Pre-register visitors using a calendar invite

Find how to pre-register visitors using the calendar invites integration. There are three steps: create the meeting invite, WhosOnlocation sends the attendees an email confirmation, the visitor completes their profile. 

Step one: Add the invite to your calendar

If you have enabled the calendar invites integration, you can pre-register visitors while adding a calendar invite: 

  1. Open your Google or Outlook calendar.
  2. Create your meeting event and complete all the details.
  3. Add your attendees. 
  4. Add visitor@whosonlocation.com as an attendee. 
  5. Send the invite. 

Step two: WhosOnLocation creates an event

When WhosOnLocation receives the calendar invite, it will automatically create the visit event in your home location and apply the date/time you set up in your calendar and with you as host. WhosOnLocation will also:

  • Recognize the sender from their email address
  • Automatically create a pre-registration event
  • If an attendee's email address is not listed as an employee, WhosOnLocation will add them as a pre-registered visitor
  • If there are multiple external attendees, WhosOnLocation will create a group of visitors 

The pre-registered visitors will be sent an event confirmation email asking them to either complete or confirm their visitor profile. 

Your pre-registration event will appear in your WhosOnLocation account visible to you and your Sign In/Out Managers.

How WhosOnLocation processes invite information

The name showing in the sender’s WhosOnLocation list of pre-registered visitors is based on the contact name entered in the meeting request.

If you entered an email address as an attendee. WhosOnLocation will extract the organization name from the email address using the following rules:

  • The suffix of the email is capitalized and normalized (extension removed) and serves as the organization/company name. Example: @mycompany.com will lead to organization/company name = Mycompany
  • If the email provider is gmail.com, yahoo.com, hotmail.com, the company name can’t be extracted, and it will need to be completed manually.

WhosOnLocation event confirmation email text

New visitor

Subject: {Your Organization's Name} Visitor Pre-registration Details Required

Message: {Host Name}, from {Host Organization Name}, has pre-registered you to visit us on {Calendar Event Date} at {Calendar Event Time}.

As part of our security and visitor management procedures, we require you to complete your Visitor Profile. This should only take you a few seconds to complete. Completing your Visitor Profile will:

  1. Expedite your sign-in when you arrive onsite
  2. Add you to our evacuation list for the duration of your visit

Complete your Visitor Profile here or copy and paste the link below into your browser:

{URL appears here}

We will remember your Visitor Profile should anyone from {Host Organization Name} invite you again to a meeting or visit event.

Returning visitor

Subject: {Your Organization's Name} Visitor Pre-registration Details Confirmation

Message: {Host Name}, from {Host Organization Name}, has pre-registered you to visit us on {Calendar Event Date} at {Calendar Event Time}.

As part of our security and visitor management procedures, we require you to Verify that your previously completed Visitor Profile is still current. Your Visitor Profile is:

  • Your Name: {visitor's name}
  • Email: {visitor's email address}
  • From: {Visitor Organization}

If the above is accurate, you can disregard this email. Otherwise, Click here to update your Visitor Profile or copy and paste the link below into your browser

{URL appears here}

We will remember any updates you apply to your visitor profile, and should anyone from {Host Organization Name} invite you again to a meeting or visit event. You will have the opportunity to update them again should any details change.

Maintaining a current visitor profile will:

  1. Expedite your sign-in when you arrive onsite.
  2. Add you to our evacuation list for the duration of your visit

 

Step three: Visitor completes their profile 

When pre-registering a visitor in WhosOnLocation, the visitor's name and where they are from are mandatory. Because your calendar only sends the attendee's email address, it will require the attendee to complete the missing information.

WhosOnLocation sends an email to each visitor with a link asking them to complete their visitor profile. The visitor needs to: 

  1. Click the visitor profile link.
  2. Complete the missing profile fields, then click Save

    Calendar-Invites-Visitor-Profile.png
If an attendee declines the invitation, only the person who sent the calendar invite will be notified. You'll need to log into WhosOnLocation to remove them from the event. 

Update a calendar event

Change event time or date

If you make any changes directly in your calendar, the pre-registered visitor event will automatically update within WhosOnLocation.

Add new attendees to the invite

If you add any new visitors to an existing calendar event, they are invited through your calendar. This will not automatically update the event in WhosOnLocation, and they will not receive a link to their visitor profile.

To ensure that the event in WhosOnLocation is updated, make a change to the event's details and send an update to all guests. This will prompt WhosOnLocation to check the event for any changes, including new guests.

Remove an attendee

If you remove an attendee from your calendar invite, they aren't automatically removed from the list of pre-registered visitors in WhosOnLocation.

You or a Sign In/Out Manager can update the event by logging into WhosOnLocation and removing the pre-registered visitor, or you can leave them attached to the event, and they won't be signed in on the day. 

Delete an event

When you delete a calendar event, all attendees are notified, and WhosOnLocation will remove the pre-registered event from your account.

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