Home Pre-Registration & Scheduling Scheduled Visits & Recurring Appointments

Scheduled Visits & Recurring Appointments

Last updated on Apr 25, 2026

Many organizations have visitors who come regularly — contractors working on a multi-week project, vendors making weekly deliveries, consultants with standing meetings, or tutors with fixed schedules. KyberAccess lets you set up recurring visit schedules so these repeat visitors are automatically pre-registered, optionally auto-approved, and can check in without being re-entered each time.

Setting Up a Recurring Visitor

To create a recurring visit schedule for a contractor, vendor, or other regular visitor:

  1. Navigate to Visitors > Scheduled Visits from the main sidebar.
  2. Click Create Recurring Visit in the top-right corner.
  3. Fill in the visitor's information:
    • Visitor Name (required) — Full name of the recurring visitor.
    • Email Address (optional) — For sending schedule confirmations and updates.
    • Phone Number (optional) — Mobile number.
    • Company/Organization (optional) — The visitor's company.
    • Visitor Type — Select the appropriate type: Contractor, Vendor, Consultant, Tutor, or any custom type.
    • Host — The staff member responsible for this visitor. Click Select Host and search by name.
    • Location/Floor — The area the visitor will access.
  4. Click Next to proceed to the schedule configuration.

Configuring Recurring Schedules

The schedule configuration screen lets you define exactly when and how often the visitor is expected:

Frequency Options

Choose the recurrence pattern:

  • Daily — The visitor is expected every day (or every N days).

    • Set Repeat Every: 1 day, 2 days, 3 days, etc.
    • Choose Include Weekends or Weekdays Only.

  • Weekly — The visitor comes on specific days each week.

    • Set Repeat Every: 1 week, 2 weeks, etc.
    • Select the days of the week: Monday through Sunday (multiple selections allowed).
    • Example: Every Monday and Wednesday.

  • Bi-Weekly — Every other week on selected days.

  • Monthly — The visitor comes once or more per month.

    • Choose Day of Month (e.g., the 1st and 15th) or Day of Week (e.g., the first Tuesday of each month).

Time Window

  • Expected Arrival Time — When the visitor typically arrives.
  • Expected Departure Time — When the visitor typically leaves.
  • Grace Period — How many minutes before/after the expected arrival time the visitor's QR code will be valid (default: 30 minutes). This prevents early or late check-ins from being rejected.

Schedule Duration

  • Start Date — When the recurring schedule begins.
  • End Date — When the schedule expires. Choose a specific date or select No End Date for indefinite recurrence.
  • Number of Occurrences — Alternatively, set the schedule to end after a specific number of visits (e.g., after 20 visits).

Review the Schedule

After configuring, the system shows a Schedule Preview listing the next 10 upcoming visit dates. Verify these are correct, then click Create Schedule.

Managing Recurring Schedules

All recurring visit schedules are managed from the Scheduled Visits page:

Viewing Active Schedules

  1. Go to Visitors > Scheduled Visits.
  2. The list shows all active recurring schedules with:
    • Visitor name and company.
    • Frequency description (e.g., "Every Monday and Wednesday").
    • Next upcoming visit date.
    • Host name.
    • Status: Active, Paused, or Expired.

Editing a Schedule

  1. Click on any recurring schedule to open its detail view.
  2. Click Edit Schedule.
  3. Modify the frequency, time window, host, or any visitor details.
  4. Choose how to apply changes:
    • This visit only — Changes apply to a single occurrence.
    • This and all future visits — Changes apply going forward.
    • All visits — Changes apply retroactively and going forward.
  5. Click Save Changes.

Pausing a Schedule

If a recurring visitor will be absent for a period (vacation, project pause):

  1. Open the recurring schedule.
  2. Click Pause Schedule.
  3. Set a Resume Date or choose Pause Indefinitely.
  4. Click Confirm.

While paused, no pre-registrations are generated. The schedule resumes automatically on the resume date or when you manually click Resume.

Canceling Individual Occurrences

To skip a specific date without affecting the overall schedule:

  1. Open the recurring schedule.
  2. In the Upcoming Visits tab, find the date you want to skip.
  3. Click the X icon next to that date.
  4. Confirm the cancellation. The visitor is notified if email notifications are enabled.

Deleting a Schedule

To permanently remove a recurring schedule:

  1. Open the schedule.
  2. Click Delete Schedule.
  3. Choose whether to cancel all future pre-registrations or keep already-generated ones.
  4. Confirm deletion.

