Pre-register a Visitor - Send Invitations Before Arrival
Pre-register a Visitor
Create an invitation before a visitor arrives so reception knows who to expect, which host to notify, and what policy applies.
Quick Summary
Go to Visitor Management → Invitations → Create Invitation. Enter the visitor details, select a host and site, then send.
When to Pre-register
- You know a visitor is coming for a scheduled meeting, delivery, or inspection
- The site requires approval before admission and you want the host notified in advance
- You want to send the visitor arrival instructions or an NDA before they arrive
- You want to reduce check-in time at the kiosk by pre-filling visitor details
Invitation Fields
| Field | Required | Description |
|---|---|---|
| Visitor name | Yes | Full name of the visitor |
| Yes | Invitation is sent to this address | |
| Phone | No | Contact number |
| Company | No | Visitor's organization |
| Host | Yes | The person the visitor is coming to see (searchable dropdown) |
| Purpose | Yes | Meeting, Delivery, Maintenance, Interview, Government Inspection, VIP Visit, Personal, or Other |
| Purpose description | No | Additional context about the visit |
| Location | Yes | The site where the visitor will arrive (only sites with a registered kiosk appear) |
| Date and time | Yes | Expected arrival window |
| Special instructions | No | Notes for reception (e.g. "bring to meeting room 3") |
| Escort required | No | Flag that this visitor needs an escort on site |
| Access areas | No | Restrict the visitor to specific areas |
| NDA required | No | Require the visitor to sign an NDA before or during check-in |
| Approval required | No | Require host approval before admission |
The host is the person the visitor is coming to see, not necessarily the person creating the invitation. A receptionist can create an invitation on behalf of any host.
What the Visitor Receives
The visitor receives an email with:
- A reference number for their visit
- The host name and site
- The visit purpose, date, and time
- A link to view the invitation (no login required)
From the invitation link, the visitor can:
- View their invitation details
- Acknowledge an NDA if required by the policy
- Provide a digital signature if required
- Self-check-out after their visit (if the policy allows)
The invitation email is available in English, Chinese (Traditional), Malay, and Tamil.
Invitation Statuses
| Status | Meaning |
|---|---|
| Draft | Created but not yet sent |
| Sent | Email sent to the visitor |
| Opened | Visitor viewed the invitation link |
| Confirmed | Visitor acknowledged the invitation |
| Checked In | Visitor has arrived and checked in |
| Cancelled | Invitation cancelled before arrival |
| Expired | Arrival window has passed without check-in |
What Happens at Arrival
When a pre-registered visitor arrives at the kiosk:
- They scan their invitation QR code or search by name
- Their pre-filled details appear on the kiosk
- They complete any remaining policy steps (photo, signature, consent)
- The visit is created and the host is notified
Pre-registration does not bypass the visitor policy. If the policy requires approval, the visit still enters Approval Pending until the host responds.
Cancel or Resend an Invitation
- To cancel: Open the invitation and click Cancel. The visitor link becomes inactive.
- To resend: Open the invitation and click Resend. A new email is sent to the visitor.
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