Introduction: Pre-registering visitors

Pre-registering visitors streamlines guest management at your reception, improves visitor security, reception awareness, and resourcing.

How it works

Any employee granted login permission to your WhosOnLocation account becomes a user and can pre-register a guest to visit themselves or a colleague.

Users can:

  • Pre-register anybody visiting your location
  • Create personal guest groups 
  • Create a personal frequent guest list
  • Make a visit event a recurring event to repeat daily, weekly, monthly, or yearly
  • Set the recurring event to end after it has repeated X number of times or on a specific date
  • Add a visit event message for the Sign In/Out Manager
  • Send the pre-registered guest a visit confirmation email (WolPass)

Users can pre-register visitors either in the Pre-Register Visitors screen or by uploading a list of your visitors using the CSV spreadsheet template.

Ways to sign in a pre-registered visitor

Pre-registered visitors can sign in three ways.

  • Via the receptionist: Users with Sign In/Out Manager rights are presented with a list of all pre-registered guest events on the Sign In/Out Manager screen. They can pre-print their guest passes and sign them in as they arrive or they can issue the visitor pass once they sign in.
  • Via a kiosk: The guest can sign into a visitor kiosk. As long as they enter their name exactly as it was recorded in the pre-registered record for that day, the kiosk will recognize them as a pre-registered visitor.
  • Via the user who pre-registered them: The user who pre-registered the visitor can also sign them in. This is useful if the visit event is a large group. The visitors arrive on-site, the host greets them and issues them with pre-printed visitor passes (if applicable), and then signs their visitors in.
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