Include the Pre-registration email in an Outlook meeting invite and send guests the meeting details in advance.
Use the Pre-Register page from the VR Portal to create and maintain meetings.
When a meeting is created using either method the following information is sent to the guest
sign in QR code which can be scanned at the unit to sign the visitor in
Health and safety information which can be read and accepted. When the person arrives, if they have accepted the H&S they will be signed in. If they haven’t they will need to read and accept.
Invite people via Outlook - To invite people via Outlook meetings you need to be on the staff list.
Invite people via VisitorRego Portal - To invite people via the Portal you need to have a login.
If you belong to multiple sites, you will need to select your default site. This is so your email address can be linked to the site location for Outlook PreRegistration. You can technically make invites from any site from the website.
Navigate to Register tab and select Pre-Register
Hover over the Sites button to display the sites you have log-ins for.
Select the site that you want to set as your default
Then move the Default Site slider so it shows a tick.
Navigate to the Register tab and select Pre-register from the drop down menu.
This takes you to the redesigned VR Portal.
Click the Add Meeting button
Enter the attendee name into the Attendee Full Name field.
If the person has been pre-registered before their name and email address will be populated.
Enter the attendee email into the Attendee Email Address field.
Click Add Attendee
Repeat this process with all meeting attendees.
Enter the meeting subject into the Meeting Subject field. This is a required field and will appear in the subject line when sent to the attendee.
Question - could you put an asterix on this question so it’s known that it’s required.
Enter the meeting room into the Meeting Room field. This will appear in the subject line when sent to the attendee
Question - could this be meeting “location”?
Select the date for the meeting by clicking in the Start Date/Time field and use the date picker.
Once you select the date, the time picker will automatically be displayed. After you select the starting hour the minutes option will be displayed.
Question: the meeting end time is automatically the same as the start time. Could this default to an hour or something that makes more sense?
In the Meetings List you can see all the meetings scheduled for the current week.
Move between the weeks using the arrow buttons.
Return to the current week by clicking the Today button.
Make changes in the fields required and click Save Changes
Locate the meeting you want to edit using either the Meetings Calendar or Meetings List.
Click the meeting you want to remove
Click Remove Meeting
Click Yes, Remove! To confirm and remove the meeting
If you click No, cancel! The meeting will remain.
If a meeting has been cancelled and the visitor clicks the Sign In’ link they will be shown a notification page that meeting has been cancelled, and a link to the organisers email.
Create the meeting as normal and include PreRegister@visitorrego.co.nz in the email field.
The guests will be sent the invite from Outlook and a second email from VisitorRego inviting them to sign in.
People invited to meetings via Pre-Registration will receive the meeting invite from Outlook and a second email from VisitorRego inviting them to sign in.
After opening the email from VisitorRego, select the Sign In button to be taken to the Pre-Registration website.
First time on site
If this is the visitors first time on site then they will need to enter their registration details. This is the same information that they are asked to complete on the self-registration screen.
These fields can be customised as part of the Pre-Registration set up process.
Once these details are completed, press Proceed. The Pre-Rego Index page will then open.
Returning visitors will be taken straight to the Pre-Rego Index page.
This page has all the information that visitors need to know before they come on site.
This is the visitors personal barcode for this specific meeting. They can scan this QR code at the VisitorRego barcode scanner.
If they have accepted the health and safety information they will be signed in, a label will be printed and email/SMS notifications sent to staff.
If they have not accepted the health and safety information they will be shown the information on screen and asked to accept it before the registration process is completed.
This section is your company’s specific health and safety
Display a map and/or parking instructions can this just be text instead of an image
Wifi Include guest wifi details
Display a map with directions and emergency instructions such as evacuation maps.
Link your address to Google Maps so visitors can guide themselves to your site.
Call VisitorRego support directly to ask for help, or email the host.