Set up a visitor pre-registration questionnaire

Screen your visitors before they arrive on-site using visitor pre-registration questionnaires. You need the Administrator user role to set up a location-level questionnaire or the Global Questions Manager role to set up a global questionnaire.

How it works

Use visitor pre-registration questions to record key information and screen visitors before they arrive on-site.

When a visitor is pre-registered, they’ll receive an email inviting them to complete their visitor profile. The profile includes basic questions and custom questionnaires activated for pre-registration. Questionnaires can include any custom question, including file upload.

Send visitor pre-registration questionnaires manually, or choose a specific time before the event. Once they’ve confirmed their profile, send them a WolPass.

The visitor profile contains the event details, visit instructions, and any basic or custom questions activated for pre-registration:

Basic questions

Activate basic questions for pre-registered visitors in Sign In/Out Questions. There are two activation modes for these questions:

  • Pre-Register Vistors - employees can answer the question while they're pre-registering a visitor
  • Visitor Profile - the visitor answers the question in their visitor profile

Any of these questions can be asked during visitor pre-registration:

From (Organization name) Phone Expected duration
Email address Title/position Purpose of visit
Cell number (mobile) Evacuation assistance  

Custom questions

Any of the custom questions below can be used in a custom questionnaire. The questionnaire can be activated for visitor pre-registration either at a location or global level:

Text Single choice Embedded video
Paragraph text Waiver Date
Multichoice Image waiver Document upload

Before you start

Set up a visitor pre-registration questionnaire

Set up a custom questionnaire either for a location or at a global level for multiple locations: 

Global custom questionnaire

Step 1: Create the questionnaire

  1. Go to Tools > Global Sign In/Out Questions.
  2. In the Global Questions tab, click Create a New Questionnaire.

    Global-sign-questions-create.png
  3. Enter the questionnaire name. This is the name displayed in the visitor profile.
  4. Choose visitors as the questionnaire target audience. 
  5. Choose the frequency you'd like to show the questionnaire.
  6. Click Save.

    Global-questions-2.png

Step 2: Add your custom questions

There are nine types of questions available. These are the same questions available in the location level Sign In/Out Questions.

Set up these steps for each question you’d like to include in the questionnaire.

To add a question:

  1. Click Add Question.
  2. Enter the question/title.
  3. Select the question type.
  4. Enter the details based on the question type.
  5. (Optional) Select the checkbox next to Answer Share to send the answer to the host in the arrival notification (visitor and contractors only).
  6. (Optional) Select the checkbox next to Compulsory Question when an answer is mandatory.
  7. (Optional) Select the parent question to make the question conditional based on the answer given.
  8. (Optional) Set a custom question timeout to change how long the kiosk is inactive before canceling the sign in.
  9. (Optional) Set a question pause time to ensure the person stays on the page before answering or moving on.
  10. Click Save and Close.

    Custom-Question-Document.png

Ordering questions

Questions appear in the order that they're created; re-order them at any time. 

To re-order the questions:

  1. Click Enable Sorting next to a question. You can only sort questions under the same parent question at one time.
  2. Hold and drag questions to change the order.
  3. Click Finished Sorting next to any question.

Step 3: Activate the questionnaire

  1. Click the questionnaire status.
  2. Click Activate.

    Global-questions-4.png
  3. Select Visitor Pre-Registration as the activation mode, then click Next.

    Global-Active-pre-reg.png
  4. Select the locations or location groups.
  5. Click Save.

    Global-Active-pre-reg-locations.png

The next time someone pre-registers a visitor at one of these locations, their visitor will receive this questionnaire, along with any basic questions.

Location custom questionnaire

Step 1: Create the questionnaire

  1. Go to Locations, then select the location from the drop-down list.
  2. Select Sign In/Out Questions.
  3. Select the Custom Questionnaires tab.
  4. Click Create a New Questionnaire.

    Location-Create-Questionnaire.png
  5. Enter the questionnaire name. This is the name displayed in the visitor profile.
  6. Choose visitors as the questionnaire target audience. 
  7. Choose the frequency you'd like to show the questionnaire.
  8. Click Save.

    Global-questions-2.png

Step 2: Add your custom questions

There are nine types of questions available in Sign In/Out Questions.

Set up these steps for each question you’d like to include in the questionnaire.

To add a question:

  1. Click Add Question.
  2. Enter the question/title.
  3. Select the question type.
  4. Enter the details based on the question type.
  5. (Optional) Select the checkbox next to Answer Share to send the answer to the host in the arrival notification (visitor and contractors only).
  6. (Optional) Select the checkbox next to Compulsory Question when an answer is mandatory.
  7. (Optional) Select the parent question to make the question conditional based on the answer given.
  8. (Optional) Set a custom question timeout to change how long the kiosk can stay inactive before canceling the sign in from the kiosk default.
  9. (Optional) Set a question pause time to ensure the person stays on the page before they can answer or move on.
  10. Click Save and Close.

    Question-Details.png

Ordering questions

Questions are added in the order they are created. They can be re-ordered at any time. The order they are listed is the order in which they will be displayed to the audience.

To re-order the questions:

  1. Click Enable Sorting next to a question. You can only sort questions under the same parent question at one time.
  2. Hold and drag questions to change the order.
  3. Click Finished Sorting next to any question.

Step 3: Activate the questionnaire

  1. Click the questionnaire status, then click Activate.

    Location-Questionnaire-Activate.png
  2. Select Sign In next to Visitor pre-registration, then click Save.

    Location-Questionnaire-Activate-Sign-In.png

The next time someone pre-registers a visitor at this location, their visitor will receive a link to complete this questionnaire and any basic questions.

Next step: Set up triggers to get notified when your visitors haven't completed their questionnaire or have answered their questionnaire in a particular way.