Being able to get more information about guests before the day that they visit would enhance both the physical and health-related safety and security of your organization. That is where the pre-registration of guests shines.
To pre-register guests, go to the Sign In Dashboard or My account depending on what permissions your Admin gave to your User group.
Sign In Dashboard
Click on the Sign In Dashboard icon on the main sidebar.
Click the 'Preregister' button at the top right.
Select the Registration option that you want to use
Complete the 'Visit details' section and choose the appropriate Visit type.
Fill in the 'Visitor details' section: You can search for a previous attendee or add a new one, completing all required fields in the form.
Select a Host by typing their name into the search field.
Click the 'Save' button to finalize.
My Account
Click on your profile icon at the bottom left, hit My Account, go to My Schedule, and click on Preregister
Select the Registration option that you want to use
Complete the 'Visit details' section and choose the appropriate Visit type.
Fill in the 'Visitor details' section: You can search for a previous attendee or add a new one, completing all required fields in the form.
Select a Host by typing their name into the search field.
Click the 'Save' button to finalize.
Troubleshooting Pre-Registration Issues
When employees encounter difficulties pre-registering visitors, it is often due to permission settings or administrative barriers. Common issues include a lack of access permissions or email restrictions blocking notifications. Specific scenarios include staff members being unable to pre-register visitors due to missing 'View Users' permissions or not seeing the Pre-registration option because they are not assigned to a Group with the required permissions.
Permissions needed
Permissions play a critical role in determining what employees can and cannot do within the system. A lack of proper permissions, such as the 'View Users' permission, is a frequent reason for pre-registration challenges. For example, staff members may face issues if they lack permissions like 'View Sign-ins' or 'Manage sign-in and pre-registration,' which are essential for accessing and managing pre-registration features.
View All Users and Can receive visitors - needed to create pre-registration events.
Manage sign-in and pre-registration - needed to sign in pre-registered guests from the dashboard and the calendar screen.
Perform setup and configurations or Manage Calendar - needed to edit Booking Types.
View Sign-ins - required for accessing sign-in records.
Review Groups and Permissions to ensure users are assigned to Groups with the necessary permissions.
Administrator Approval and Email Restrictions
Administrator Approval Issues: Ensure the approval requirement for pre-registrations is disabled in the system settings.
Email Delivery Challenges: Whitelist necessary domains and configure firewalls to prevent notifications from being blocked. Follow the steps outlined in the Email Domain and Firewall Settings guide.
Troubleshooting Guide
Verify Permissions:
Check if the user has the necessary permissions ('View Users,' 'View Sign-ins,' and 'Manage sign-in and pre-registration').
Update the user's Group assignment if required.
Check Email Settings:
Ensure that emails are not being blocked by your email server.
Follow the steps in the linked article to whitelist the required domains and IPs.
Test the Pre-registration Feature:
After making the necessary changes, test the pre-registration feature to confirm that the issue is resolved.
Note: QR codes sent to attendees are valid on the day of the event, anytime before the event ends