Pre-register a visitor

Pre-registering a visitor in deskbird lets you schedule an upcoming external visit in advance, send your guest an invitation to their own visitor portal with everything they need for the visit, and ensure a smooth arrival experience. Completing this before the visit saves time at reception and keeps everyone informed.

1. Pre-register a visitor
2. Import several visitors at once
3. What the visitor receives
4. Edit or cancel a visitor invitation
5. FAQs

1. Pre-register a visitor

To schedule a new visitor in deskbird:

1. Go to Visits in the main menu.
2. Click + Create visit in the top-right corner.
3. 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 and Time — Choose the date and set the start and end time.
   • Select visit type — Choose the visit type that matches this visit (e.g. Business, Interview, Tour). Your company's available types — and exactly which names you see — are set up by your admin, so this list may look different from these examples. The visit type you pick also determines the instructions and any documents your visitor will see.
4. In the Visitors panel, 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. To add a whole list in one step, click Import visitors (see Import several visitors at once).
5. Click Save. 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.

💡 If the visit type you selected has documents attached (e.g. an NDA or a safety briefing), your visitor will be prompted to review or sign them — see What the visitor receives below.

2. Import several visitors at once

For events, groups from the same company or larger visits, you can add all visitors to a visit in one step instead of one by one.

1. On the Create visit page, click Import visitors next to the Visitors label.
2. Add your list in one of two ways:
   • Upload a file: drag it onto Drop a CSV file here or browse, or click browse to select it. CSV, TSV and TXT files up to 2 MB are supported. The file content is loaded into the Visitor list field.
   • Paste a list: paste email addresses or rows copied from a spreadsheet into the Visitor list field.
3. Check the preview below the field. It shows how many visitors are ready to add, with their Name, Email and Company. To correct something, edit the text in the Visitor list field before adding it. Rows with an email address that is already in the list or already on the visit are skipped and shown with their row number below the preview.
4. Click Add visitors. Everyone on the list now appears in the Visitors panel of the visit.
5. Complete the visit details and click Save.

⚠️ Limits: You can add up to 500 visitors per import. Split larger lists into several imports. Importing visitors is available when you create a visit in the web app. It is not available when you edit an existing visit, in the mobile app or in the Outlook Add-in.

💡 Template: Click Download a template in the import window to get a CSV file with the columns First name, Last name, Email and Company. These columns are recognized automatically, and a plain list of email addresses works too.

💡 Remove a visitor: To take someone off the visit after the import, click the bin icon next to their name in the Visitors panel.

3. What the visitor receives

When you confirm the invitation, deskbird sends your visitor an email with a personal link to their Visitor portal — no account or app download required. The first time they open the link, they're asked to confirm or fill in their name, email, and company, and to accept the data-processing consent.

From their portal, your visitor can see:

• Visit details — the title, date, time, and office address.
• Instructions — the guidance configured for this visit's type (e.g. directions, Wi-Fi access, what to bring).
• Their visitor code — a unique code they enter on the kiosk tablet to self-check in on arrival.
• Host details — your name and email, so they know who to expect.
• Documents — if the visit type has any attached, they'll see what's pending and can review or sign it ahead of time, right from the portal.

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 visit type are updated after the invitation was sent.
• Visit canceled — sent if you delete the visit or remove the visitor.
• Visit type updated — if your admin changes the name or the instructions of the visit type used for your visit, they can choose to notify visitors with upcoming visits, so your guest always has the latest information.

💡 The invitation email is sent in the organizer's language. The visitor can switch the portal's own language at any time using the language selector in the top corner. Emails are only sent to visitors who have an email address on their invitation.

4. 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.

5. FAQs