Set up the calendar invites integration

How it works

With the calendar invites 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, choose who will receive the email and set up any email exclusions.

Send 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 need to log into WhosOnLocation and update it.

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. Click Calendar Invites.
4. Select Enable, then click Confirm.
5. Click Manage Settings next to Calendar Invites.
6. In the Settings tab, choose your Send To preference, and add any email exclusions.
   
   
7. (Optional) Select the Locations tab, click Manage Keywords to add any keywords (like meeting room names).
   
   
8. In the Settings tab, click Save. 

Setup suggestions for your IT Team

Add visitor@whosonlocation.com as a contact

Add visitor@whosonlocation.com to your organization's email contact list. When your employees add attendees to a calendar meeting, instead of remembering to invite visitor@whosonlocation.com, you might set this email address up with a short contact name.

Customize the 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 to automatically forward emails to your preferred email address 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.

SPF and DKIM standards

Sender Policy Framework (SPF) and DomainKeys Identified Mail (DKIM) can be used to ensure emails coming from your domain are authenticated for your company.

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.