Pre-register a visitor

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
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 one of: Business, Recruiting, Maintenance, Internal, or Other.
   • Instructions for visitors — Optional. Add directions or access notes (e.g. "Use the green door next to the parking area").
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.

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