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Automated Visitor Appointment Scheduling Emails

Admins can enable or disable the automatic sending of appointment emails with .ical files to visitors. These files integrate seamlessly into visitors’ calendars (Outlook, Gmail, Lotus Notes).
Automated Visitor Appointment Scheduling Emails

The Automated Visitor Appointment Scheduling Emails feature simplifies inviting visitors to scheduled appointments. Admins have the flexibility to configure whether or not the system automatically sends visiting appointment emails containing .ical files. These files are designed to integrate directly into visitors' calendars (such as Outlook, Gmail, or Lotus Notes), ensuring that the appointment details are effortlessly added to their schedules.

Key details of this feature:

  • Admin Control: Admins can choose to enable or disable the functionality based on their organization’s requirements.
  • Automatic Calendar Integration: The .ical file format is a universal standard for calendar events, ensuring compatibility with most commonly used calendar applications.
  • Ease of Scheduling: Visitors receive an appointment email, and upon opening the .ical file, the event is automatically added to their calendar without manual input.
  • Improved Visitor Experience: This feature eliminates the need for visitors to manually type in appointment details, reducing errors and saving time.

This function is especially useful for organizations that host frequent visitors and want to ensure clear, accurate communication of appointment schedules.

Pros:

  1. Improved Efficiency for Visitors:

    • Visitors no longer need to manually input appointment details into their calendars.
    • Automatic integration reduces the risk of errors in scheduling.

  2. Enhanced Professionalism:

    • Sending calendar invitations demonstrates a professional and organized approach to visitor management.
    • Visitors appreciate the ease of receiving pre-formatted calendar events.

  3. Flexibility for Admins:

    • Admins can enable or disable this feature depending on the organization’s needs.
    • Offers full control over whether visitors are sent .ical files.

  4. Seamless Integration with Popular Calendars:

    • Compatible with Outlook, Gmail, Lotus Notes, and other calendar applications that support .ical files.
    • Ensures a smooth experience regardless of the visitor’s preferred calendar platform.

  5. Time-Saving for Everyone:

    • Reduces back-and-forth communication about appointment details.
    • Visitors instantly have all the necessary information in their calendars with just one click.

  6. Improved Communication:

    • Reduces the chance of missed appointments due to miscommunication or forgotten details.
    • Ensures that all visitors are aware of key details like time, date, and location.

  7. Customization Options:

    • Organizations can choose whether or not to enable this feature, tailoring it to their operational needs.
    • Offers flexibility based on the volume and type of visitors.

This feature brings convenience, clarity, and professionalism to visitor management, ensuring a positive experience for both staff and guests.

Configuration steps

  1. Navigate to "Visiting location" and enable a location for visiting

  2. Navigate to "Visiting settings" and enable "Via email" for visiting registration

  3. Enable "Enable visiting appointment email"

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