How to Pre-Register a Visit?
Navigate to the Correct Menu:
Go to “Visitors” in the Personal Menu.
Or select “Visitors for Company” under the Company Menu (only available for company administrators).
If you can’t find these options, check that visitor registration is activated in Company Settings.
Start a New Pre-Registration:
Click on “+ New Pre-Registration”.
Fill in Event Information:
1 - Event Name (Required)
Enter the name of the event (minimum 5 characters).2 - Date and Time (Required)
Select the event date and time.3 - Instructions (Optional)
Write a short message for participants, such as where in the building the event will take place. This message will be included in the SMS sent to participants.
Add Participants:
Enter the name and phone number (required).
Email can be added if desired.
The phone number identifies participants at arrival, so they don’t need to enter their information again.
Invite and Save the Registration:
Once all participants have been added, save the event by clicking “Invite 2 participants”. All participants will receive an SMS with the event details. You will see the event in the list of pre-registered events.
What Happens After Registration?
SMS Notification to Participants:
Participants receive an SMS (and email if added) with information about the event:
“Hi Ola Normann, you are invited by Customer Consultant Martin to ‘Breakfast Seminar’ on 18.12.2024 at 09:00.
Message from the host: ‘Enter through the main entrance and turn right. We are in the cafeteria meeting room 3.’
Upon arrival, please check in at the visitor registration kiosk.”
On the Day of the Event:
At the visitor registration kiosk (iPad in the reception), visitors will see a list of available events:Participants select the event.
They enter their phone number for quick check-in.
Integrated Access Control
If the building uses integrated access control with Welcome Visit, an access code is generated automatically for participants. The code is sent immediately via SMS, allowing them to enter the building directly.
Track Arrivals
As the host, you will receive an SMS when the first participant arrives. To check all arrivals:
Log in to the Welcome Workdays portal.
Get an overview of who has checked in and which participants are registered.
Benefits of Pre-Registration
Faster check-in for visitors.
Less manual work for the reception.
A better experience for your guests.
Frequently Asked Questions
What do I do if I need to edit an event?
Currently, you can only delete an event and create a new one.
Do I need to add an email for all participants?
No, email is optional. A phone number is required.
How do visitors know they are pre-registered?
When visitors enter their phone number at the kiosk, all information will be pre-filled.
Welcome to a simpler and faster visitor experience with Welcome Visit!