Pre-Registering Visitors

Pre-registration is one of the most powerful features in KyberAccess. It allows hosts to register expected visitors before they arrive, dramatically speeding up the check-in process and creating a polished, professional first impression. When a visitor is pre-registered, they receive an email invitation with all the details they need — including a unique QR code that enables instant check-in at the front desk or kiosk.

Why Pre-Register?

Pre-registering visitors benefits everyone involved:

• Visitors arrive knowing exactly where to go and what to expect. No awkward waiting while someone types their information.
• Hosts get notified the moment their guest arrives — no phone calls from the lobby.
• Front-desk staff spend seconds (not minutes) on each check-in because the visitor's information is already in the system.
• Security teams can screen visitors against watchlists before they arrive, flagging concerns in advance.
• Compliance is strengthened because NDAs, waivers, and health questionnaires can be sent ahead of time for digital signature.

How to Pre-Register a Visitor

From the Dashboard

1. Log in to app.kyberaccess.com.
2. Click + Pre-Register from the Dashboard (or navigate to Visitors → Pre-Register).
3. Fill in the visitor details:
   • First Name and Last Name (required)
   • Email Address (required — this is where the invitation and QR code are sent)
   • Phone Number (optional — used for SMS notifications)
   • Company / Organization (optional)
   • Purpose of Visit — select from your configured list or type a custom reason
4. Select the Host — the person the visitor is coming to see.
5. Set the Expected Date and Time:
   • Choose a specific date and arrival window (e.g., "April 28, 2025 from 9:00 AM to 11:00 AM")
   • For multi-day visits, toggle Multi-Day and select a date range
6. Under Additional Options, configure:
   • Send Invitation Email — enabled by default; sends the visitor their QR code and instructions
   • Require NDA/Waiver — visitor can sign digitally before arriving or upon check-in
   • Include Parking Instructions — attach parking details to the invitation email
   • Add Special Instructions — free-text field for any notes (e.g., "Enter through the north entrance")
7. Click Register Visitor.

From the Calendar Integration

If you have connected Google Workspace or Microsoft 365 under Settings → Integrations, KyberAccess can automatically suggest pre-registration for calendar events that include external attendees:

1. Navigate to Visitors → Pre-Register.
2. Click the From Calendar tab.
3. KyberAccess displays upcoming calendar events with external participants.
4. Click Pre-Register next to the event.
5. Review the auto-filled details (names, emails, date/time pulled from the calendar event).
6. Click Register All to pre-register everyone at once.

Tip: Enable Auto Pre-Registration under Settings → Integrations → Calendar to have KyberAccess automatically pre-register external attendees for all future calendar events. This is ideal for organizations with high meeting volumes.

Bulk Pre-Registration

For events, conferences, or large group visits:

1. Navigate to Visitors → Pre-Register.
2. Click Bulk Import.
3. Download the CSV template.
4. Fill in the spreadsheet:

   first_name,last_name,email,company,host_email,date,time
   Sarah,Johnson,sarah@acme.com,Acme Corp,john@yourcompany.com,2025-04-28,09:00
   Mike,Chen,mike@techco.com,TechCo,jane@yourcompany.com,2025-04-28,09:00
   

5. Upload the CSV and review the preview.
6. Click Import & Send Invitations.

All visitors receive their individual invitation emails simultaneously.

What the Visitor Receives

When you pre-register a visitor, they receive an email that includes:

• Welcome message with your organization's name and logo
• Visit details — date, time, location, and host name
• QR code — a unique code that enables instant check-in
• Directions and instructions — address, parking info, and any special instructions you added
• Pre-arrival tasks (if configured) — links to complete an NDA, waiver, or health screening before arriving
• Add to Calendar button — lets the visitor add the appointment to their own calendar

Note: The QR code is unique to this specific visit. It cannot be reused for future visits and expires after the scheduled date (or a configurable grace period).

