Invitations

An invitation is an email you send to a registered visitor before their visit. It carries a personal QR code they can scan at the reception, the address of your site, and a link to fill in their own details up front.

Adding or saving a registered visitor sends nothing. The email goes out only when you click “Invite”.

Send an invitation

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

  2. Click the row of the visitor you want to invite. The “Visitor details” window opens. If the visitor is not in the list yet, click “Add” first: see Registered visitors.

  3. Check “Email”. The invitation is sent to that address, so without one there is nothing to send.

  4. Set “Language”. It decides the language of both the invitation email and the pre-registration page behind it.

  5. Set “Visiting on?” if the visit is for particular days. For a visitor who is already on the list this field is a “From - To” range, so a visit that runs over several days needs nothing extra. The “Multi day visit?” switch belongs to the “Add” window and is not in this one: see Registered visitors.

  6. Click “Invite”. This saves the visitor and sends the email in one step. “Save” only stores the visitor.

    manage registered visitors

What the visitor receives

email invitation

The email names the host who invited them and carries a QR code of their own. Scanning that code at the tablet signs the visitor in without them looking themselves up, provided “QR code sign in” is switched on under “Account settings” > “General”: see QR-code signin.

Under the code the mail repeats your address with a “Google Maps” button, and the button below that opens the visitor’s pre-registration page, where they can complete their details and sign your agreements before they arrive. See Pre-registration.

Invite a group in one go

Each visitor still gets their own email with their own QR code, which is what you want for a board meeting, an audit or a training day.

  1. Select “General” > “Manage registered visitors” in the left menu.

  2. Tick the rows of the visitors you want to invite. “Bulk action”, below the list, stays greyed out until you tick at least one row.

  3. Click “Bulk action” and choose “Send invitations”. The emails go out straight away.

    bulk send invitations

The same menu holds “Download QR codes”, for when you want the codes of the ticked visitors yourself instead of mailing them. The rest of the menu is covered in Registered visitors.

Change what the invitation looks like

The invitation is a template of the visit type, so a contractor can be sent a different email than an ordinary visitor.

  1. Select “Account settings” > “Visit types” in the left menu and click “Edit” on the visit type you want to change.

  2. Open the “Notifications” tab.

  3. Click “Edit” next to “Email template invitation”. The “Invitation email configuration” window opens.

    invitation email configuration

  4. Change what you need (the sections are described below).

  5. Click “Close”, then click the green “Save” on the “Notifications” tab behind it.

The window has no “Save” of its own. “Close” hands your changes back to the “Notifications” tab, and only the green “Save” on that tab stores them. Leaving the tab without saving loses everything you just set.

The sections of the window

“Layout configuration” holds the two colours the mail is built from: “Backdrop color” and “Canvas color”.

“Email subject” is set per language. Pick a language in the dropdown and type the subject that goes with it, so a Dutch-speaking visitor gets a Dutch subject line. The subject is a template: anything between percent signs is filled in when the mail is sent, and the default reads %company_name% - %invitation_from%.

“Modules configuration” lists the blocks the mail is made of: “Logo”, “Invitation”, “QR code”, “Wallet pass”, “Address”, “Pre-register” and “Footer”. Each row has an “Active” toggle that puts the block in the mail or leaves it out, and every row except “Logo” has an “Edit” for what goes inside it. Drag a row by the handle on its left to move a block up or down; the order of the rows is the order of the blocks in the email.

“Attachments” is two separate settings. “Include agreements as attachments in email” sends your agreements along with the invitation, see Agreements. “Include file links as attachments” sends files of your own, which you add with the “Add file URL” button. Both labels are cut short on screen by the width of the column.

There is no separate sender name or signature setting. The closing of the mail is the “Footer” block.