Create an event in Microsoft Outlook

You can create events and invite guests in the Outlook desktop or web app. These events will then sync with your VisitorOS portal.

About creating events in Outlook

You can create VisitorOS events in Outlook in two ways, depending on how your site is set up:

• Use the VisitorOS plugin if your site has integrated VisitorOS with Outlook. If you are an admin, see Integrate VisitorOS with Microsoft Outlook to learn how.
• Use the VisitorOS email address, "invite@ilobby.com", if you do not have VisitorOS integrated with Outlook.

We recommend using the VisitorOS plugin. If you decide to use the VisitorOS email address, there are a few limitations you should know:

• Once an event is created, updating its time or adding guests in Outlook will not update the event in VisitorOS.
• The visitor type for all guests will be set to "Visitor" and cannot be changed.

After you create an event, your guests will receive an email from FacilityOS. This email includes the event’s location, date, the option to pre-register, if enabled, and a QR code they can use to sign in.

Use the VisitorOS plugin

1. In Outlook, click the drop-down arrow next to "New Mail", then select Event.
   
2. In the top bar, click the three horizontal dots icon, then select VisitorOS Events for Outlook.
   
3. Click Log In, then sign in using your FacilityOS credentials or your Microsoft single sign-on.
4. Under "Event Details", set the Location, Visitor Type, and Allow Early Sign In options.
5. Optionally, turn on Summary Report or Suppress sign-in notifications.
   
6. In the Outlook event editor, enter a title and invite guests. For more information about creating events in Outlook, see Microsoft's article Schedule a meeting or event in Outlook.
7. When you have finished creating the event, click Send.

Use the VisitorOS email address

1. In Outlook, click the drop-down arrow next to "New Mail", then select Event.
   
2. In Invite required attendees, add "invite@ilobby.com" as an attendee, then add your guests.

3. In Add a room or location, enter the name of the site where the event will take place.

   Important:

   The site name must match exactly how it appears in VisitorOS. If no match is found or the field is left blank, the first site listed in your VisitorOS portal is selected by default.

   

4. Fill in the rest of the details for the event, such as the title. For more information about creating events in Outlook, see Microsoft's article Schedule a meeting or event in Outlook.
5. When you have finished creating the event, click Send.