VTS Activate makes it easy for members to register an office visitor - whether that's a remote teammate coming in for a week, a very important client, a potential new hire, or just a friend coming by for lunch.
In this guide, we'll cover how members can register their own visitors.
Registration Form
Note that before members can register their guests, a workplace admin has to have created and published the visitor registration form where members can find and access it. The location of this form will vary based on your Activate set-up.
See below for an example of a visitor registration form on the member web view, but note that your form may not have all these fields, or may have additional fields depending on your admin configuration.
Host Information
The first piece of information you will need to provide will be the contact information for the person receiving a visitor - this could be you, or someone else if you are registering a guest on someone else's behalf. This could include name, company, and floor, but could also include suite number or other custom fields.
Visitor Information
Next, you will need to provide information about your visitor. This should include their email (so they can receive an invite with more information), as well as their name and phone number. You can also add their company name, if necessary. Fields marked with a red asterisk are required.
If you want to register a large number of guests, you can click Import a list of visitors to upload a .CSV or Excel file. Tenants can download the csv template from the visitor page. Your file should include the following columns (Note that columns marked with an asterisk * are required):
- Visitor email
- Visitor First name *
- Visitor Last name *
- Visitor Country code (This should be the numeric country code associated with their phone number.)
- Visitor Cell Number
- Visitor Company
When bulk uploading visitors, please note:
- For single day passes, please limit bulk uploads to 50 visitors at a time.
- For recurring visitor passes, please limit bulk uploads to 10 visitors at a time.
Schedule
Next, you will need to indicate when, and for how long your guest will be visiting. There are two options:
1) Specific Date: By choosing this option, you can choose one day, and set the start and end time.
2) Date Range: If your guest is going to be visiting for multiple days, you can select a date range, and also the time of day for the days selected.
Recurring Visits
If your admin has enabled recurring visits when configuring the visitor registration form, you will also see an option for Repeat. Select the start date and time, the recurrence frequency (choose from everyday, every weekday, customize weekly, customize monthly), and when the schedule will end.
| Note: As a best practice when setting a recurring visitor, we suggest limiting recurrences to one month at a time instead of selecting an end date months or years into the future. This ensures that visitor passes are frequently monitored and updated as needed, preserving safety and data integrity. |
Notes
Lastly, you can add messages to be sent to the reception staff, to your visitor, and you also have the ability to notify other team members. (This is particularly useful if you are registering a guest for someone else, and would like them to be notified when their guest arrives). These are optional, and can be included or not depending on admin configurations.
- Notes to staff: This can include special requests for accessibility, or restrictions on where the visitors are allowed to go, or any other considerations.
- Notes to visitors: This can include directions to the building or the floor, where to check in, or other considerations.
- Additional Recipients to notify: Enter the emails of anyone else who needs to be notified of the guest's arrival. Type out the entire email and then hit enter to submit. You can submit a maximum of 20 emails.
Mobile View
Registering guests on mobile is just as easy! Navigate to your organizations visitor registration form on your app, and enter the same information as above.
However, note that on mobile, you can only add one guest at a time.