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Pre-register a visit as a host

Expecting a guest? Pre-register the visit: reception will have everything ready, your visitor is welcomed faster, and — depending on your organization — receives an email invitation with the practical details.

Open the pre-registration form

  1. Open Hamilton Visitor. As a host (employee), your menu is centered on your own visits.

  2. In the left menu, click Pre-registration. The visit sheet opens with two tabs: Visitor and Meeting.

Announce a single visitor

  1. On the Visitor tab, type your visitor's name in the search field:

    • If the person already visited, pick them from the suggestions.

    • Otherwise choose New and fill in the visitor form (name, first name, company, email...; starred fields are mandatory). With email invitations enabled, the visitor receives an invitation and can confirm their coming.

  2. Check the visitor's details shown on the sheet; click the edit icon to correct them.

  3. On the Meeting tab, set the visit details: date and time (start and end), purpose, location, and any options proposed by your site (parking, restaurant, VIP...).

  4. Click Validate. The visit is announced and appears in reception's pre-registrations list.

Announce a group

  1. On the Visitor tab, click the add icon to add several visitors one by one — the maximum number per visit sheet is displayed.

  2. For a long list, click the import icon ("Import visitors") and load your visitors from a file: download the template, fill it, upload it. Rejected lines are listed with the reason so you can fix and retry.

  3. Complete the Meeting tab and validate the group.

After the pre-registration

  • Your visit appears in "Expected visits", where you can still edit, duplicate or delete it — see "Follow your visits, packages and delegations as a host".

  • If your organization validates visits (restricted zones, sensitive sites), your request may need approval before it reaches reception — you will see its status in your expected visits.

  • On the day, your visitor checks in at reception and you are notified of their arrival.

Good to know

  • Depending on your rights, some visit types or locations are not available to you; the site's reception can complete what you cannot enter.

  • A colleague can pre-register on your behalf if you declared them as your delegate — see "Follow your visits, packages and delegations as a host".

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