Set up the calendar invites integration

This article covers:

• How it works
• Set up the integration
• Setup suggestions for your IT Team

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 OnLocation account will automatically create the pre-registration event for the attendee.

When setting up the integration, select who will receive the email and configure any email exclusions.

Send settings

OnLocation requires the attendee’s full name and the name of the organization they represent. You may also need additional visitor information. There are two ways to populate this information:

• Send to Invitees - Your OnLocation account will send your attendees an email asking for confirmation of their visitor profile information. The email includes a unique link for their profile.
• Send to Organiser - Your OnLocation account will send the host who created the calendar event an email asking that they complete the missing information. They need to log into OnLocation 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, and 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 may set up this email address with a short contact name.

Customize the email address

If you want to use a custom email address, ask your IT team to set it up, and then create a forwarding rule to automatically send emails from visitor@whosonlocation.com to your preferred email address.

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 implemented SPF and/or DKIM, OnLocation will verify the results of these methods and only create a visit in OnLocation if the sender has been authenticated.