Create events

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

Create a quick-invite event

A quick-invite event allows you to create an event and email an invitation to one guest.

1. From the left sidebar in VisitorOS, click Events, then select Invite Visitor.
2. In the Start time and End time fields select the date and time to choose when the event begins and ends.

3. From Site drop-down menu, select the site where the event will take place.

   Note:

   If you do not see the site you are looking for, it has not been assigned to you.

4. From the Visitor Type drop-down menu, select the type of visitor you are inviting. The visitor type determines which documents guests review during sign-in and which watchlists are checked.
5. From the Host drop-down menu, select the person the guest is visiting. If you do not have permission to manage all events, you can only select yourself.
6. In the Visitor Information search field, enter the guest’s name, and then do one of the following:

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

     Note:

     Visitor information will only be filled in from a guest's previous visit if Remember Last Entry for Returning Visitors was turned on. To learn how to turn this on, see Manage data fields.

   • If the guest does not appear in the search results, click New Visitor and then enter their Email. Based on how your site is set up, you may see extra fields under Visitor Information. You can fill these in now, or leave them for the guest to complete when they pre-register or sign in.
     
7. In the Instructions for Guest field, enter additional information you want to include in the email invitation.
8. In the Notes (Internal) field, enter internal notes. These notes are visible to you, users who can manage all events, and users who have access to visitor records. Any of these users can also edit the notes.

9. Click Invite to send the invitation email.

   Note:

   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 the Event Name field, enter a name that clearly identifies the event.
4. From Site drop-down menu, select the site where the event will take place.
5. From the Host drop-down menu, select the person the guest is visiting. 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 type of visitor you are inviting. The visitor type determines which documents guests review during sign-in and which watchlists are checked.

   Important:

   This will be the default Visitor Type if you do not specify one when adding guests to the event through a CSV import. For more information, see Create a CSV file to import guests to an event.

7. If the event lasts all day, select All Day Event.
8. In the Start time and End time fields select the date and time to choose 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. From the Allow Early Sign-In drop-down menu, select how early guests can sign in using their QR code.
11. In the Instructions for Guest field, enter any information you want to include in the invitation email.
12. To email the host a summary after the event, select Send “Summary Report” to Host When Event Has Concluded.
13. To prevent hosts from receiving notifications when guests sign in, select Suppress Sign-In Notifications.
14. Click Save to create the event.

Next steps

Once you have created an event, you will then need to add guests to the event. For more information, see Add guests to an event.

Related topics

• Create an event in Microsoft Outlook