Add an existing visitor
Open your booking (My bookings, click the booking, then Modify) and scroll to the Participants section.
Start typing the visitor's name in the search field: if the person already visited your organization, pick them from the suggestions.
Alternatively, click the add (+) icon to open the visitor search window, look the person up and select them.
Create a new visitor
If the person has never been registered:
In the Participants section, click the add (+) icon, then choose to create a new visitor (also proposed automatically when the typed name has no match).
Fill in the "Enter a new visitor" form. Fields marked with a star are mandatory; your organization decides which ones. Typical fields include:
Civility, Name, First name
Visitor status (for example guest, contractor)
Company: click the magnifier icon to search and select the company
Function, Email, Address, City, Country
Confirm. The visitor is added to your booking's participants.
Tick the email checkbox on the visitor's row to send them the meeting details, and set their participation mode (on site or remote).
Import a list of visitors
For large meetings or events, add all visitors at once from a file:
In the Participants section, click the group import icon ("Import visitors").
Click Template to download the expected file format.
Fill in the template with your visitors, one per line, without changing the columns.
Back in the import window, select your file and click Validate.
The screen confirms the import and lists any rejected lines with the reason (for example a mandatory field missing or an invalid value). Fix those lines in your file and import it again.
The import creates the visitors and announces their visit in one step.
Good to know
A vehicle (registration plate, brand, model and color) can be recorded for each visitor to ease access and parking on the day of the meeting.
If your organization also uses Hamilton Visitor, registered visitors appear in the reception's expected visitors list, ready for a fast check-in.