Emails and messages Vizmo sends, and who receives them

Emails and messages Vizmo sends, and who receives them

Vizmo sends emails, and in some cases SMS and push messages, to visitors, hosts, employees and admins. This article lists the emails Vizmo sends, who receives each one, and which setting turns it on or off.

Before you start

  • You need the Company Admin or Location Admin role to change the location settings below. Receptionists do not see Location Settings. See Roles and permissions.
  • Every employee can change their own notification channels on their profile.
  • Availability: if this option is greyed out or missing, contact your Vizmo account manager.

This applies to the SMS channel, Visitor Notifications, Forward Notifications, Overstay Notifications and the Personal Assistant field on an employee.

How Vizmo decides whether to send a message

Vizmo sends an email only when every switch that applies to it is on:

  1. The Email switch for your location, under Location Settings > Notifications.
  2. The switch for the feature itself, for example Host Notifications on the visitor type, or Email under Notification Channels on the Invites settings.
  3. For emails to employees, the employee's own Email Channel switch on their profile.
  4. An email address on record for the person.

SMS and push messages follow the same rules with the SMS and Push switches. SMS also needs a phone number.

Note: One-time security codes are the exception. They are not controlled by these switches. See Sign-in and security codes below.

Check your switches

Location switches

  1. Go to Location Settings > Notifications.
  2. Under Notification Settings, check that Email is on. Turn SMS and Push on or off as you need.
  3. Optionally, in Reply To, choose an employee. When someone replies to one of the emails below, the reply goes to that person.
  4. Select Save. Vizmo shows Settings saved successfully.

Location Settings, Notifications page

The page also has a WhatsApp switch. WhatsApp messages are not covered in this article.

Visitor type switches

  1. Go to Visitors > Settings > Visitor Types and select the edit icon on a visitor type.
  2. Open the Notifications tab.
  3. Turn Visitor Notifications on to email the visitor, and Host Notifications on to email the host.
  4. Turn Forward Notifications on and select Add Employee to copy check-in emails to up to three employees.
  5. Save your changes.

Visitor type page, Notifications tab

For more detail, see Set visitor and host notifications.

Invite switches

  1. Go to Visitors > Settings > Invites.
  2. Under Notification Channels, turn Email and SMS on or off. Each switch only works when the matching switch under Location Settings > Notifications is on.
  3. Save your changes.

Invites settings, Notification Channels switches

For more detail, see Set up invites.

Each person's own channels

  1. Open the profile menu at the top right of the Vizmo portal and select Profile.
  2. Under Notification Channels, turn SMS Channel, Email Channel and Push Notifications Channel on or off.
  3. Select Save.

Profile page, Notification Channels toggles

Admins can change these switches for other employees too. See Manage an employee's notification settings.

Visitor emails

Email (subject starts with) Who receives it, and when What controls it
Alex Morgan Is Here to See you at Northwind HQ, Main Office. The host, when a visitor with a host checks in and no approval is needed. If the host has a personal assistant, the assistant gets a copy that names the host. Location Email; Host Notifications on the visitor type; the recipient's Email Channel.
Forwarded: Alex Morgan Is Here to See Sam Lee (Sam Lee is the host) Up to three employees chosen on the visitor type, when the host email is sent. The host is not sent a second copy. Location Email; Forward Notifications on the visitor type; each recipient's Email Channel.
Welcome to Northwind HQ The visitor, if they gave an email address. Vizmo sends it once check-in is complete, which means after any approval has been given. It includes the digital badge link and QR code, any Custom Badge Message, and the signed agreement as a PDF if the visitor signed one. Location Email; Visitor Notifications on the visitor type. The badge link needs Digital Badges on the visitor type's Badge tab.
Action Required: Approve or Reject Alex Morgan's Visit at ... The approver set on the approval, for example the host. It has an Approve or Reject button, and is copied to the approver's assistant if they have one. Your approval settings. See Approval emails below.
Overstay Notification for Alex Morgan's Visit The host, if Host Overstay Notifications is on, and up to three employees you choose. Vizmo sends it when the visitor is still checked in after the Allowed Stay Duration. Overstay Notifications under Visitors > Settings > Check-out.
Check-out Pending for Alex Morgan (to hosts and extra recipients) and Your Check-out Is Still Pending (to the visitor) Sent after a host ends a visit and the Grace Period passes without the visitor checking out. Enable Visit End, Notify Visitor, Notify Host and Additional Reminder Recipients under Visitors > Settings > Check-out. Location Email must be on. See End a visit and send check-out reminders.

Approval emails

Approvals send emails when a request needs a decision and when it is decided. The wording is built in. The people who receive each email are the ones you choose on the approval:

  • Request: Action Required: Approve or Reject ... goes to the Workflow Approver. If nobody responds within the No Response Time, the Fallback Approver is asked.
  • Result: Approved: ..., Rejected: ... and No Response: ... go to the people chosen in Approval Notification, Rejection Notification and No Response Notification.

