Pre-register visitors using an Outlook calendar invite

Learn how to manage your Outlook calendar events in OnLocation. There are three steps: create your Outlook event, send questionnaires, and the visitor then completes their profile.

How it works

With the Outlook Connect integration, your OnLocation account seamlessly generates pre-registration events when your employees create Outlook calendar events whether or not a meeting room is specified.

Step 1: Create the Outlook event

If you have enabled the Outlook Connect integration, you can pre-register visitors while adding a calendar invite:

  1. Open your Outlook calendar.
  2. Create your meeting event and complete all the details.
  3. Add your attendees.
  4. Add the meeting room.
  5. Send the invite.

Step 2: Onlocation creates an event

When OnLocation receives the calendar invite, it will automatically create the visit event and apply the date and time configurations from your calendar, with you as the host. OnLocation will also:

  • Recognize the sender from their email address.
  • Automatically create a pre-registration event.
  • If an attendee's email address is not listed as an employee, OnLocation will add them as a pre-registered visitor.
  • If there are multiple external attendees, OnLocation will create a group of visitors.

The pre-registered visitors can be sent an event confirmation email asking them to complete their visitor profile.

Your pre-registration event will appear in your OnLocation account visible to you and your Sign In/Out Managers.

Step 3: Visitor completes their profile

When pre-registering a visitor in OnLocation, the visitor's name and where they are from are mandatory. Because your calendar only sends the attendee's email address, it will require the attendee to complete the missing information. You can send an email to each visitor with a link asking them to complete their visitor profile.

The example below is for an organization that has turned on visitor pre-registration questionnaire invitations.

The questions included in the profile will depend on what has been activated by your administrator. You may just have a set of basic questions, or a custom questionnaire may be required for pre-visit screening.

The visitor needs to:

  1. Click Complete your profile.

  2. Check the event details and instructions, then click Next.
  3. Answer any basic questions, including their name and where they are from. Click Next.
  4. (Only if activated) Answer any custom questions, then click Next.
  5. Check that their details are correct, then click Save.
The questions included in the profile will depend on what has been activated by your administrator. You may just have a set of basic questions, or a custom questionnaire may be required for pre-visit screening. 

Update a calendar event

Change event time or date

If you make any changes directly in your calendar, the pre-registered visitor event will automatically update within OnLocation.

Add new attendees to the invite

If you add any new visitors to an existing calendar event, they are invited through your Outlook calendar. This will automatically update the event in OnLocation, and they will not receive a link to their visitor profile.

Modify the event in your Outlook calendar and forward the updates to the attendees. The event in OnLocation is automatically refreshed when any alterations are made to the event's particulars.

Remove an attendee

If you remove an attendee from your calendar invite, they are automatically removed from the list of pre-registered visitors in OnLocation.

If an attendee has declined you can update the event via Outlook and remove the pre-registered visitor, or you can leave them attached to the event, and they won't be signed in on the day.

Delete an event

When you delete an Outlook calendar event, all attendees are notified, and OnLocation will remove the pre-registered event from your account. This does not affect pre-registrations that have already occurred in the past.

Next step: Before you can send questionnaires to your pre-registered visitors, an Administrator must first choose the pre-registration invitation settings for your location. Add a custom questionnaire for your visitors to complete before arriving on-site. Questionnaires can be created either for a single location or shared across locations.