Checking In a Pre-Registered Visitor

When the pre-registered visitor arrives, the check-in process is streamlined:

At the Front Desk

1. Click + Check In on the Dashboard.
2. Choose one of these methods:
   • Scan QR Code — click the QR scan button and hold the visitor's QR code (from their phone or printed email) in front of the camera
   • Search by Name — type the visitor's name; pre-registered visitors appear with a blue "Pre-Registered" badge
   • Search by Email — enter the visitor's email to locate their pre-registration
3. The visitor's pre-filled information loads automatically.
4. Complete any remaining check-in steps (photo capture, ID scan if required).
5. Click Complete Check-In.

At a Kiosk

1. The visitor taps I Have a QR Code on the kiosk screen.
2. They hold their phone (or printed QR code) up to the kiosk camera.
3. The kiosk loads their information and guides them through any remaining steps (selfie, NDA signing, etc.).
4. The visitor receives a printed badge and the host is notified.

Via a QR Reader

If your location uses a dedicated QR reader device (such as the eZ80 Acclaim):

1. The visitor scans their QR code at the reader.
2. KyberAccess automatically matches the code to the pre-registration.
3. If no additional steps are required, the check-in completes instantly.
4. If additional steps are needed (ID scan, photo), the front-desk operator is prompted to complete them.

Managing Pre-Registrations

Viewing Upcoming Visitors

1. Navigate to Visitors → Pre-Registered.
2. View all upcoming pre-registered visitors, sorted by date.
3. Filter by location, host, date range, or status (pending, checked in, cancelled, no-show).

Editing a Pre-Registration

1. Find the visitor in the pre-registered list.
2. Click their name to open the details.
3. Update any fields — date, time, host, special instructions.
4. Click Save Changes.
5. Optionally, toggle Resend Invitation to notify the visitor of the changes.

Cancelling a Pre-Registration

1. Find the visitor in the pre-registered list.
2. Click the ⋮ (more) menu next to their name.
3. Select Cancel.
4. Choose whether to Notify the Visitor (sends a cancellation email).
5. Confirm the cancellation.

Cancelled pre-registrations are moved to the Cancelled tab for record-keeping.

Recurring Visitors

For visitors who come regularly (contractors, consultants, weekly meeting attendees):

1. When pre-registering, toggle Recurring Visit.
2. Set the recurrence pattern:
   • Daily — every weekday
   • Weekly — select specific days (e.g., every Monday and Wednesday)
   • Bi-weekly or Monthly
3. Set an End Date or select No End Date for indefinite recurring visits.
4. Click Register Visitor.

KyberAccess generates individual pre-registrations for each occurrence. The visitor receives a single QR code that works for all scheduled visits.

Tip: Recurring pre-registrations are perfect for contractors and consultants. Combine with Returning Visitor Recognition (under Settings → Visitor Check-In) to further streamline repeat visits.

Pre-Arrival Screening

One of the biggest advantages of pre-registration is the ability to screen visitors before they arrive:

• Watchlist Check — as soon as you pre-register a visitor, KyberAccess automatically checks their name against your configured watchlists (sex offender registries, custom watchlists, BOLO lists). If a match is found, the host and security team are alerted immediately.
• NDA / Waiver — visitors can review and sign legal documents from their email invitation before arriving.
• Health Screening — visitors complete the health questionnaire from their device. Non-compliant answers are flagged before they reach your lobby.

Notifications

When a pre-registered visitor checks in, the following notifications are sent:

• Host — email, push notification, and/or SMS (based on the host's preferences)
• Front Desk — a real-time update on the Dashboard's visitor feed
• Security — if the visitor triggered a watchlist alert, security is notified immediately

You can configure notification rules under Settings → Notifications.

Common Questions

What if the visitor lost their QR code? They can check in by name or email at the front desk. The front-desk operator can also resend the invitation email from the pre-registration details.

Can visitors pre-register themselves? Not by default, but you can share a Pre-Registration Link (found under Settings → Visitor Check-In → Self Pre-Registration) that allows visitors to register their own visit, subject to host approval.

What happens if a visitor arrives on the wrong day? KyberAccess will flag that the visit date does not match but will still allow check-in at the front desk operator's discretion. Kiosks can be configured to accept early/late arrivals within a configurable grace period.

Troubleshooting

Need help setting up pre-registration workflows for your organization? Contact us at support@kyberaccess.com.