Calendar Invites FAQ's

In this article we introduce you to some FAQ's regarding our Calendar Invites.

What is the Visitor Portal?

Can an employee update the Visitor's Profile for them?

Is the visitor's profile remembered for their next visit?

Is any updated Visitor Profile change going to re-write their previous visitor records?

What happens if an Attendee declines a calendar invite? Is this person removed from the pre-registered visitor list?

What happens if the Attendee is removed from the sender's (host's) Calendar meeting?

What happens if the Date and/or Time of the event is updated in the sender's (host's) Calendar?

How will you treat Attendees I invite that are already in my Frequent Visitor List?

What if a colleague has my attendee visitor in 'their' frequent visitor list but I do not?

How does WhosOnLocation (re)construct the visitor’s name and organization/company name?

How does WhosOnLocation handle multiple invited Attendees?

What if I am linked to multiple locations?

Can I use another email address other than visitor@whosonlocation.com (e.g. guest@mycompany.com)?

Does WhosOnLocation support SPF and DKIM standards?

What does the email to attendees say?

Does the Calendar Invite auto send out WolPass?

 

 

What is the Visitor Portal?

All attendees that end up being pre-registered as visitors are required to confirm their name and the name of the organization/company they are from (or represent). Depending on your organization’s requirements you may also ask them to confirm their mobile/cell number and other information.

Once WhosOnLocation receives the invite, WhosOnLocation sends the attendee(s) a link to your Visitor Portal where they are asked to complete any missing information. The resultant outcome is the attendee now has a WhosOnLocation Visitor Profile set up.

When they arrive onsite and sign-in; the process of signing in will be much quicker. Furthermore, if you have a receptionist they get clear visibility of who is due on site in advance.

Can an employee update the Visitor's Profile for them?

Yes. Users with access to your WhosOnLocation account can log in and access their Pre-Registered Visitor Events. They can update visitor profiles and remove attendee visitors from an event.

Is the visitor's profile remembered for their next visit?

Yes. Next time you, or a colleague, send a Calendar Invite to the same visitor email address the visitor will again receive a link, but this time, instead of the email asking them to complete their Visitor Profile, it will ask them to review and make any amendments to their existing Visitor Profile. We will include their Visitor Profile info in the email and if there is nothing for them to update they need not do anything – but if they wish they can select the update link, amend their Visitor Profile, and submit.

Is any updated Visitor Profile change going to re-write their previous visitor records?

No. We understand a visitor may be Tim Brown from Acme Inc with email address tim.brown@acme.com with mobile/cell number 555-123-456. (let’s call this version 1 of Tim’s Visitor Profile).

Three months later he updates his Visitor Profile from ‘Tim Brown’ to ‘Timothy Brown’ AND his mobile/cell may even change from 555-123-456 to 555-123-457.

All visitor records created when he was using version 1 of his Visitor Profile are retained using version 1 information. All visitor records for Timothy created after his update will use the updated Visitor Profile info – version 2.

What happens if an Attendee declines a calendar invite? Is this person removed from the pre-registered visitor list?

No - not at this stage. We are not tracking Declines. When an attendee is invited to a Calendar invite and they decline, the other attendees are not notified - only the sender (host) is; this being the employee that sent the Calendar invite. This is a function of the Outlook or Google Calendars etc... not WhosOnLocation.

As visitor@whosonlocation.com was one of the invited attendees, we are not notified when another attendee declines. The declined visitor will need to be removed by the sender (host) user from their WhosOnLocation account.

  1. Log on to your WhosOnLocation account, go to the Pre-registered visitor event, and remove them manually or;
  2. Ask the receptionist to log in to their WhosOnLocation account and remove the visitor/attendee or;
  3. Do nothing and once the date has passed for the Calendar meeting the pre-registered attendee visitor that did not show will simply be recorded as a 'did not sign in'.

What happens if the Attendee is removed from the sender's (host's) Calendar meeting?

This is common as they may have declined or you, the sender, have removed them. In this instance, like Attendee Decline's (above), WhosOnLocation is not notified so the sender (host) can either:

  1. Log on to your WhosOnLocation account, go to the Pre-registered visitor event, and remove them manually or;
  2. Ask the receptionist to log in to their WhosOnLocation account and remove the visitor/attendee or;
  3. Do nothing and once the date has passed for the Calendar meeting the pre-registered attendee visitor that did not show will simply be recorded as a 'did not sign in'.

What happens if the Date and/or Time of the event is updated in the sender's (host's) Calendar?

As one of the invited attendees; the update is sent to visitor@whosonlocation.com and we amend the date and/or time of the meeting in the pre-registration record of the sender (host's) WhosOnLocation account. 

How will you treat Attendees I invite that are already in my Frequent Visitor List?

What if the attendee is already registered as a frequent visitor in the Sender's WhosOnLocation Profile. Will their known frequent visitor details auto-populate the Visitor Profile? 
 
Yes; but only if the frequent visitor's profile in WhosOnLocation has an email address that matches that of the attendee's email address in the calendar invite.

