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. What the visitor receives
3. Edit or cancel a visitor invitation
4. 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 & Time — Choose the date and set the start and end time.
   • Type — Select 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 Type you pick also determines the instructions and any documents your visitor will see.
4. 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.
5. 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.

💡 If the 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. 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 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 Type 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. 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.

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