Guest invites allow you to streamline the check-in process when guests are invited to your org by sending them check-in instructions when you invite them using a calendar invite. It allows your guest the option to check in before they arrive and receive any instructions you want them to have before their visit.
Before you begin
To send an invite, an organizer's email must be tied to a Host. Hosts who don't have access to Verkada Command can still invite guests at https://guest.verkada.com.
Before you can send a guest invite, you must:
Send guest invites
Once you have created your guest types, you can start sending out invites.
In Verkada Command, go to All Products > Guest.
On the left navigation, select the Invites (mail) icon.
At the top right, click the How to invite guests link.
Click the Choose a guest type to invite dropdown and select the type of guest you want to invite.
Click Copy invite address and paste the address as one of the invitees in your calendar invite.
Once you create the calendar invite, Verkada Guest continues with the setup and send your guests a link to RSVP 24 hours before the meeting.
Note: The invite email addresses never change, so these can be shared among employees to invite guests.
Accept guest invites
Once a guest is invited, they get 2 separate emails:
The calendar invite
From Verkada 24 hours before the event prompting them to check-in
Guests can pre-register at any time by clicking the link in the email. It will take them to a webpage where they can check-in.
Once a guest arrives, they can sign in via email or iPad kiosk. If they already checked in, their information automatically pre-populates.
Receptionist access
Receptionists also have access to tools that can assist in streamlining the check-in process.
On the Guest invites page, a receptionist can see who is expected, who has RSVP'd, and who has not checked in yet.
On the Guest log page, a receptionist can print badges ahead of time once a guest has checked in: click Print Badge next to the guest's name.
On the Guest log page, a receptionist can click Sign In (next to a guest's name) to sign in RSVP'd visitors. Additionally, a receptionist can print badges and sign in guests in bulk:
Select 1 of the guests (or the event).
Click Print x badges or Sign in x guests, as needed.
Manage the employee portal
The employee portal allows hosts to change things, such as:
How they prefer to be contacted
How they appear on the employee directory on the Guest iPad,
How to update privacy settings
How to invite guests for future visits
You can access the employee portal at guest.verkada.com.
Access profile settings
You can edit your profile info on the Guest homepage > Profile tab.
Navigate to guest.verkada.com.
At the top right, click the Profile icon.
Edit your profile settings, as necessary.
Profile settings
Update your profile photo—This photo is used in the emails and SMS messages that guests receive when they come onsite or are invited. You can also opt not to have a profile photo.
Notification preferences—You can choose to be notified via email, SMS, or both when a visitor arrives. You can also delegate another person to receive your notifications (for example, your colleague when you are on vacation, and so on).
Preferred first name—Change your preferred first name so that when visitors come to choose a host, they enter in the name everyone knows you by, instead of your legal name (for example, change “Robert” to “Bobby”).
Employee status—Choose if you want to remain visible on the employee list, turn on employee approval so that you manually verify every visitor for you, or be removed from the employee list entirely.
Invite guests—Invite guests to future events via Google Calendar or Microsoft Outlook: Go to the Guest homepage and select Choose a Guest Type to Invite.
FAQ
Can I add or remove guests after the invite has been sent?
Can I add or remove guests after the invite has been sent?
Yes, but Verkada Guest only detects the update if you also change something else in the meeting invite (for example, meeting notes).
When will my guests receive their registration link?
When will my guests receive their registration link?
Registration links are emailed out 24 hours before the event.
Can I send my guests welcome information and instructions?
Can I send my guests welcome information and instructions?
Yes. In the settings for each of your site's guest types, you can compose a welcome message to prepare invited guests for their visit. They will receiver it after registering. You may choose to include things, such as parking directions, Wi-Fi credentials, or helpful links.
How do invited guests sign in?
How do invited guests sign in?
After completing registration, your guest will receive a thank you message that includes a sign-in link. They also get a reminder email just before the event.
Your guest can use their mobile device's camera to scan the QR code on your tablet, then sign in on their browser.
They can also sign in directly on the tablet.
Need more help? Contact Verkada Support.