The same approval emails exist for invites, desk bookings, room bookings and parking bookings. Built-in approval emails are also copied to the recipient's assistant. Admins set approvals up under the Approvals page of each area, for example Visitors > Settings > Approvals. See Set up multi-level approvals for desk, room and parking bookings.

Invite emails

Email (subject starts with) Who receives it, and when What controls it
Invitation: ... Everyone on the invite and the host, when the invite is created. Visitors also get an Entry Pass button with their check-in link, and a QR code. Invite Email switch; location Email; for employees, their Email Channel.
Invitation Updated: ... The same people, when the invite details change or someone is added. Same as above.
Invitation Cancelled: ... or Cancelled Invite Event: ... The same people, when the invite is cancelled, or when only some of its dates are cancelled, or when a person is removed. Same as above.
Invite Created: Please Fill the Required Details for ... and Invite Deleted: ... The person who created a draft invite, for example from a calendar event, so they can complete the details. Vizmo also tells them if the draft is deleted. Not controlled by the invite switches.

If the SMS switches are on and the visitor has a phone number, the visitor also gets the invite link by SMS.

Employee and account emails

Email (subject starts with) Who receives it, and when
Invitation to Create Vizmo Account A new employee, when an admin invites them or resends the invitation. The link works once and expires after 24 hours. See Activate an employee account.
Your Account Is Now Active The employee, after they set their password from the invitation.
Admin Role Has Been Assigned to Your Vizmo Account (the role name changes) The employee, when an admin gives them a role. See Roles and permissions.

Sign-in and security codes

These emails carry a one-time code. Vizmo sends them whatever your notification switches say, because the person cannot continue without the code.

  • (code) Is Your Vizmo Verification Code: confirms the email address of a new account.
  • OTP for Password Change Request: the code used to reset a password.
  • 2FA Code: (code): the sign-in code for people who use email for two-factor authentication.
  • Your Visitor Check-in Code: sent to a visitor who verifies their email address during touchless check-in or when creating a self invite.
  • OTP for Meeting Room Check-in: sent to the person who booked a room when a code is needed to check in on the Room Display.

Desk, room and parking booking emails

These emails go to the employee the booking is for. Booking confirmations and cancellations need location Email and the employee's Email Channel to be on. Vizmo does not send booking emails by SMS.

Email (subject starts with) When
Desk Booking: Confirmation for Desk, Room Booking: Confirmation for Room, Parking Booking: Confirmation for Parking Space A booking is confirmed. For a permanent booking the subject says You've Been Assigned instead. Room confirmations include a calendar invitation.
Desk Booking Cancelled, Room Booking Cancelled, Parking Booking Cancelled; ... Cancelled Event for some dates only A booking is cancelled, partly cancelled or, for permanent bookings, unassigned. If an approver rejects the request, the subject says Request Rejected - Booking Cancelled.
Desk Booking: Approval Pending, Room Booking: Approval Pending, Parking Booking: Approval Pending A booking is waiting for an approver. Only the location Email switch applies.
Parking Booking Reminder Before a parking booking starts. Set the lead time in Reminder Timing on the parking settings page. A value of 0 turns reminders off. See Set up parking spaces and parking settings.
Room Booking Instructions Sent 10 minutes before a new room booking starts (straight away if it starts sooner) to the employees you choose in Send instructions to. Turn it on with Add Instructions in the room settings. See Configure room settings.
Room Booking Creation: Issues While Creating Your Room Booking The person who created a calendar event that Vizmo could not turn into a confirmed room booking. The email gives the reason. A matching Room Booking Deletion email follows if the draft is deleted.

Reports and exports

  • Your (product) Export Is Ready goes to the person who started the export and to any extra recipients they chose. It contains a download link.
  • Your (product) Report Is Ready - (report name) goes to the recipients of a report from the Reports page, with a summary and a zipped CSV file when there is data.

Other channels

  • SMS: Vizmo sends short text messages for visitor invites, check-in, approval results and check-in codes. The SMS wording is fixed and cannot be edited. SMS needs the location SMS switch, a phone number and, for employees, their SMS Channel switch.
  • Push: hosts and approvers can get push notifications in Vizmo Pass when someone arrives or an approval needs them. This needs the location Push switch and the person's Push Notifications Channel switch. If you use the Slack integration, the same switches apply to Slack messages. See Set up the Slack integration.

Things to know

  • You cannot edit the wording of built-in emails. They use the logo from Location Settings > Branding. Emails that you build yourself with Automation are the exception. See Run an email alert or webhook after an approval and Check Automation executions and scheduled email results.
  • Times in emails use the time zone of the location.
  • The host email, the forwarded copies and the visitor email are separate. A person can turn off one without affecting the others.
  • If someone says an email did not arrive, check the switches in the order shown in How Vizmo decides whether to send a message, then ask them to check their spam folder.