Set up visitor pre-registration triggers

Set up triggers to keep track of any visitors pre-registered by employees. Monitor their answers or if they haven't completed their questionnaire or flag records in Sign In/Out Manager. You need the Administrator and Triggers Manager user roles to set up triggers.

How it works

Use triggers to automate activity in WhosOnLocation. You can use them with visitor pre-registration to send notifications or flag a record if some information is missing or doesn't meet your entry requirements. 

There are three types of triggers available for visitor pre-registration:

  • Pre-Registered Visitor - Triggered when a visitor is pre-registered for an event
  • Pre-Registered Visitor Questionnaire Submitted - Triggered when a questionnaire is submitted
  • Pre-Registered Visitor Expected - Triggered on/before a pre-registered visitor is expected on-site

For each trigger, there are pre-registration specific rules you can apply:

  • Pre-Registered Visitor - Custom Question Answer
  • Pre-Registered Visitor - Questionnaire Completed

There is a range of actions you can choose, including:

  • Notification - sends an email or SMS to a nominated person
  • Flag Record - Highlights a pre-registered visitor in Sign In/Out Manager. 
Your Account Owner must enable the triggers add-on before you can set up a trigger. 

Before you start

Set up a pre-registration trigger

To set up a trigger: 

  1. Go to Locations, then select the location from the drop-down list.
  2. Select Triggers.
  3. Click Create a New Trigger.
  4. Choose from one of the three trigger types: 

Set up a pre-registered visitor trigger

In this example, the Pre-Registered Visitor trigger is used to send an email notification when an employee pre-registers a visitor.

Trigger Details tab

  1. Enter the trigger name.
  2. Select Active next to the Trigger Status.
  3. Select Pre-Registered Visitor as the Trigger Event.
  4. Click Next.

    Pre-Registered_Visitor_trigger_1.png

Trigger Rules tab

  1. Click Create a New Rule next to Must match ALL of the following rules. 
  2. Select the Visitor - Pre-registration Method.
  3. Select Is the Following as the rule condition.
  4. Select Employee.
  5. Click Next.

    Pre-Registered_Visitor_trigger_2.png

Trigger Actions tab

  1. Click Create a New Action.
  2. Select Notification: Send an Email as the action.
  3. Select Employees, select Selected Employees, then enter the employee name.
  4. Enter the email subject and message text. Use the placeholders to customize the notification.
  5. Click Save & Close.

    Pre-Registered_Visitor_trigger_3.png

Set up a pre-registered visitor questionnaire submitted trigger - email notification 

In this example, the Pre-Registered Visitor Questionnaire Submitted trigger is used to notify the host that the visitor has not been vaccinated. The visitor is also emailed and asked not to visit. 

Trigger Details tab

  1. Enter the trigger name.
  2. Select Active next to the Trigger Status.
  3. Select Pre-Registered Visitor Questionnaire Submitted as the Trigger Event.
  4. Click Next.

    trigger_details.png

Trigger Rules tab

  1. Click Create a New Rule next to Must match ALL of the following rules. 
  2. Select Pre-Registered Visitor - Custom Question Answer.
  3. Select Is the Following as the rule condition.
  4. Select the custom question answer: Have you been fully vaccinated against COVID-19? >> No
  5. Click Next.

    14_trigger_rule.png

Trigger Actions tab

  1. Click Create a New Action.
  2. Select Notification: Send an Email.
  3. Select Matched Person, then choose Visitor holding the Questionnaire
  4. Enter the subject and message you'd like to email to the visitor. Use placeholders to update the text with the visitor's name.
  5. Click Create a New Action.
  6. Select Notification: Send an Email.
  7. Select Matched Person, then choose Employee Hosting Visit
  8. Enter the subject and message you'd like to like to email to the host. Use placeholders to update the text with the visitor's name.
  9. Click Save & Close.

    13_trigger_action.png

The visitor will receive the following email:

visitor-email.png

The host will receive the following email:

22_host_email_-_cancelled.png

Set up a pre-registered visitor questionnaire submitted trigger - flag record 

The flag record trigger will only fire once. If an event or answer is updated, the flag will remain in Sign In/Out Manager. 

In this example, the Pre-Registered Visitor Questionnaire Submitted trigger is used to flag in Sign In/Out Manager that the visitor has not been vaccinated.

Trigger Details tab

  1. Enter the trigger name.
  2. Select Active next to the Trigger Status.
  3. Select Pre-Registered Visitor Questionnaire Submitted as the Trigger Event.
  4. Click Next.

    Pre-Registered_Visitor_Questionnaire_Submitted_1.png

Trigger Rules tab

  1. Click Create a New Rule next to Must match ALL of the following rules. 
  2. Select Pre-Registered Visitor - Custom Question Answer.
  3. Select Is the Following as the rule condition.
  4. Select the custom question answer: Have you received the COVID-19 vaccine? >> No
  5. Click Next.

    Pre-Registered_Visitor_Questionnaire_Submitted_2.png

Trigger Actions tab

  1. Click Create a New Action.
  2. Select Flag Record.
  3. Enter the message you'd like to display in Sign In/Out Manager.
  4. Click Save & Close.

    Pre-Registered_Visitor_Questionnaire_Submitted_3.png

If a record is flagged, the Sign In/Out Manager will see the message next to the visit event:

SIOM-Flag.png

Set up a pre-registered visitor expected trigger

The expected trigger will only fire once, even if the date or time of the event is updated. 

In this example, the Pre-Registered Visitor Expected trigger is used to send a notification to the host 12 hours before the visit, letting them know that the visitor has not completed their profile.

Trigger Details tab

  1. Enter the trigger name.
  2. Select Active next to the Trigger Status.
  3. Select Pre-Registered Visitor Expected as the Trigger Event.
  4. Select the time before the event you would like to trigger the notification.
  5. Click Next.

    Pre-Registered_Visitor_expected_trigger_1.png

Trigger Rules tab

  1. Click Create a New Rule next to Must match ALL of the following rules. 
  2. Select Pre-Registered Visitor - Questionnaire Completed.
  3. Select Is the Following as the rule condition.
  4. Select Is Not Completed.
  5. Click Next.

    Pre-Registered_Visitor_expected_trigger_2.png

Trigger Actions tab

  1. Click Create a New Action.
  2. Select Notification: Send an Email as the action.
  3. Select Matched Person as the recipient type.
  4. Select Employee Hosting Visit as the recipient.
  5. Enter the email subject and message text. Use the placeholders to customize the notification.
  6. Click Save & Close.

    Pre-Registered_Visitor_expected_trigger_3.png