What if a colleague has my attendee visitor in 'their' frequent visitor list but I do not?

Scenario: You invite Timothy Brown from Acme Inc to a meeting. Timothy’s email address is tim.brown@acme.com AND Timothy is not in your private frequent visitor list but he is in a colleague’s frequent visitor list with this same email address.

Outcome: WhosOnLocation will send Timothy a link asking him to review and make any amendments to his existing Visitor Profile. In other words; we already know Timothy so we will as assume his contact details and name have not changed from when he visited your colleague or your colleague completed his frequent visitor profile – so we will simply ask Timothy to confirm his Visitor Profile is current.

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How does WhosOnLocation (re)construct the visitor’s name and organization/company name?

The name appearing in the sender’s (host's) WhosOnLocation list of pre-registered visitor's is based on the contact you entered in the meeting request.

If you use a contact from your address book, it’s quite easy: WhosOnLocation will use the first name, last name, company name as defined in the contact address book.

However, you may only have entered an email address as an attendee. In that case, WhosOnLocation will derive organization/company name (what we refer to as 'From') 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
Note: We will treat the generic suffixes; gmail.com, yahoo.com, hotmail.com as NOT knowing the organization/company name and thus this will need to be completed by the visitor via the Visitor Portal or the sender (host) from their WhosOnLocation account.

The following tables illustrates these principles before the visitor completes their Visitor Profile:

 
 
 
 

How does WhosOnLocation handle multiple invited Attendees?

Where you put more than one Attendee in your Calendar meeting, it will create a group of visitors in WhosOnLocation. The subject of the meeting will serve as the group’s name.

Where you include colleagues as Attendees, they will not be created as visitors.

Let’s imagine you insert 9 email addresses in your Calendar meeting: 5 external emails (visitors), 3 colleagues and visitor@whosonlocation.com

This will create a group of 5 visitors (WhosOnLocation will understand your 3 colleagues are not external visitors).

However; the 3 colleagues (your fellow employees), must each have a WhosOnLocation Employee Profile in your WhosOnLocation account otherwise WhosOnLocation will treat any employee that does not; as a visitor. Why? If the employee does not have a profile we will assume you want them to sign in as a visitor, possibly because they are from another Branch or office.

If you don't want them treated as a visitor the sender (host), or a receptionist, can always remove them as a pre-registered visitor from the pre-registered visitor event in your WhosOnLocation account OR simply do nothing and their name will simply be recorded as ‘did not show’.

What if I am linked to multiple locations?

 

You can pre-register visitors to multiple locations using the rules set up in the Integration settings. Please have a look at our Helpdesk article, Global Roaming Calendar Invites for more information.

Can I use another email address other than visitor@whosonlocation.com (e.g. guest@mycompany.com)?

Yes. Ask your IT department to create a unique email address for this purpose. So let's say you want to use guest@mycompany.com or meeting@mycompany.com then ask them to do this and then ask them to apply the following forwarding rule so that emails to your preferred email address (say guest@mycompany.com) are automatically forwarded to visitor@whosonlocation.com.
Then, add the alias email address to your email exceptions in the Calendar Invites settings:
Go to Tools > Account > Integrations > Calendar Invites > Settings. Add the email alias (meeting@mycompany.com, guest@mycompany.com, etc) to the Email exclusions section and click Save.

Does WhosOnLocation support SPF and DKIM standards?

Yes. SPF stands for Sender Policy Framework and DKIM stands for DomainKeys Identified Mail. These two approaches can be put in place to ensure emails coming from your domain are authenticated for your company. This is useful to prevent “fake” employees using emails with your domain name to create visits in WhosOnLocation through the calendar integration.

If your IT team has put in place SPF and/or DKIM, WhosOnLocation will check the result of these methods and will only create a visit in WhosOnLocation if the sender has been authenticated.
 

Normally when a user adds a contact or recipient to a Calendar meeting invite via their own Calendar (Outlook, Google Calendar, etc...) and includes visitor@whosonlocation.com as an attendee WhosOnLocation will automatically register the external attendees, those invited attendees not registered as employees in your WhosOnLocation account, as pre-registered visitors in the sender (host's) WhosOnLocation account.

We use specific rules to create the 'organization/company name' as part of the attendee's Visitor Profile.

If you use a contact from your address book, it’s quite easy: WhosOnLocation will use the first name, last name, company name as defined in the contact address book.

However, you may only have entered an email address as an attendee. In that case, WhosOnLocation will derive organization/company name (what we refer to as 'From') 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

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What does the email to attendees say?

In the instance where the visitor has never previously been invited to complete their Visitor Profile the email will read:
**********************
 
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:

{https://link url appears here}

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

In the instance where the visitor has previously been invited to complete their Visitor Profile the email will read:
 
**********************

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

{https://link 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

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Does the Calendar Invite auto send out WolPass?

No not at this stage but watch out for the next release of WolPass - we are building a relationship between your WolPass, Calendar Invites, and Visitor Pre-registration; and releasing support for 1D and QR barcodes to be included on the WolPass.

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