Configure visit request settings

Learn how visitors can request a booking by completing a visit request form.

How it works

Visit requests allow visitors to book a time to come on-site. They fill out a form with their name, email, who they're visiting, where they work, and their preferred date and time. The unique URL or clickable button can be shared via email or on your website. Once submitted, the host and Visit Request Authorizers are notified to approve, deny, or suggest a different time. Approved requests create a pre-registration event with visitor information. The visitor experience depends on the enabled features.

This article covers:


Configure the visit request portal

The shareable link is located at the top of the page. You can share this link with visitors so they can easily access the visit request form.

  1. Go to Locations > Visit Requests.
  2. To Enable visit requests, click the toggle.
  3. Enter your welcome message.
  4. Upload a logo, click Select File, select an image from your computer, and click Open.
  5. Toggle the Allow a visitor to select a host. When enabled, this will give you additional filters.
  6. Toggle the Require approval.
  7. Toggle the Restrict meetings to within operating hours.
  8. Click Save.

    Locations-vist_requests.png

Visit request settings

Visit requests fields include:

  • Enable visit requests - When activated, the Visit Requests feature lets you share a self-registration link with individuals you wish to facilitate pre-registration for their visit to your location.
  • Welcome Message - You can create a personalised greeting and have the option to reset the greeting to a default message.

  • Logo upload - Upload a logo so your company branding displays on your self-registration page. A logo must be in JPG, GIF, or PNG. It must be a minimum of 200 x 200 pixels, a maximum of 6000 x 6000 pixels and a maximum file size of 5 MB.

  • Allow a visitor to select a host - Allow potential visitors to search for an employee to select as their host for their visit.

  • Employee List Privacy - Choose how a visitor can search for a host.

    • Show a prompt to view list for exact matches only.

    • Show a prompt to view list after entering 1 character.

    • Show a prompt to view list after entering 3 characters.
      To ensure privacy and security, it's recommended to require an exact match when searching for employees.
  • Require approval - If this is enabled, visit requests must be approved before the visitor will be pre-registered. Visit requests can be approved by the selected host or an employee with the Visit Request Authorizer role.
    • If this is disabled, any visitor who completes the form will automatically be pre-registered.

For more information, check the types of user roles and permissions article.

  • Restrict meetings to within operating hours - Restrict the times available for visit requests to within the operating hours set within automation and occupancy settings for this location.

  • Click Save.

Next step: Once you have configured the visitor request portal you can learn more about how to manage visitor requests.