Auto-Approval for Returning Visitors

For trusted recurring visitors, you can enable auto-approval to skip the manual approval step:

Enabling Auto-Approval for a Schedule

  1. When creating or editing a recurring schedule, scroll to the Approval Settings section.
  2. Toggle Auto-Approve to on.
  3. Configure auto-approval conditions:
    • Always Auto-Approve — Every visit in this schedule is automatically approved.
    • After First Visit — The first visit requires manual approval; subsequent visits are auto-approved.
    • After N Visits — Auto-approve after a specified number of successful visits (e.g., after 3 visits).
  4. Click Save.

When auto-approval is enabled:

  • The visitor's pre-registration is created in Approved status instead of Pending.
  • The visitor can check in on the kiosk immediately without waiting for host confirmation.
  • The host still receives an arrival notification when the visitor checks in.

Enabling Auto-Approval Globally

To set a default auto-approval policy for all recurring visitors:

  1. Go to Settings > Visitors > Approval Policies.
  2. Under Recurring Visitors, set the default auto-approval behavior.
  3. Individual schedules can override the global setting.

Revoking Auto-Approval

If a recurring visitor's trust status changes:

  1. Open their recurring schedule.
  2. Toggle Auto-Approve to off.
  3. All future visits will require manual host approval.

Calendar View

The Calendar View provides a visual overview of all scheduled and recurring visits:

Accessing the Calendar

  1. Navigate to Visitors > Scheduled Visits.
  2. Click the Calendar icon in the top toolbar (next to the list view icon).

Calendar Features

  • Daily View — See all visits for a single day with time slots.
  • Weekly View — An overview of the current week's visits.
  • Monthly View — A full month calendar with visit indicators.
  • Click any visit entry on the calendar to view its details, edit, or cancel.
  • Color coding by visitor type: Contractors in yellow, vendors in green, VIPs in gold, etc.
  • Filter by host — Use the host dropdown to see only visits assigned to a specific host.
  • Filter by location — View visits for a particular building or floor.

Exporting the Calendar

  • Click Export to download the calendar as an ICS file compatible with Google Calendar, Outlook, and Apple Calendar.
  • Click Print to generate a printable version of the current view.

Visitor Check-In for Scheduled Visits

When a recurring visitor arrives:

With QR Code

  1. The visitor presents the QR code from their invitation email (sent when the schedule was created or when each occurrence is generated).
  2. The kiosk scans the QR code and recognizes the visitor.
  3. If auto-approved, check-in proceeds immediately with pre-filled information.
  4. If approval is required, the kiosk displays "Your host has been notified. Please wait for approval."

Without QR Code

  1. The visitor enters their name or email on the kiosk.
  2. The system matches them to an active recurring schedule.
  3. A message appears: "Welcome back, [Name]. You have a scheduled visit with [Host]." The visitor confirms and checks in.

Returning Visitor Recognition

KyberAccess remembers returning visitors. When a known recurring visitor checks in:

  • Their information is pre-populated (no need to re-enter name, company, etc.).
  • Previously captured photos can be reused (configurable under Settings > Visitors > Returning Visitor Settings).
  • Any standing NDA or compliance documents already signed are recognized — the visitor is not asked to re-sign unless the documents have been updated.

Notifications for Scheduled Visits

  • Upcoming Visit Reminder — Hosts receive a daily summary email listing all scheduled visitors expected that day (sent at 7:00 AM by default, configurable under Settings > Notifications > Schedule Reminders).
  • Visitor Arrival — Push notification and email when the visitor checks in.
  • No-Show Alert — If a scheduled visitor does not check in by 1 hour after their expected arrival time, the host is notified (configurable).
  • Schedule Expiration — Hosts are notified 7 days before a recurring schedule expires so they can renew it.

Best Practices

  • Use recurring schedules for any visitor who comes more than twice — It saves time and improves the visitor experience.
  • Set appropriate end dates — Avoid indefinite schedules for project-based contractors. Align the schedule end date with the project timeline.
  • Enable auto-approval thoughtfully — Reserve it for well-known, trusted visitors. Keep manual approval for newer relationships.
  • Leverage the Calendar View for capacity planning — identify busy days and staff reception accordingly.
  • Review expired schedules monthly — Clean up old schedules under Visitors > Scheduled Visits by filtering for Expired status and archiving or deleting them.
  • Use the grace period wisely — A 30-minute grace period works for most situations. Extend it for visitors with unpredictable schedules; reduce it for high-security environments.