Calendar / Meeting integration

The calendar integration pre-registers your visitors from the meetings you already plan. Invite meeting@vizito.be to a meeting and the attendees from outside your company are registered in Vizito for the time of that meeting. It works with most calendar software that sends iCal invitations, such as Office 365 and Google Calendar.

Set the integration up once, then invite Vizito to every meeting whose attendees should be pre-registered.

Set up the calendar integration

Step 1: Add your email domain

1. Go to the Vizito backoffice, select “Account settings” > “Integration” in the left menu and scroll down to “Meeting integration (iCal)”. Click “Add domain”.

   

2. Enter your domain name in the “Domain” field and click “Add domain”.

   

The “Meeting integration (iCal)” section also has a “Send Vizito invitation” toggle above the “Add domain” button. It is on by default, and it decides whether your attendees receive one email or two: see Attendees receive two emails below.

Step 2: Verify your email domain

Vizito has to confirm that you own the domain, which it does with a DNS lookup.

1. Find your domain in the list. It reads “This domain is NOT verified!”. Click “Verify” next to it.

   

2. Add the TXT record shown in the dialog to the DNS records of your domain, then click “Verify” in that dialog. Contact your IT administrator if you do not know how to add a DNS record. A new DNS record needs some time to propagate, so if verification does not succeed right away, try again later.

   

3. Check that the domain now reads “This domain is verified”.

   

Step 3: Test your meeting integration

Create a meeting, invite someone from outside your company (your private email address will do) and add meeting at vizito.be as an attendee. A registered visitor is created for each of the invitees outside your company.

Invite people for a meeting

1. Open your calendar. We use Google Calendar as an example here.

2. Create a meeting and fill in the data (name, date, location, attendees).

   

3. Add meeting@vizito.be as an attendee and send out the meeting request.

   

4. Select send invitations when your calendar asks whether to notify the attendees.

The attendees are registered in Vizito for the time of the meeting.

Attendees receive two emails, and “Send Vizito invitation”

An external attendee receives two emails for every meeting. That is by design, not a fault.

1. Your meeting invitation, sent by your own calendar: the Outlook, Teams or Google Calendar invite with the date, the place and, for an online meeting, the join link. Vizito has nothing to do with this one; adding meeting@vizito.be as an attendee does not change it.
2. The Vizito invitation, sent by Vizito a moment later: the same email that “Invite” sends from “Manage registered visitors”, with the attendee’s personal QR code, your address and a link to pre-register. See Invitations for what that email contains and how to change it per visit type.

The “Send Vizito invitation” toggle, in the “Meeting integration (iCal)” section under “Account settings” > “Integration”, controls the second email.

• On, the default: every attendee the integration pre-registers also gets the Vizito invitation. Keep it on when your visitors should arrive with a QR code or complete their details before the visit.
• Off: the attendees are still pre-registered, they are on the list at the tablet and can sign in as registered visitors, but Vizito sends them nothing. Your own meeting invitation is then the only email they receive. Switch it off when the second email confuses your visitors, and click “Save”.

The toggle applies to the whole location and only to meetings. You can still send the Vizito invitation to one attendee by hand from “Manage registered visitors” with “Invite”. During a trial, the integration sends at most ten Vizito invitations; after that attendees are still pre-registered, but only receive your meeting invitation until you subscribe.

Registered visitors created by the integration follow the meeting: they are removed when the meeting is cancelled, moved when it is rescheduled, and added or removed when you change the attendee list.

Which location and visit type the attendees land in

The integration looks at the email address of the person who organised the meeting. The attendees are pre-registered in the location where that person’s domain is verified. If the same domain is verified in more than one location, they are pre-registered in every one of those locations. There is no way to choose a location per meeting, so a company with several locations on one domain verifies the domain only in the location where the meetings take place.

The attendees get the default visit type of that location, which is the visit type Vizito created with the location: “Visitor” on most accounts. The section has no setting for choosing another one. If your meetings should land in a specific visit type, contact us through the chat in the backoffice or at info@vizito.eu and we configure it for your location.

If the organiser’s email address matches a host under “Manage hosts”, that host is filled in as “Here to see?” on the registered visitor, so the organiser is notified when the attendee arrives.

Colleagues on your own domain are not pre-registered

Every attendee whose email address ends in a domain you verified counts as a colleague and is skipped, and so is the organiser. That includes colleagues from another office or another country who share the domain, so a visiting colleague from your foreign branch is not on the list at the tablet.

If you want colleagues from other sites registered as visitors, there are two ways:

• Add them yourself as registered visitors under “General” > “Manage registered visitors”, or invite them from there: see Registered visitors.
• Ask us to switch on registration of your own domain for your location. Every attendee on your domain is then pre-registered as well, except the organiser. Contact us through the chat in the backoffice or at info@vizito.eu.

Attendees on a public mail domain such as gmail.com are pre-registered as normal. The “Company” of a pre-registered attendee is taken from their email domain, so it stays empty for those addresses.

Troubleshooting

Attendees receive two emails. That is the meeting invitation from your calendar plus the Vizito invitation. Switch off “Send Vizito invitation” if you only want the first. See Attendees receive two emails.

Attendees are not pre-registered. Vizito can only pre-register the attendees it can see, so your calendar has to share the attendee list.

Make sure “Hide attendee list” is not active when using Microsoft Office 365.

Make sure “See guest list” is active when using Google Calendar.

Still stuck? Get in touch with Vizito customer support via +3211755092 or support at vizito.be