Pre-Registration Portal for Hosts
Pre-registering visitors before they arrive streamlines the check-in process, reduces lobby wait times, and gives your
security team advance notice of who to expect. KyberAccess provides hosts with a dedicated pre-registration portal where
they can register individual visitors, import groups via CSV, and send email invitations with QR codes for instant
check-in.
Accessing the Pre-Registration Portal
Hosts can access the pre-registration portal in two ways:
From the Admin Dashboard
1. Log in to the KyberAccess admin dashboard.
2. Navigate to Visitors > Pre-Register from the main sidebar.
3. The pre-registration form opens, ready for the host to enter visitor details.
From the Host Portal
If your organization has the Host Portal enabled (a simplified interface for non-admin hosts):
1. The host navigates to your organization's Host Portal URL (e.g., yourcompany.kyberaccess.com/host).
2. They log in with their host credentials.
3. The portal opens directly to the pre-registration view.
To enable the Host Portal, an administrator goes to Settings > Host Portal and toggles Enable Host Portal to on.
Pre-Registering a Single Visitor
To register an individual visitor:
1. On the Pre-Registration page, click Register New Visitor.
2. Fill in the visitor details:
- Visitor Name (required) — First and last name.
- Email Address (required for sending invitations) — The visitor's email.
- Phone Number (optional) — Mobile number for SMS notifications.
- Company/Organization (optional) — The visitor's company.
- Visitor Type — Select from Guest, Contractor, VIP, Interview, Delivery, or any custom types configured by your
administrator.
- Visit Date — The expected date of the visit. Click the calendar picker to select.
- Expected Arrival Time — The anticipated arrival time.
- Expected Departure Time (optional) — When the visit is expected to end.
- Purpose of Visit (optional) — Free-text field or dropdown selection depending on your configuration.
- Location/Floor — Where the meeting will take place.
3. Host Assignment — By default, the logged-in host is assigned. To assign a different host:
- Click Change Host.
- Search for another host by name.
- Select the host from the results.
4. Additional Requirements — Toggle any applicable options:
- NDA Required — The visitor will be prompted to sign an NDA during check-in.
- ID Verification Required — The visitor must present a government-issued ID.
- Escort Required — The visitor must be escorted at all times.
- Parking Pass — Generate a parking pass for the visitor.
5. Click Register Visitor.
The visitor is added to the Upcoming Visits list and, if an email address was provided, an invitation email is sent
automatically.
Bulk Import via CSV
For events, conferences, or large groups of expected visitors, import multiple registrations at once:
Preparing the CSV File
1. On the Pre-Registration page, click Bulk Import.
2. Click Download CSV Template to get the properly formatted template.
3. Open the template in your preferred spreadsheet application (Excel, Google Sheets, Numbers).
4. Fill in one row per visitor with the following columns:
- first_name (required)
- last_name (required)
- email (required)
- phone (optional)
- company (optional)
- visitor_type (optional — defaults to Guest if blank)
- visit_date (required — format: YYYY-MM-DD)
- arrival_time (optional — format: HH:MM, 24-hour)
- departure_time (optional — format: HH:MM, 24-hour)
- purpose (optional)
- location (optional)
- nda_required (optional — TRUE or FALSE)
- id_required (optional — TRUE or FALSE)
5. Save the file as CSV (UTF-8 encoding recommended).
Uploading the CSV
1. On the Bulk Import dialog, click Choose File and select your CSV.
2. Click Upload.
3. The system validates the file and displays a preview:
- Valid Records — Shown in green, ready to import.
- Errors — Shown in red with the specific issue (e.g., missing required field, invalid date format, unrecognized
visitor type). Hover over the error icon to see details.
4. Fix any errors in your CSV and re-upload, or proceed with valid records only by clicking Import Valid Records.
5. Click Confirm Import.
All imported visitors are added to the Upcoming Visits list. Email invitations are sent to all visitors who have an
email address.
Import Limits
- Maximum 500 visitors per CSV import.
- For larger groups, split into multiple files and import sequentially.
Email Invitations with QR Codes
When a visitor is pre-registered with an email address, KyberAccess automatically sends an invitation email containing:
- Welcome message with your organization's name and branding.
- Visit details — Date, time, location, host name.
