Pre-registering a visitor in deskbird lets you schedule an upcoming external visit in advance, send your guest an invitation with all the details they need, and ensure a smooth arrival experience. Completing this before the visit saves time at reception and keeps everyone informed.
1. Pre-register a visitor
To schedule a new visitor in deskbird:
- Go to Visits in the main menu.
- Click + Create visit in the top-right corner.
- On the Create visit page, fill in the visit details:
- Title — Enter a clear name for the visit (e.g. Maintenance appointment).
- Organizer — Pre-filled with your name; change it if you are registering on behalf of someone else.
- Date & Time — Choose the date and set the start and end time.
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Type — Select one of:
Business,Recruiting,Maintenance,Internal, orOther. - Instructions for visitors — Optional. Add directions or access notes (e.g. "Use the green door next to the parking area").
- Under Add visitors, enter each visitor's name and/or email address. At least one field is required per visitor, and you must add at least one visitor before saving.
- Click Create visit. You will be asked whether to send an invitation email to the visitor(s).
💡 An email address is required if you want automated reminders and updates sent to your visitor.
2. What the visitor receives
When you confirm the invitation, deskbird sends your visitor an email containing:
- The visit title, date, and time.
- The organizer's name and any instructions you added.
- A unique visitor code they can use to self-check in at the kiosk on arrival.
Visitors also receive automated follow-up emails at these points:
- Visit reminder — sent 24 hours before the visit.
- Visit changed — sent if the title, date/time, organizer, or instructions are updated after the invitation was sent.
- Visit cancelled — sent if you delete the visit or remove the visitor.
💡 The invitation email is sent in the organizer's language. Emails are only sent to visitors who have an email address on their invitation.
3. Edit or cancel a visitor invitation
To edit or cancel an existing visit, open the three-dot menu (⋮) next to the visit in the Visits list. From there you can:
- Edit visit — Update any of the visit details. You can choose whether to notify the visitor of the changes.
- Duplicate visit — Create a copy with the same details as a starting point for a new visit.
- Mark as completed — Close the visit once it has finished.
- Delete visit — Permanently remove the visit. You can choose to notify the visitor when deleting.
⚠️ Deleting a visit is permanent and cannot be undone.
4. FAQs
Yes. On the Create visit page, use the Add visitors section to add as many visitors as needed. Each visitor can have their own name and email address, and each will receive their own invitation email with a unique visitor code.
Ask the visitor to check their spam or junk folder first. If the email is not there, verify that the email address on the invitation is correct by editing the visit. You can also re-send the invitation by editing the visit and saving again — deskbird will prompt you to notify the visitor. If issues persist, contact your IT or admin team to check email delivery settings.