Global Roaming Calendar Invites

How to pre-register visitors to any location in your organization using Calendar Invites.

Any employee that can sign into multiple locations through Global Roaming can also pre-register visitors in those locations, both through in-app pre-registering and Calendar Invites.

Note: Have a look at our Helpdesk articles for more information on Employee Global Roaming and In-App Pre-Registering.

Employees can begin pre-registering to other locations through Calendar Invites as soon as the integration has been enabled but there are some settings which you can put in place to enhance the experience and make it better for both your employees and their visitors. You can add Keywords to locations which act as substitutes for the location name when creating a Calendar Invite.

Location Keywords

Setting up location keywords means that your employees don't have to enter the actual name of a location to pre-register guests there. This is extremely helpful if you want your calendar invites to have the names of buildings, meeting rooms, street names, or any other reference to the location.

To set up location keywords, you must be the Account Owner or have the IT Support user role:

1. Go to Tools > Account

2. Select Integrations from the left-hand menu

3. Select Calendar Invites

4. Click Settings

5. Select the Location Matching tab

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6. Click Manage Keywords next to a location

7. Enter the keywords you want to be able to use instead of the location's name

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Please Note: Each Keyword must be on a separate line.

8. Click Done

Any keyword entered will now be matched to the corresponding location when entered into the location field for a Calendar Invite.

Inviting Visitors to a Location

The method of using Calendar Invites depends on your calendar, but regardless of your calendar, the method of adding a location is very similar.

Note: Have a look at our Helpdesk article for more information on the basics of using Calendar Invites.

Once you have added all of the details to your calendar invite (including adding visitor@whosonlocation.com as an attendee), before sending your invitations:

For Google Calendar

Enter the location name or keyword into the Where field.

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For Outlook

Enter the location name or keyword into the Location field.

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When you've entered the location information, and all other details of your invite are correct, click Save and send the invite to your attendees and WhosOnLocation.

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