In this article
- Create invites in bulk
- Send the invite email
- Use the invite dashboard when visitors arrive
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.
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.
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.
As a reminder, the invite email is an optional email you can send to visitors when you create their invites. It contains the visitor and host names, meeting time, andlocation address.
Use a group name when creating the invites. Including the group name in the invite email will let your guests know why they are being invited.
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 and, if enabled, sign any legal documents and take a photo in advance. To do so, they’ll click the “Check in now” button in the pre-registration email. When they arrive and sign in on the iPad, they’ll be asked to confirm their information is correct, then are instantly signed in.
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:
This means you have a signed legal document on file for all eight of these visitors.
Since you already have their sign-in details and signed legal document on file, you can turn their invite into an entry with just a couple clicks. This means they can skip the iPad all together.
The two remaining visitors do not have a signed legal document on file. If your office requires a signed document, you can simply direct them to sign in on the iPad.