Setting Up Email Notifications

Setting Up Email Notifications

Email notifications are a critical component of your KyberAccess visitor management workflow. They ensure that hosts, administrators, and security personnel are immediately informed when visitors arrive, check out, or require attention. This guide walks you through configuring email notifications across your organization.

Understanding Email Notification Types

KyberAccess supports several categories of email notifications:

• Visitor Arrival Alerts — Sent to the designated host when their visitor checks in at the front desk or kiosk
• Pre-Registration Confirmations — Sent to visitors when they are pre-registered, containing QR codes and visit details
• Check-Out Notifications — Sent to hosts and administrators when a visitor checks out
• Watchlist Alerts — Sent to security personnel when a visitor triggers a watchlist match
• Daily Summary Reports — Automated end-of-day summaries of all visitor activity
• System Alerts — Notifications about kiosk status, printer issues, or system errors

Step-by-Step Configuration

Step 1: Access Notification Settings

1. Log in to your KyberAccess dashboard at app.kyberaccess.com
2. Click on Settings in the left sidebar navigation
3. Select Notifications from the settings menu
4. Click the Email tab at the top of the notifications panel

Step 2: Configure Global Email Settings

1. In the Email Notifications section, toggle Enable Email Notifications to the ON position
2. Enter your organization's Reply-To Email Address — this is the address visitors will see when they receive emails from KyberAccess
3. Optionally, set a Display Name (e.g., "Acme Corp Front Desk") to personalize outgoing emails
4. Click Save Changes to apply your global settings

Step 3: Set Up Host Notification Preferences

1. Navigate to Settings → Notifications → Host Alerts
2. Toggle ON the notification types you want hosts to receive:
   • Visitor Arrival — Notifies the host immediately when their visitor checks in
   • Visitor Check-Out — Alerts the host when their visitor departs
   • Pre-Registration Reminder — Sends hosts a reminder about upcoming pre-registered visits
3. Set the Notification Timing for arrival alerts (Immediate, 1-minute delay, or 5-minute delay)
4. Click Save Changes

Step 4: Configure Admin Notifications

1. Go to Settings → Notifications → Admin Alerts
2. Add email addresses for administrators who should receive system-wide notifications
3. Click Add Recipient and enter each administrator's email
4. Select which alert categories each admin should receive:
   • Security Alerts (watchlist matches, denied visitors)
   • System Alerts (kiosk offline, printer errors)
   • Daily Summaries (end-of-day visitor reports)
5. Click Save Changes

Step 5: Customize Email Templates

1. Navigate to Settings → Notifications → Email Templates
2. Select the template you want to customize (e.g., Visitor Arrival, Pre-Registration Confirmation)
3. Use the template editor to modify:
   • Subject Line — Customize with dynamic variables like {visitor_name} and {company}
   • Body Content — Add your organization's branding, instructions, or policies
   • Logo — Upload your company logo to appear in email headers
4. Click Preview to see how the email will appear to recipients
5. Click Save Template when satisfied

Step 6: Set Up Visitor Emails

1. Go to Settings → Notifications → Visitor Emails
2. Configure the emails visitors receive:
   • Pre-Registration Welcome Email — Includes visit details, QR code, and directions
   • Check-In Confirmation — Confirms successful check-in with host information
   • NDA/Document Copy — Sends signed documents to the visitor's email
3. Toggle each email type ON or OFF based on your organization's needs
4. Click Save Changes

Configuring Notification Schedules

You can set quiet hours to prevent non-urgent email notifications from being sent outside business hours:

1. Navigate to Settings → Notifications → Schedule
2. Toggle Enable Quiet Hours to ON
3. Set your Business Hours Start and End times
4. Select which days of the week are active
5. Choose how to handle notifications during quiet hours:
   • Queue and Send — Hold notifications and deliver them when business hours resume
   • Suppress — Do not send non-urgent notifications at all
6. Note that Security Alerts (watchlist matches) are always sent immediately regardless of quiet hours

Testing Your Configuration

After setting up email notifications, it's important to verify everything works correctly:

1. Go to Settings → Notifications → Email
2. Click the Send Test Email button
3. Enter a test email address and select the notification type to test
4. Check your inbox for the test email
5. Verify the formatting, branding, and content are correct

Tips and Best Practices

• Use distribution lists for admin notifications to simplify management when team members change
• Enable visitor arrival notifications for all hosts — this is the single most important notification for a smooth visitor experience
• Customize your email templates with your company logo and colors for a professional, branded experience
• Review notification settings quarterly to ensure they still align with your organization's policies
• Set up daily summary emails for office managers or reception supervisors to maintain visibility into visitor traffic

Troubleshooting

Emails not being received:

• Check your spam/junk folder — add notifications@kyberaccess.com to your safe sender list
• Verify the recipient email address is correct in the host's profile
• Ensure email notifications are toggled ON in Settings
• Contact your IT department to whitelist KyberAccess email domains

Delayed emails:

• Check if Quiet Hours are enabled and currently active
• Verify the notification timing setting (Immediate vs. delayed)
• Check your email server's processing queue

Template changes not appearing:

• Clear your browser cache and refresh the page
• Ensure you clicked Save Template after making changes
• Send a new test email to verify the updated template

Note: Email notification settings apply at the organization level. Individual hosts can also manage their personal notification preferences from their profile settings by navigating to My Profile → Notification Preferences.