Visitor notifications

Vizito can email the visitor themselves when they sign in and again when they sign out. Use it to welcome them with your house rules, or to send them a copy of the agreements they signed. These emails are set per visit type.

Before you start: the visitor needs an email address. On the “Sign-in fields” tab of the visit type, “Email” has to be “Mandatory” or “Optional” so the visitor can type one at the tablet. See Sign-in field configuration. Registered visitors are the exception: their address is already on their “Visitor details” window in the backoffice, so for them “Email” may stay “Hidden”.

Switch the emails on

1. Open the Vizito backoffice and select “Account settings” > “Visit types” in the left menu.

2. Click “Edit” next to the visit type you want to configure.

3. Open the “Notifications” tab and scroll down to the “Notifications to your visitors” block. The block above it is for the host: see Email and SMS.

4. Switch on “Email visitor on sign in”. Sign in and sign out are two separate switches, so switch on “Email visitor on sign out” as well if the visitor should also get an email when they leave.

   

5. Click “Save” at the bottom of the tab.

Write the emails

“Email template sign in” and “Email template sign out” are two separate templates, each behind its own “Edit”. Both windows keep a separate text per language, so pick the language at the top of the window before you edit.

Click “Placeholders” on the editor toolbar to insert a value Vizito fills in per visit. Alongside the visitor’s own details, these templates take:

• %logopart% for your logo
• %company_name% for your company name
• %company_address% for your company address

“Close” returns to the tab. The text is stored when you click “Save” on the tab itself.

Test the email and attach the agreements

Two controls sit at the bottom of the “Email template sign in” window rather than on the tab, which is why you will not find them in the list of rows.

“Send a test email” sends the template as it stands to the email address of your account, so you can check it before a visitor ever sees it.

“Attach agreements” adds a copy of every agreement the visitor signed to the email they receive on sign in.

It is all or nothing. The switch attaches every agreement the visitor signed during that sign in; there is no way to pick which of them go into the email. A visit type that shows three agreements sends all three. If only one of them should be sent, for instance a safety briefing that the visitor should keep while the confidentiality agreement stays in the log, give that agreement its own visit type: agreements are assigned per visit type under “Account settings” > “General”, so a “Contractor” visit type can carry the safety briefing alone, and its sign-in email then attaches only that one. See Agreements for assigning agreements to visit types. Every signed agreement stays in the visitor log either way, under “Agreements” in the visit’s details.

This is what that email looks like in the visitor’s mailbox, with the signed agreements attached:

The rest of the block

“Notifications to your visitors” holds two more emails to the visitor, each with a template of its own:

• “Email visitor after screening” and “Email template screening” tell the visitor whether they were approved or rejected. See Visitor screening.
• “Email template invitation” is the email a registered visitor receives when you invite them. See Invitations.

“Email address CC” and “Email address BCC”, at the bottom of the block, copy a fixed address on the emails this visit type sends to visitors.