Visitor Pre-Registration

Your team can see at a glance the status of all pre-registered visitors: arriving, signed in or signed out

Introduction

Pre-registration allows EVA Admin Console users to record expected visitors in advance and notify the visitor and the host about the meeting. When pre-registered visitors arrive and enter their name, EVA will automatically select the person they are visiting and display a personal message as required. Barcode labels are able to be pre-printed for pre-registered visitors; if you have more than one EVA terminal, an option will be presented to select which terminal you wish the labels to be printed from. Your administration team can see at a glance the status of all pre-registered visitors through the EVA Admin Console. 

How to use Pre-Registration in EVA?

Prerequisites:

 The Admin Console user wanting to use pre-registration should have the 'Pre-register People' role enabled for their user account (see Customer > Users in the EVA Admin Console), otherwise, this functionality will not appear in the Admin Console.

Pre-Registration main menu:

  1. Log in to the EVA Admin Console
  2. Go to Visitors > Pre-Registered Visitors.

Pre-Registration menu in the EVA Visitor Management System

On this page you can:

  • See a list of pre-registered visitors and the status of their visit (arriving, signed in, signed out)
  • See historical pre-registrations (click on 'Show History')
  • Print barcode labels for pre-registered people
  • Sign in one or more pre-registered visitors - select the visitor(s) you need to sign in and click 'Sign In'. Note that only 'Arriving' visitors can be signed in
  • Sign out one or more pre-registered visitors - select the visitor(s) you need to sign out and click 'Sign Out'. Note that only 'Signed In' visitors can be signed out
  • Edit details of a pre-registered visitor
  • Delete a pre-registered visitor

Add Visitors:

To add new pre-registered visitors, click on 'Add Visitors' on the main Pre-Registration menu (see above). The 'Add Visitors' page contains two main sections: details of the meeting (host, date and time, personal message, visitor type) and details of the visitor(s). 

EVA Receptionist: adding pre-registered visitors from the administrator console

To add pre-registered visitors: 

  1. If you have multiple visitor types set up in your Visitor Management system, select the visitor type you want the visitor(s) to be signed in as. If you are using Event Management in EVA, you will also be prompted to select the event that you want to apply to these visitors (to assign an event for a pre-registration, you need to select an 'Event' visitor type and have at least one active event set up in your EVA).
  2. Start typing the employee name and select the required employee from the drop-down list (this list is the same as your employee list for the site you are currently on)
  3.  Select the arrival and departure date and time
  4. If you want to show a personal message for these visitors on their arrival you can enter it in the 'Message on Arrival' field - this message will be shown to your visitors  just before the final 'Welcome' message during the sign-in process
  5. Click on 'New' or 'Search' and add visitors' details. Note that the visitor must have signed in through your EVA site in the past in order for the visitor to appear in the search results. 
  6. Once all details are filled in, click 'Save'
  7. Your visitor(s) and the employee assigned to this meeting will receive email notifications to advise them of the details of the meeting. When the visitor(s) arrive, they will need to enter their details into an EVA terminal (these need to match the details entered when creating the pre-registration) and the system will automatically select the visitor's host and event (if applicable). 

Tip: the templates for pre-registration notification emails can be changed by going to the EVA Admin Console > Site Information > Options > Notification Settings. Expand the below 2 sections to make changes to the email templates for Visitor and Host Pre-registration. Once you have made the required changes, click 'Save' at the bottom of the page. You can hover over the name of each field to see what variables are available to use in that field.

Email notification templates for pre-registration can be easily changed in the EVA administrator console

Add Event Attendee Visitors

If you have created an event and an event visitor type (see Event Management Documentation), expected Event Attendees can be Pre-Registered to expedite the sign-in process. 

This will allow the Electronic Receptionist to pick up who they are when their name is entered and skip the Visitor Type and Event selection menus to speed up the sign-in process.

To do this:

  1. Log in to the EVA Admin Console
  2. Go to Visitors > Pre-Registered Visitors.
  3. Click on 'Add Visitors'
  4. Visitor Type: when you adjust this field to an Event Visitor Type your menu will change to include the Event field.
  5. Event: select the event you are pre-registering your visitors against.
  6. Arrival Date: when you click on the field next to Arrival Date it presents you with a calendar to select the required date. Otherwise this can be entered manually in the format Date/Month/Year.
  7. Departure Date: same as Arrival date, when you click on the field next to Arrival Date it presents you with a calendar to select the required date.
  8. Arrival Time: when you click on the field next to arrival time, a drop-down menu appears to assist in selecting the time of arrival.
  9. Departure Time: same as arrival time, when you click on the field next to arrival time, a drop-down menu appears to assist in selecting the time of arrival.
  10. Under visitor information enter the details of the visitors you are pre-registering; you can add more visitors to the group of people you are pre-registering by clicking 'Add Visitor'.
  11. Click Save to finalize the pre-registration process.

EVA Receptionist: adding pre-registered event attendee visitors from the administrator console

Import pre-registered visitors:

EVA provides functionality for batch importing of pre-registered visitors. Two formats are supported: CSV and XML. To import a list of pre-registered visitors:

1. Go to EVA Admin Console > Visitors > Pre-Registered Visitors

2. Click on 'Import'

3. Select a file to import (either CSV or XML - see below for format requirements)

4. Select the preferred file format:

  • XML: the required format for your XML file will appear below
  • CSV: the required columns will appear below. Tip: you can download a sample CSV file that contains the required columns so all you have to do is simply enter your visitor details - click the 'Sample CSV' button to download the sample CSV. 

  5. Click 'Import'

Pre-registration importing in EVA Receptionist Visitor Management system

 

FAQ:

Q: When a guest is Pre-Registered, EVA sends email notifications to the guest and host. Can TXT notifications also be sent?

A: The current version of the software only allows email notifications to be sent when pre-registrations are created.


Q: What logic is used by EVA Receptionist when checking whether a user signing in is pre-registered or not?

A:  The system checks the values in all of the following three Visitor Details fields (even if the fields are left empty when creating a pre-registration): First Name, Last Name, Company. This means that a visitor who entered their visitor details as John Smith would not match a pre-registration for John Smith from XYZ Limited. Similarly, if a ‘pre-registration’ record does not have a company specified, but a visitor with a matching first name and last name specifies a company, then the visitor will not match the pre-registration record when signing in to EVA Receptionist and therefore will have to go through the entire sign-in process.