Introduction: Pre-register visitors

How visitor pre-registration works

Any employee with access to MRI OnLocation can pre-register visitors to meet with themselves or a colleague. Pre-registration ensures oversight of who is due on-site in the coming hours or days.

Several features can be set up to streamline visitor pre-registration. The suggested workflow 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 OnPass, which outlines all the details of their visit.
5. The visitor arrives on-site and scans their OnPass to sign in quickly.

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

• Configure the questionnaire invitation settings so your visitors are asked to complete their profile before their visit.
• Enable the calendar invites integration so employees can pre-register visitors while adding a meeting to their calendar.
• Activate the basic visitor questions, then add any custom questions (globally for multiple locations or a single location).
• Set up OnPass email confirmations for quicker sign-in.

Invite and manage your visitors

• Pre-register a visitor in OnLocation
• Pre-register a visitor in OnLocation Mobile
• Pre-register visitors using the Calendar Invites integration
• Add and manage your visitor groups
• Manage your saved visitor list
• Send an OnPass or questionnaire to your pre-registered visitor

Manage visitor pre-registration for the location

• Set up triggers to monitor specific responses or flag visitors you haven't provided their information.
• View who's due on-site in Sign In/Out Manager.
• Check the Custom Questionnaire report to see visitor responses.