Our Pre-Registration feature allows you to upload some basic visitor information prior to their arrival. It's designed as an internal tool so your employees can know who's expected and roughly when they'll be arriving, but it can also send emails to incoming visitors to let them know of their appointment. Visitors can be pre-registered one at a time, but if you're expecting a large group all at once, you can also pre-register folks in bulk.

Start on the Visit Log of the web portal. From there, select the Actions button, then click Import CSV. The Import CSV page includes an example CSV we encourage you to use as a template.

The template includes columns for the visitor's email, a TRUE/FALSE column to indicate whether you want the visitor to receive an email about their upcoming visit, a column for an estimated arrival time, and a column for any additional notes you want to include in the email. Email is the only required field; you can add a "Name" column if you're going to include that information.

Once you've prepared your CSV file, upload it from the Import CSV page! Your pre-registered visits will then be visible on the log.

As with traditional Pre-Registration, visitors can be notified via email that an appointment has been set for them. Entering "TRUE" in the Notification column of the CSV file will notify that visitor. The email is sent immediately if the visitor's estimated arrival time is sooner than 30 minutes. If a check-in time is not provided or the estimated arrival time is more than 30 minutes out, the email will be sent 30 minutes after the file is imported.

You can edit pre-registrations, but only before the email is sent; after that, all visit details are locked.

Please note that the CSV requires that visit times be in UTC format. Be sure to enter your dates and times in UTC format to ensure that visit times are processed and reflected correctly on the visitor log. If you need help converting your timezone to UTC, this page can help.