Send an invite
Send an invite to tell Vizmo that visitors or colleagues are expected. Everyone you invite can be notified and can check in faster when they arrive.
Before you start
- Admins, Location Admins and Receptionists can send invites from the Vizmo portal. Other employees can send their own invites from Visitors > Invites in the employee portal, or from the Vizmo Pass app. See Send a visitor invitation in Vizmo Pass.
- Invites must be turned on for the location. See Set up invites.
- Availability: if this option is greyed out or missing, contact your Vizmo account manager.
Send an invite
- Sign in to the Vizmo portal and select the location where your visitors will arrive. The Send Invite button is not shown in Company View.
- Go to Visitors > Invites and select Send Invite. The New Invite panel opens on the Details tab.
- Enter a Title. Select + Add description if you want to add more detail.
- In Select Purpose, choose the visitor type for the visit. You need to do this before you can add a visitor. If your company uses tenants, a Tenant field also appears, so choose the tenant the visit is for. If a host field appears, choose the host. To invite someone for another employee, see Send an invite on behalf of another host.
- Set the Expected Date and Expected Time. Time is chosen in 15-minute steps, and a date or time that has already passed cannot be selected.
- If the visit repeats, set Recurrence to Daily or Custom, then set the End Date. The default is Does Not Repeat. Custom lets you repeat weekly, on Every Weekday (Monday to Friday), or at your own interval with Repeats Every (days, weeks or months).
- Select Next to open the Attendees tab.
- Select Add Visitor. Enter the visitor's Phone Number, First Name, Last Name, Email, Company and Vehicle Number, then select Add. First Name is required. Any extra questions set up for the visitor type also appear. Repeat for more visitors, then select Save to put them on the attendee list.
- To invite a colleague, select Add Employee, choose them under Select Employee (select + Add Row for more), then select Save.
- Select Send. The portal shows "The new invite has been sent."
After you send it
- The invite appears in the Invites list. The list opens on Today. To find an invite for another day, change the date drop-down above the list (Tomorrow, This Week or Custom).
- Sending an invite does not check the visitor in. They still check in when they arrive.
- If an approval is needed, open the invite from the list and check its Approvals tab. See Set up an invite approver.
- Whether invitees are notified depends on the invite settings and on the channels switched on for the location. See Set up invites.
Things to know
- You can add up to 100 attendees to one invite. To invite more people, use a bulk invite. See Import invites in bulk from a CSV file.
- The host cannot also be an attendee on the same invite.
- For more on adding, editing and removing attendees, see Add attendees to an invite.
Troubleshooting
- There is no Send Invite button. Select a location instead of Company View. If Visitors > Invites is missing from the menu, your role may not include it.
- Send Invite is greyed out. Its tooltip reads "Invites are disabled in the invite settings". Ask an admin to switch on Enable or Disable Invites under Visitors > Settings > Invites.
- A date is rejected. Employees cannot invite further ahead than the Maximum Invitable Days set in the invite settings. Admins are not limited by this.
- "Please add at least 1 attendee". Add a visitor or an employee on the Attendees tab before you select Send.
- "Please select the purpose first". Go back to the Details tab, choose a purpose in Select Purpose, then add the visitor.
- "You cannot add more than 100 attendees". Split the visit into more than one invite.
- "Some of the attendee(s) are blocked." Remove the blocked visitor from the attendee list, or review the blocklist.
- "The host and attendee cannot be the same. Please remove one of them." Pick a different host, or remove that person from the attendees.
- The invite is waiting. An approval may apply. See Set up an invite approver.