      • Who is visiting? Enter the visitors email address, First Name, and Last name (Ex: abc@email.com, Jane, Smith (Hit enter after each entry to go to the next line to add the next visitors information). After you are done adding all of the visitors click on the green "Validate" button
        **You can click on the edit button to add more names if you missed anyone
      • Select the host who will receive notifications when the guest arrives
      • Click Save and you're done!
    • Screen Shot 2021-03-29 at 9.54.26 AM

    Option 2: Preregister visitors directly from your calendar

    Currently, invites can ONLY be sent via email for the "Visit Employee" check-in button

    • Go to your calendar and select a date and time
    • Add the name of your event in the calendar subject line **If the account has multiple locations the subject line in the invite must list the location name (enter the name exactly as it appears on your account)
    • Create a calendar invite, include email address: register@greetly.com
    • Add your guest emails to the invite
    • Greetly will automatically determine which invitees are already in the host directory, and send everyone else a preregistration email. 
    • Your guest will receive a calendar invite with a link to preregister 
    • After they preregister they will receive a second email with the QR code they will use to scan from their phone once they arrive at your location

    Please note you can use any calendar system, including Outlook.

    Here is a sample of an invitation that will arrive after you send out the invite.


    As always, please contact us at success@greetly.com if we can assist with preregistering your guests or your other visitor management needs.