Create events

You can create events allowing you to invite one or multiple guests to a site for a scheduled visit.

Create a quick-invite event

A quick-invite event allows you to quickly invite a single guest to an event.

1. From the left sidebar in VisitorOS, click Events.
2. Click Invite Visitor.
3. In Start time and End time, select when the event begins and ends.
4. From the Site drop-down menu, select the site where the event will take place. If you do not see the site you are looking for, your admin will need to make sure the site is assigned to your user account.
5. From the Visitor Type drop-down menu, select the visitor type for the guest.
6. From the Host drop-down menu, select the employee who will host the guest. If you do not have permission to manage all events, you can only select yourself.
7. In the Visitor Information search field, enter the guest’s name, and then do one of the following:

   • If the guest appears in the search results, select their name to fill in the information saved from their last visit. This also ensures they do not have to complete documents they have already reviewed, provided they have not expired.

     Note:

     Information from a guest’s previous visit is filled in only if your admin has configured your site for returning visitors.

   • If the guest does not appear in the search results, click New Visitor.
     
8. Enter any additional required information about the guest. The required information depends on how your admin has configured your site.
9. (Optional) Fill in any of the following fields: 
   • Instructions for Guest: Enter additional information you want to include in the email invitation.
   • Notes (Internal): Enter any internal notes. These notes are visible and editable by you, users who can manage all events, and users who have access to visitor records.
10. To send the invitation email, click Invite. The invitation will be added as an event and shown on the Events page.

Create a multi-guest event

A multi-guest event allows you to invite multiple guests to the same event and, if needed, configure the event to repeat on a schedule.

1. From the left sidebar in VisitorOS, click Events.
2. Click New Event.
3. In Event Name, enter a name that clearly identifies the event.
4. From the Site drop-down menu, select the site where the event will take place. If you do not see the site you are looking for your admin will need to make sure the site is assigned to your user account.
5. From the Host drop-down menu, select the employee who will host the guests. If you do not have permission to manage all events, you can only select yourself.
6. From the Visitor Type drop-down menu, select the visitor type for the guests. This will be the default visitor type when inviting guests and can be changed for individual guests.
7. If the event lasts all day, select All Day Event.
8. In Start time and End time, select when the event begins and ends.
9. If you want to schedule the event to repeat, turn on Multi-Day or Recurring Event, then configure the schedule. To learn how, see Schedule recurring events.
10. (Optional) Configure any of the following options: 
    • Allow Early Sign-In: Select how early guests can sign in for the event.
    • Instructions for Guest: Enter any information you want to include in the invitation email.
    • Send “Summary Report” to Host When Event Has Concluded: Select this option to email the host a summary after the event.
    • Suppress Sign-In Notifications: Select this option to prevent hosts from receiving notifications when guests sign in.
11. To create the event, click Save.

Next steps

After you create a multi-guest event, you need to add guests to the event. To learn how, see Add guests to an event.

Error: No match found. Please proceed with standard registration

This error occurs when visitors try to sign in to an event that has already ended. Follow the steps below to change the event’s End Time to a future date.

1. From the left sidebar in VisitorOS, click Events.
2. Select the event you need to update.
3. Update the End Time to a future date.
   
4. Click Save.