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Manage expected visitors and pre-registered visits

The pre-registrations list shows every announced visit: who is expected, when, by whom, and whether the visitor confirmed. Reception uses it to prepare arrivals; a well-kept list means fast, smooth check-ins.

Open the pre-registrations list

  1. Open Hamilton Visitor.

  2. In the left menu, click Reception, then Pre-registration.

Find an expected visit

  1. Set the date range with the "From" and "To" fields (today by default).

  2. Search by visitor, company, resident (host), badge, purpose, visit ID or vehicle plate.

  3. Open the Filter panel for finer criteria: visit type, site, localisation, building, vehicle plate, and the invitation status — Not confirmed, Declined or Confirmed — when your organization sends invitations with a confirmation link.

  4. Click Search. Click Clean to reset.

Each line shows the visit's schedule, visitor, company, host, purpose and site. VIP and reduced-mobility flags stand out so reception can prepare.

Check in an expected visit

  1. Open the visit from the list — the visit sheet opens pre-filled.

  2. Verify the identity, complete the record (photo, ID) if required, then click "Validate entry" or "Validate and print" — see "Check in and register visitors at the front desk".

Edit or cancel a pre-registered visit

  1. Open the visit from the list.

  2. Update the details (schedule, host, purpose, visitors) and validate, or cancel the visit if it will not take place.

Good to know

  • Pre-registrations are created by hosts (see "Pre-register a visit as a host"), by reception, or imported in bulk (see "Import visits and visitors in bulk").

  • Visits that need validation appear here only once approved — see "Validate visits and manage access requests".

  • The invitation confirmation status helps you anticipate no-shows: follow up Declined and Not confirmed visits with the host.

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