Set up the Calendar Invites integration

Learn how to enable the Calendar Invites integration for your WhosOnLocation account. You must have the Account Owner or IT Support user role to enable integrations.

How it works

With the Calendar Invite integration, when your employee creates an event in their calendar and includes visitor@whosonlocation.com as an attendee, your WhosOnLocation account will automatically create the pre-registration event for attendees.

While setting up the integration, you need to configure who the invite will be sent to and if there are any email exclusions.

Send to settings

WhosOnLocation requires the attendee’s full name and name of the organization they represent. You may require additional visitor information as well.  There are two ways to populate this information: 

  • Send to Invitees: Your WhosOnLocation account will send your attendee’s an email asking them to confirm their visitor profile information. The email includes a unique link for their profile.
  • Send to Organizer: Your WhosOnLocation account will send the host that created the calendar event an email asking them to complete the missing information. They do so by logging into their WhosOnLocation account and updating.

Email exclusions 

When your employees add attendees to their calendar event they may include a meeting room or other resource. These resources often have linked email addresses. On a separate line, list the email address of the meeting room or resource. By doing this we won’t add the meeting room or resource as a pre-registered visitor when your employee includes them in their attendee list.

Set up the integration 

  1. Go to Tools > Account.
  2. Select Integrations from the menu on the left.
  3. Here you will see a list of available integrations.
  4. Click Calendar Invites.
  5. Select Enable, then click Confirm.
  6. Click Manage Settings next to Calendar Invites.
  7. In the Settings tab, choose your Send To preference, and add any email exclusions.

    Calendar-Integration.png
  8. (Optional) Select the Locations tab, click Manage Keywords to add any keywords (like meeting room names).

    Calendar-Integration-Location.png
  9. In the Settings tab, click Save

Suggestions for your IT Team

Whitelist visitor@whosonlocation.com

Add visitor@whosonlocation.com to your organization's email contact list. When your employees are adding attendees to a calendar meeting instead of having to remember to invite visitor@whosonlocation.com you might set this email address up with a short contact name: e.g. visitor, guest, etc.

Use a different email address

If you want to use a custom email address, ask your IT team to set up the address then apply a forwarding rule so that emails to your preferred email address are automatically forwarded to visitor@whosonlocation.com.

Once this has been set up, add the alias email address to your email exceptions in the integration settings:

  1. Go to Tools > Account.
  2. Select Integrations from the menu on the left.
  3. Click Calendar Invites, then click Settings.
  4. Add the email alias to the Email exclusions field, then click Save.
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