Using pre-registration for group sign-in

In this article

If you’re expecting a large group of visitors, the pre-registration feature can help you speed up the sign-in process. In this article, we recommend some best practices when using pre-registration for group sign-in.

Since pre-registration allows you to create invites for expected visitors, the example group cited in this article is a group of ten visitors who are attending a meeting. If you’re looking for more tips on using Envoy Visitors for large events like meetups, conferences or parties, please read Tips for using Visitors at events.

Create invites in bulk

If you’re using pre-registration specifically to improve group sign-in, our first helpful tip is to create all of your invites at once. This is easy to do, and it is much faster than filling out an invite form for each person you’re expecting.

Remember, it’s best to fill out as many fields as you can when creating your invites. This way, the visitors have less to type on the iPad when they sign-in.

You can even include private notes for the person who’ll be greeting your visitors.

Note: For security reasons, we limit how many bulk invites can be created at once over a 24 hour period. If you hit this limit, please reach out to [email protected] and we’ll be happy to assist.

How to create invites in bulk

  1. Go to Visitors > Invites.
  2. Click “New invite.” You’ll be taken to the invite form.
  3. Select Bulk create invites from at the top navigation.
  4. Select the correct location and visitor type.
  5. You can either type in or paste the invite details in the grid below.
    • Tip: If you prefer to manually enter the information instead of pasting, note that the Arrival date column has a date picker, and the Host column will search your employee directory.
  6. Click “Create invites.”

Note: Any invites without errors will be created and accessible on your Invites > Dashboard. If any fields contain errors, you’ll be able to view the error, adjust the invite, and resubmit. 

Send the pre-registration email

Include arrival details

As a reminder, the pre-registration email is an optional email you can send to visitors when you create their invites. It contains the visitor and host names, meeting time, location address and a map.

Encourage visitors to pre-register

Another big benefit of the pre-registration for group sign-in? Visitors can pre-register themselves. This means that they can fill out the sign-in fields in advance. To do so, they’ll click the “Check in now” button in the pre-registration email.

Signing the NDA in advance

Available on Envoy Premium & Enterprise Plans

If you choose to send the pre-registration email, your visitor(s) can click the “Check in now” button to fill out their sign-in fields in advance, as mentioned above. After they fill out their fields, they’ll see your NDA. They can read it and sign it, right then and there—on web or mobile.

Their signed NDA will be saved and associated with their email address. When they arrive and sign-in on the iPad, they’ll skip the NDA step all together.

Use the invite dashboard when visitors arrive

Any visitor, whether they have an invite or not, can sign in on the iPad. But if you have a large group of invited visitors, we have one top tip to speed up sign-in:

Use the invite dashboard! The invite dashboard shows a list of who’s invited each day, but is also can be used for much more.

Follow along with this example to learn more:

  • Imagine a group of ten visitors attending a meeting at your office. You followed the tips above, so all visitors received the pre-registration email.
  • Today is the day of your meeting, and all ten visitors arrive at once.

Check the NDA status

  • You take a look at your invite dashboard, and you see that five visitors have been here before. They already have an NDA on file that they signed from a previous visit.
  • Three other visitors have an NDA on file, too—they signed your NDA in advance when they pre-registered.

This means you have a signed NDA on file for all eight of these visitors.

Sign visitors in from the dashboard

Since you already have their sign-in details and signed NDA on file, you can turn their invite into an entry with just a couple clicks. This means they can skip the iPad all together.

Here’s how:

  1. Go to Visitors > Invites.
  2. To sign in one invited visitor, locate their invite.
    • Click the ellipsis (…) icon to the right of the invite information.
    • From the dropdown, select “Sign in.”
  3. To sign in multiple invited visitors, select multiple invites by clicking the check boxes to the left of the name.
    • Click “Sign in” at the top.

Attend to remaining visitors

The two remaining visitors do not have a signed NDA on file. If your office requires a signed NDA, you can simply direct them to sign in on the iPad.