Introduction: Manage visitor pre-registration

Use visitor pre-registration so you know who is coming on-site before they arrive at your location. Screen visitors and collect essential contact information in advance of their visit. This article explains the setup options for managing visitor pre-registration.

How visitor pre-registration works

Any employee with permission to log in to WhosOnLocation can pre-register visitors to meet with themselves or a colleague. Pre-registration ensures that there is a record of who is due on-site in the coming hours or days.

There are several features in WhosOnLocation that can be set up to work with visitor pre-registration.  When a visitor is pre-registered, send them an email invitation asking them to complete their visitor profile. The profile opens in a web browser and includes the event details, contact information, and any basic or custom questions activated for pre-registration.

The suggested visitor pre-registration workflow in WhosOnLocation is:

  1. An employee pre-registers a visitor, either manually or using the calendar invites integration.
  2. The visitor receives a link to their visitor profile by email, sent automatically, X hours or days before the event.
  3. The visitor completes their profile, answering the required questions.
  4. The visitor receives their WolPass, either manually or as soon as they complete their profile.
  5. The visitor arrives on-site and scans their WolPass to sign in.

Visitor pre-registration is available without setting up questionnaires, WolPass, and the calendar invites integration. However, using them will create a much more streamlined experience for your visitors and will provide more oversight for your organization.

There is also a range of visitor pre-registration triggers available. Set up a trigger to get notified whenever an employee adds a pre-registered visitor, if a visitor questionnaire isn’t complete, or if they answer a question in a specific way.

Set up visitor pre-registration 

To get the most out of visitor pre-registration, set up the following features:

Manage visitor pre-registration day-to-day