How to add a visitor or pre-register a visitor

This article guides you through pre-registering a visitor, whether they are linked to a meeting or you simply want to send an invitation without a room booking, as well as manually signing in a visitor who has already arrived at your building.

How to pre-register a visitor via a Room booking

When you book a room, you can add a pre-registration immediately by clicking the ‘Add’ button. Fill in the required fields.

By default, the pre-registration will ask you to select:

Location
Configuration name for the visitor registration
Visitor Type

The host name, language, and date are filled in automatically, but all fields can be modified if needed.

At the right part of the pre-registration form you will need to enter the fields that are assigned to this visitor type. By default, your pre-registration requires at least a name and the email address.

Press the ‘Add’ button to save the pre-registration. You can also add more persons before you go back to your room booking.

When you save your room booking, the pre-registration is processed and the visitor will receive an email invitation.

You can also create pre-registrations using the GoBright Teams plugin or the Outlook add-in.

How to (pre) register a visitor via my or all visitors

At the top of your dashboard, go to Visit > My visitors or All visitors. From here, you can add a pre-registration.

My visitors: Click the green ‘Add pre-registration’ button to create a new pre-registration.
All visitors: Click the green arrow button to see the options to add both a pre-registration and a visitor.

You will need to choose a location and then the configuration of your visitor registration. Lastly you will need to choose a Type for your visitor. The host name and date will be filled automatically. However, all fields can be changed if needed. Lastly you can enter a start time and end time of the visitor.

At the right part of the visitor form you will need to enter the fields that are assigned to this visitor type. By default the data of the person that is required is at least a name and the email address.

General

Choose the location and select the host. This will be set to the user that is adding the pre-registration but can be changed to another host (when you have the appropriate permissions). The language that can be set will define the language of the pre-registration email.

Date

A visitor can be registered for a single day or multiple days during a certain period of time. By selecting Multiple days a start and end date can be chosen. This option is useful for visitors that have multiple appointments as they’ll receive a single email which can be used for the entire period.

Adding multiple persons

By adding more persons, all visitors will receive the same information by email. This is useful if a group or certain selection of visitors need to be added at the same time.

After configuring the pre-registration continue the booking to send out the pre-registration emails.

How to add a pre-registration using Outlook

In outlook pre-registration works similar to the portal, however you’ll only be able to use it when a new room booking is created. Select a room and press the pre-registration button. To add a new pre-registration press the add button.