Visitor self invite with a QR code

Let visitors create their own invite with a QR code

Visitor self invite lets a visitor create a one-day invite for themselves by scanning a QR code or opening a link, so no host has to send one first. You turn it on for a location, generate the QR code, and then display or share it.

Before you start

  • You need to be a Company Admin or a Location Admin.
  • Invites must be turned on for the location (Enable or Disable Invites on the same settings page).
  • At least one visitor type must be enabled. Visitors can only pick the visitor types you allow for self invite.
  • If you want to limit self invites to office hours, set the location's office hours first. See Set up office hours for a location.

Availability: if this option is greyed out or missing, contact your Vizmo account manager.

Turn on self invite

  1. Sign in to the Vizmo portal and select the location.
  2. Go to Visitors > Settings > Invites.
  3. In the Visitor Self Invite section, turn on Enable Visitor Self Invite.
  4. Set Advance Self Invite Window (Days). This is how many days ahead a visitor can book. Enter -1 for no limit.
  5. Under Allowed Days, tick the days of the week on which visitors may create a self invite. You must tick at least one. Monday to Friday are ticked until you change them.
  6. Turn on Use Office Hours if visitors may only choose a time inside the location's office hours.
  7. Set Maximum Self Invites Per Day (1 to 10). This is the total for the location on each visit date, not a limit per visitor. Cancelled self invites do not count towards it.
  8. In Supported Visitor Types, select at least one visitor type.

Invites settings, Visitor Self Invite section with the options filled in

Generate the QR code and link

  1. On the right of the same section, turn on QR Code.
  2. Choose Self Invite QR Expiry: Never, 1 Day, 3 Days, 7 Days or Custom (enter the number of days).
  3. Select Generate QR. Vizmo saves your settings and shows the QR code, its expiry date and a Self Invite Link. You see “Self invite QR updated.”
  4. Select the copy icon next to Self Invite Link to copy the link.

Self Invite QR code, expiry and link after Generate QR

Display the QR code where visitors arrive, or share the link by email or chat. Both open the same page on the visitor's phone.

Note: selecting Generate QR again creates a new QR code and link. The old ones stop working straight away, so replace any printed copies. A QR code that has passed its expiry date stops working too.

What visitors do

  1. Scan the QR code or open the link on their phone.
  2. Enter their phone number. If email check-in is turned on for the location, they can use their email address instead.
  3. On Select Visit Date, choose the date and time (in 15-minute steps). Short hints below the fields show the allowed days, how far ahead they can book and your office hours.

Select Visit Date screen with date, time and allowed-day hints

  1. Choose a visitor type from the ones you allowed.
  2. Enter the one-time code if that visitor type asks them to verify their phone number or email.
  3. Choose the person they are visiting. This step is skipped if the visitor type does not ask for a host.
  4. Complete the check-in details for that visitor type, such as the check-in form, agreement, ID card or photo.
  5. Review the summary and select Submit.

The visitor then sees Invite Created and is taken to their invite page, where they can check in on the day. The host is notified of the new invite.

Invite Created confirmation after a visitor submits a self invite

What visitors can and cannot do

  • A self invite is for one day and has exactly one visitor. A visitor who is coming with others needs a separate self invite each, or an invite from their host.
  • You cannot add visitors to a self invite from the portal.
  • A visitor cannot create a second self invite for the same date and time. They are shown their existing invite instead, with an Open Invite button.
  • If you require approval for invites, the visitor sees “Your invite is awaiting approval.” and can check in only after every required approval is granted. If an approval is rejected or not answered, they cannot check in.

Troubleshooting

Messages visitors may see

Message What it means and what to do
Self invite is not available for this date. / Self invite is not available on the selected day The date is not one of your Allowed Days. Ask the visitor to choose another date, or tick the day in the settings.
The selected date is outside the allowed self invite window. The date is further ahead than Advance Self Invite Window (Days) allows.
That time slot is not available for self invite. Please choose another date or time. / Please select a time within the office hours. Use Office Hours is on and the time is outside the location's office hours.
Self invite slots are full for the selected day. Please choose another day. The Maximum Self Invites Per Day limit has been reached for that date. Raise the limit or ask the visitor to pick another day.
An invite already exists for this visitor and time slot. The visitor has already created an invite for that date and time. They can select Open Invite.
Another self invite is being created for the selected day. Please try again Another visitor is submitting at the same moment. Wait a few seconds and select Submit again.
Invite date cannot be in the past The chosen time has already passed. Choose a time from now onwards.
Self invite is not available right now. Please contact your host. No visitor type is available. Check that the visitor types in Supported Visitor Types are still enabled.
Host is not available for self invite The selected host is hidden from the host list. Choose another host, or see Hide an employee from the host list.
Invalid token Shown when the visitor opens the QR code or link. The code has expired or been replaced, or self invite has been turned off. Check the settings, generate a new QR code if needed and share it again.

The Visitor Self Invite section is missing

The section is only shown when self invite is available for your location. Contact your Vizmo account manager.

Visitors cannot choose a visitor type

Make sure at least one enabled visitor type is selected in Supported Visitor Types. Self invite does not offer a visitor type that has been disabled.

Related: Set up invites