- QR code — A unique, scannable QR code the visitor can present at the kiosk for instant check-in without re-entering
their information.
- Directions and instructions — Customizable text with parking info, building entry instructions, or any special
notes.
- Add to Calendar button — Lets the visitor add the appointment to their Google Calendar, Outlook, or Apple Calendar.
Customizing the Invitation Email
1. Go to Settings > Notifications > Email Templates.
2. Find the Visitor Invitation template.
3. Click Edit to customize:
- Subject Line — Default: "Your upcoming visit to [Organization Name]".
- Header Image — Upload your organization's banner or logo.
- Body Text — Edit the welcome message. Use placeholders like {{visitor_name}}, {{host_name}}, {{visit_date}},
{{visit_time}}, and {{location}}.
- Additional Instructions — Add directions, parking information, or security requirements.
- Footer — Contact information and links.
4. Click Save Template.
Resending Invitations
If a visitor did not receive their invitation or needs a new QR code:
1. Go to Visitors > Pre-Registered and find the visitor.
2. Click the three-dot menu next to their name.
3. Select Resend Invitation.
4. The invitation email with a fresh QR code is sent immediately.
Managing Upcoming Visits
The Upcoming Visits section provides a comprehensive view of all pre-registered visitors:
1. Navigate to Visitors > Pre-Registered from the main sidebar.
2. The list shows all upcoming pre-registered visits sorted by date.
List View
Each entry displays:
- Visitor Name and Company.
- Visit Date and Time.
- Host Name.
- Visitor Type (color-coded badge).
- Status: Pending (not yet arrived), Checked In, Cancelled, or Expired.
Filtering and Searching
- Search Bar — Search by visitor name, company, or host name.
- Date Filter — Show visits for Today, Tomorrow, This Week, This Month, or a custom date range.
- Visitor Type Filter — Filter by Guest, Contractor, VIP, etc.
- Host Filter — Show only visits assigned to a specific host.
- Status Filter — Show only Pending, Checked In, Cancelled, or All.
Calendar View
Toggle to Calendar View by clicking the calendar icon in the top toolbar. This displays pre-registered visits on a
daily, weekly, or monthly calendar. Click any entry to view details.
Editing Pre-Registrations
To modify a pre-registered visit:
1. Find the visit in the Pre-Registered list.
2. Click the visitor's name to open the detail view.
3. Click Edit Visit.
4. Modify any fields: date, time, host, visitor type, location, or special requirements.
5. Click Save Changes.
If the visit date or time changes, an updated invitation email is sent automatically to the visitor with the new details
and a refreshed QR code.
Canceling Pre-Registrations
To cancel a pre-registered visit:
1. Find the visit in the Pre-Registered list.
2. Click the three-dot menu next to the visitor's name.
3. Select Cancel Visit.
4. A confirmation dialog appears. Optionally enter a cancellation reason.
5. Choose whether to notify the visitor by email about the cancellation.
6. Click Confirm Cancellation.
The visit status changes to Cancelled and the visitor's QR code is invalidated — it will not work at the kiosk if
presented.
Bulk Cancellation
To cancel multiple visits at once:
1. Use the checkboxes to select multiple entries.
2. Click Bulk Actions > Cancel Selected.
3. Choose notification preferences and confirm.
Host Notifications
Hosts receive notifications about their pre-registered visitors:
- Visitor Arrival — When a pre-registered visitor checks in, the host receives a push notification and email: "Your
visitor [Name] has arrived."
- Visitor No-Show — If the visit date passes without check-in, the host can be notified (configurable under Settings >
Notifications > Host Alerts).
- Cancellation Confirmation — When a visit is cancelled, the host receives a confirmation.
Best Practices
- Encourage hosts to pre-register all expected visitors. This dramatically speeds up check-in and reduces lobby
congestion.
- Use the CSV import for recurring events, open houses, or interview days.
- Customize your invitation email to reflect your brand and include helpful information like parking and entry
instructions.
- Set visit expiration under Settings > Visitors > Visit Policies to automatically cancel pre-registrations that are
not fulfilled within a specified window.
- Review the Upcoming Visits list regularly to catch any missed cancellations or changes.
- Enable the Host Portal for organizations where many employees host visitors — it gives them a simple, focused
interface without full admin access.