How do I Preregister Visitors to My Workplace?

With Greetly it's easy to preregister visitors from the web-admin or your Microsoft Outlook or Google calendar with no add-on needed

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.

Please note:

Currently, Pre-Registration invitations can only be sent from Default Check-ins, which contain an email address field.

The Check-in cannot be a Custom Workflow and also cannot have Drivers License Scanning enabled as this function only works on the app itself and is not suitable for Pre-Registration purposes

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 manually add their information into the admin portal. Or, even more accessible, simply 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 will scan the QR code they received by email and Greetly sends real-time reception notifications. 
  • Everyone gets down to work!

Setup the Preregistration Feature

Step 1: Activate Preregistration

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

Note:

  • Only a Global or location admin can TURN on the preregistration feature. After turned on, employees for the location can preregister their visitors.
  • You need to select a Default check-in for Pre-Registration. (This will assist those who are using Google Calendar and Outlook Calendar integrations.). 

Here's an example of how to select a default check-in button:

Cloud-based visitor pre-registration app

  • Web-Based Admin > App Settings > Location
  • Click on Returning Visitors and Preregistration (Beta)
  • Toggle preregistration ON
  • Best visitor check in software for manufacturing plantsSelect your Default Check-in (If you wish to send Outlook/Google Calendar Pre-Registrations from a different check-in, please select the corresponding Check-in and click save. Then after sending these please revert back to your original default check-in for convenience.)
  • 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. 
  • Click Save.

Step 2: Customize Your Preregistration Settings

Note:

**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).

Preregistration for fast customer check in

**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.

Using touchless visitor management software from a guest's smartphone

Preregistering visitors for quick customer check in


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

Using Visitor Preregistration

Option 1: Manually Preregister a Visitor From Your Web Admin Portal

Important information to mention:

  • The user setting up the preregistration invite must have the location listed in the profile they are sending the invite for
  • The user setting up the preregistration invite must be listed in the check-in button (ex: Visit employee, etc.)
  • Web-Based Admin > 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 the 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 the 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 visitor's 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 visitor's 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!
  • Government check in software with visitor pre-registration

Option 2: Preregister Visitors Directly From Your Calendar (Outlook, Google Etc.)

(Microsoft Outlook Users Please Note the following steps first:

1. Please navigate to Settings in Outlook
Best visitor software for audits and compliance
2. Click on View Outlook Settings
3. Then Click On Mail > Sync Email > and Copy the Outlook alias
    listed here:

Best cloud-based visitor sign in application
4. Now navigate to app.greetly.com and login to your Greetly account.
5. Then paste the alias under the Alias field and click Save.
Visitor management system with access control integrations

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

  • Only a Global or location admin can preregister guests using Outlook and Google calendars
  • Go to your calendar and select a date and time
  • Add the location name **ONLY** on the calendar Location


    Screen Shot 2021-08-06 at 1.44.42 PM
  • Create a calendar invite, include this email address to the invite(s): 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.

How to pre-register visitors

 


What to expect when the Preregistered Visitor checks-in

  1. Within moments of preregistering the visitor, they will receive an email like this:
    Quick check-in for repeat visitors
  2. The visitor will need to click on the "Preregister" link to complete the registration. Once completed the preregistered visitor will receive an email like this with a QR code they will use to check-in on your device.
    Screen Shot 2021-08-12 at 1.25.22 PM
  3. Upon arrival, the preregistered visitor will need to hold up their QR Code from their phone to the camera on your device

Quick repeat visitor sign in software

PLEASE NOTE: If the user does not accept the invitation, Greetly will check the user in and out in your visitor log, once the invitation has expired.
The check-in and check-out time varies slightly depending on the Server however you will see an entry similar to this:

In the event that an invitation has been accepted you will see an Event created in the Preregistration Tab in your Greetly Account.


All set!

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