Pre-Registration

Pre-registration lets hosts or staff create a visitor record in advance before the visitor arrives. Pre-registered visitors have a faster, smoother check-in experience and appear in the visitor log with an expected arrival time.

How Pre-Registration Works

1. A host or staff member creates a pre-registered visitor record before the visit
2. The visitor arrives and is checked in — either by staff or at a self-service kiosk
3. The visitor record status changes from pre_registered to checked_in
4. If the visitor doesn't arrive, staff can mark the record as no_show

Creating a Pre-Registered Visitor

1. Click Visitors in the left navigation
2. Click the Pre-Registered tab
3. Click Pre-Register Visitor
4. Fill in the details:

Field	Required	Notes
Visitor Name	Yes	Full name of the expected visitor
Company	No	Visitor's employer or organization
Email	No	Used for confirmation and NDA emails
Phone	No	Contact number
Purpose	Yes	Meeting, Interview, Delivery, Maintenance, Tour, Event, Personal, Other
Host	No	Hub user they are visiting
Location	Yes	Which office or site they are visiting
Expected At	No	Expected arrival date and time
Notes	No	Internal notes (e.g., "Bring to Conference Room B")

5. Click Pre-Register

The visitor record is created with status pre_registered and the expected arrival time is recorded.

Checking In a Pre-Registered Visitor

Staff-Assisted

When a pre-registered visitor arrives, staff can check them in from the Visitors page:

1. Click Visitors → Pre-Registered tab
2. Find the visitor by name
3. Click Check In
4. The status changes to checked_in and the host is notified

Self-Service Kiosk

Pre-registered visitors can check in at a kiosk without staff assistance:

1. The visitor taps Check In on the kiosk
2. The visitor enters their name and selects their host
3. If a pre-registered record matches (by name and expected date), it is used — no duplicate record is created
4. Check-in completes and the host is notified

ℹ️Kiosk matching uses visitor name and today's date. For the best experience with kiosk pre-registration, ensure the visitor's name is entered exactly as it will appear when they type it at the kiosk.

Managing No-Shows

If a pre-registered visitor doesn't arrive:

1. Click Visitors → Pre-Registered tab
2. Find the visitor record
3. Click Mark as No-Show

The record status changes to no_show and the expected arrival time is preserved for reporting.

No-show records remain in the visitor log and count against reporting metrics for planned vs. actual visitor traffic.

Viewing All Pre-Registered Visitors

The Pre-Registered tab on the Visitors page shows all visitors with status pre_registered, filtered to the current day by default. You can filter by:

• Location — show pre-registered visitors for a specific office
• Date — view expected visitors for a future date
• Host — filter by the hosting staff member

Use Cases

Vendor and Contractor Visits Pre-register regular vendors (IT vendors, cleaning crews, delivery routes) so staff know to expect them and can check them in quickly.

Interview Days Pre-register all candidates for a hiring day. HR can see the full interview schedule at a glance in the pre-registered tab.

Client Meetings When a client is coming in for a business review, pre-register them so reception staff know they're expected and can greet them by name.

Regulated Site Access For sites that require visitor pre-approval (datacenters, regulated facilities), pre-registration creates the authorization record before the visitor arrives.