Pre-registration

Pre-registration lets a visitor check and complete their own details before they arrive. You invite them from the backoffice, they fill in the form from home, their own office or on the go, and on the day of the visit they only have to look themselves up at the tablet.

The invitation email carries a personal link. Behind it the visitor can correct their name and company details, read your agreements and sign. Use it for visits where you want the paperwork out of the way before the visitor reaches your reception.

Invite a registered visitor

  1. Open the Vizito backoffice and select “General” > “Manage registered visitors” in the left menu.

  2. Click “Add”. The “Visitor details” window opens.

  3. Fill in the visitor’s details. “Email” is the field that matters here: without an email address there is nowhere to send the invitation to. “Language” sets the language of both the invitation email and the pre-registration page.

  4. Click “Invite”. This saves the visitor and sends the invitation in one step. “Save” only stores the visitor without inviting them, so use “Invite” whenever you want the visitor to pre-register.

    Filling in the email address and clicking Invite

The invitation itself is a template you can edit per visit type. Open “Account settings” > “Visit types”, click “Edit” on the visit type, open the “Notifications” tab, and click “Edit” next to “Email template invitation” under “Notifications to your visitors”.

What the visitor does

The visitor receives the invitation and opens their pre-registration page with the blue button in the email.

The invitation email with the pre-registration link

  1. The visitor clicks “Pre-register” to start.

    The start of the pre-registration page

  2. They check and complete their details and click “Next”. Which fields appear depends on the visit type they were invited for.

    Completing the visitor details

  3. If a visitor photo is enabled for the visit type, they can take one with “Take photo”, or skip it with “Next”.

  4. They read the agreements that apply to their visit type and confirm with “I agree”.

    Reading and accepting an agreement

  5. They sign and click “Pre-register”.

    Signing during pre-registration

  6. A confirmation tells them they are done and can close the window.

    The pre-registration confirmation

Signing in on the day of the visit

  1. Tap “Sign In” on the tablet and choose the visit type.

  2. Tap “Registered visitor”, type the first letters of the name, and select the visitor from the list. The details they entered up front come back pre-filled.

    Selecting a registered visitor on the tablet

    Instead of looking themselves up, visitors can scan the QR code from their invitation email, provided “QR code sign in” is switched on under “Account settings” > “General”. See QR-code signin.

  3. Tap “Sign In”, accept the agreement, sign, and tap “Sign In” once more to finish.

    The signature screen on the tablet

Pre-registering does not remove the agreement and signature steps at the tablet: the visitor confirms them again on arrival. The signature screen appears when “Enable signature” is switched on for the visit type, under “Account settings” > “Visit types” > “Edit” > “Legal”. “Require signature” on the same tab decides whether that signature is mandatory. The agreements themselves are configured under “Account settings” > “General”.

Registered visitors are set up per visit type. See Registered visitors for adding them and for what a visiting date does.