Create your first event with Site Concierge

Site Concierge will call your visitors before their event to confirm they are arriving on time and answer any questions they may have. For more information, see Site Concierge overview.

Create an event with Site Concierge

1. From the left sidebar in VisitorOS, click Events.
2. Click New Event.
3. Enter the following details:
   • Event Name: The name of the event.
   • Site: The location where the event will take place. 
     • When you choose a site where Site Concierge can be used, the option to enable or disable it appears at the bottom of the screen. By default, Site Concierge is enabled.
       
   • Host: The person hosting the event. If you do not have permission to manage all events, you can only select yourself as the Host.
   • Start Time: The date and time the event starts.
   • End Time: The date and time the event ends.
   • Instructions for Guest: The information you provide here is sent to visitors in their invitation. Site Concierge also uses this information to answer visitor questions. For best practices on how to write instructions that Site Concierge can use to answer questions, see Best practices for writing instructions.
4. Configure any other optional settings, then click Save.
5. In the "Event Guests" section, click Invite Guest.
   
6. In Visitor Information, enter the visitor's name. If they are a returning visitor, select them from the list. Otherwise, click New Visitor.
   

7. In Phone Number, enter the visitor's phone number so that Site Concierge can call them.

   Important:

   Site Concierge requires visitors to have a U.S. or Canadian phone number.

8. Complete any additional fields, then click Invite.

   Tip:

   If you want to add multiple visitors at once, see Add multiple visitors to an event.

What visitors see in their invitation

When visitors open their invitation, they will see the event details. These details include:

• Host name
• Event name
• Date and location of the event
• Instructions that were provided

To help visitors know about Site Concierge, the invitation also includes a "Before Your Visit" section. This section explains that Site Concierge may call before the event to confirm arrival and help with any questions they may have.

Best practices for writing instructions

Site Concierge uses instructions to answer questions visitors have during the call. The more complete and visitor-friendly your instructions are, the more helpful Site Concierge can be.

Include common arrival questions

Add details that visitors commonly ask about before arriving at your site. This may include:

• Parking location
• Which entrance visitors should use
• Whether visitors should use a buzzer or reception desk
• What ID or documents visitors need to bring
• Where visitors should wait after signing in
• Bag, phone, laptop, or locker policies

Be specific

Avoid vague instructions like:

Park in visitor parking and check in at the front desk.

Instead, write:

Visitor parking is available at the north entrance on level P1. Follow the signs for visitor parking and register your vehicle at the front desk for parking validation.

Avoid confidential information

Only include information that is appropriate for visitors to hear. Do not include internal notes or information that should only be visible to employees.

What happens next

1. Site Concierge will call visitors 30 minutes before the event starts.
2. After Site Concierge has called everyone, you will be emailed a call summary. To learn what is included in the summary, see View your Site Concierge call summary.