The check-in that happens before your visitor arrives.
Send a personalised invitation. Let guests complete their details, sign documents, and receive their QR code in advance. When they arrive, they scan and walk straight in. No queue. No form to fill at reception.
What changes when visitors pre-register
Without pre-registration, visitors arrive, join a queue at the kiosk, fill in a form, wait for their host to be notified, wait for their host to arrive. With pre-registration, the host sends an invitation. The visitor completes everything from their phone before the visit day. On arrival: one scan, one second, already checked in.
Without pre-registration
Walk-in visitors fill forms at the kiosk
Visitors arrive, join a queue at the kiosk, fill in a form, wait for their host to be notified, wait for their host to arrive. If they need to sign an NDA, that happens at the kiosk too, rushed, in the lobby, in front of the next visitor.
With pre-registration
Visitors scan and walk straight in
The host sends an invitation. The visitor completes everything from their phone before the visit day. On arrival: one scan, one second, already checked in. The host is notified. The badge is printed. The visitor experience is defined by how smooth it was, not how long it took.
Host Not Ready When Visitor Arrives
Arrival time uncertainty leaves hosts unprepared
Without pre-registration, the host has no arrival window to plan against. With Vizitor's pre-registration, the host gets a 30-minute Slack reminder before the visitor's expected arrival and an instant notification when they check in.
NDA Signing Creates Lobby Delays
Sensitive visitors should sign before they arrive, not in the lobby
Pre-registration allows NDAs and policy documents to be sent with the invite. Visitors read and sign digitally from their phone at home, so their badge prints the moment they arrive, with no document signing delay at reception.
Group Visit Chaos
Teams and delegations arrive together and overwhelm the front desk
When a 10-person vendor team or a delegation arrives simultaneously, walk-in check-in creates a 30-minute front desk nightmare. Pre-register all 10 visitors at once and each one scans and enters in seconds with no congestion.
Visitors Arriving at the Wrong Location
Complex campuses and multi-building offices need visitor directions
The pre-registration invite email includes your office address, a map, parking instructions, building entry codes, and arrival instructions. Visitors arrive at the right entrance, first time, every time.
lobby wait time for pre-registered visitors from scan to badge in hand
to invite multiple visitors at once for group visits and delegations
offices use Vizitor pre-registration to eliminate lobby queues daily
How Vizitor Pre-Registration Eliminates Lobby Queues
Three steps. Under 30 seconds at the door. A 5-minute manual check-in replaced by a 20-second arrival experience.
Host Sends the Invite
The host opens Vizitor, from the dashboard on any browser or from the Vizitor Pass app on their phone. They add the visitor's name and email or phone number, set the visit date and time, and click Send. Vizitor dispatches a branded invitation email containing: a unique personal QR code for the visit, meeting time and date, office address and map, and arrival instructions and any custom notes added by the host. The visitor has everything they need before they leave for the meeting.
Visitor Pre-Fills Details
The visitor clicks the link in their invitation from any device, phone or laptop. They complete the check-in form at their convenience, before the visit day. If an NDA or any other document is required, they sign it digitally at this stage. Their data is stored and ready for instant processing. When they arrive, there is nothing left to fill in.
Visitor Arrives and Scans QR
On arrival, the visitor opens their invitation email on their phone and scans their personal QR code at the Vizitor kiosk. No form to complete. No queue. The system recognises the pre-registration and confirms check-in in one tap.
Badge Prints. Host Notified.
The visitor badge prints automatically in under 5 seconds. The host receives an instant notification, via Slack or email, with the visitor's name and details. The visitor puts on their badge and proceeds directly to the meeting. Total lobby time: under 30 seconds.
Who Uses Visitor Pre-Registration
Pre-registration is used across industries wherever a smooth, prepared visitor arrival improves operations or experience.
Corporate Offices
Pre-register clients, auditors, vendors, and board members. Send arrival instructions, parking details, and floor access codes in the invite. VIP visitors arrive to a seamless, professional experience.
Events and Conferences
Pre-register all attendees before the event. At the door, each attendee scans their QR code and walks in. No registration desk queues, no paper badges to print on the day, no late-start chaos.
Manufacturing and Industrial Sites
Pre-register contractors and site visitors. Send safety induction documents, PPE requirements, and site entry rules in the pre-registration invite. Visitors arrive compliance-ready, documented before they set foot on site.
Frequently Asked Questions About
Visitor Pre-Registration
Visitor pre-registration is the process of sending a digital invitation to a guest before their visit so they can complete their check-in details, name, documents, purpose of visit, in advance from their own device. On arrival, they scan a personal QR code and check in instantly rather than completing a form at the kiosk. The host sends the invite from the Vizitor dashboard or Vizitor Pass app.
Standard check-in happens entirely at the reception kiosk on arrival, the visitor fills in a form, signs documents, and waits for badge printing. Pre-registration moves all of those steps to before the visit. The visitor arrives with their QR code ready, scans it at the kiosk, and the entire process completes in under 30 seconds. The information collected is the same; the timing is different.
Yes. Pre-registration can be configured for any visitor type, clients, job candidates, contractors, auditors, or any repeat visitor category. Hosts select which fields and documents are required for each visitor type when sending the invitation.
The host opens Vizitor on the dashboard via any web browser or from the Vizitor Pass app on their phone. They enter the visitor's name and email or phone number, set the visit date and time, and click Send. Vizitor dispatches the branded invitation automatically, the host does not need to compose an email or include any instructions manually.
The invitation automatically includes the visit date and time, the office address and map, a unique QR code for the visitor, and any custom arrival instructions the host adds. Hosts can also attach specific documents for the visitor to review and sign before arriving.
Yes. Hosts can pre-register multiple visitors for the same date, time, and location. Each visitor receives their own unique invitation and personal QR code.
Yes. The Vizitor Pass app allows hosts to send pre-registration invitations from iOS or Android without opening a browser or using a desktop.
Yes. Vizitor's pre-registration flow supports digital document signing, NDAs, visitor policies, safety briefings, or any custom document. The visitor signs from their own device before the visit. The signed copy is attached to their visit record with a timestamp and is retrievable on demand.
Yes. Hosts can configure which documents are required for each visitor type, a contractor might see a site safety acknowledgment alongside the NDA, while a regular client sees only the NDA. Each invitation triggers the appropriate document set automatically.
Yes. All pre-registration data, visitor details, signed documents, and visit timestamps, is stored encrypted with access limited to authorised administrators. Retention periods are configurable to comply with your organisation's data protection requirements.
Cut Lobby Wait Time to Under 30 Seconds With Pre-Registration
Send a QR invite, let visitors pre-fill from home, and watch them scan and walk in on arrival. 500+ offices use Vizitor to eliminate lobby queues.