Invite visitors to your office

Once you've set up visitor management in your office, you'll be ready to start inviting and managing visitors. Visitors can be invited ahead of time via:

• Calven Web
• Outlook Add-in, if configured (performed by any user with the Outlook Add-in installed)
• Adding visitors listener accounts  to a calendar event

Inviting visitors to your office via Calven Web

To invite visitors to your office, go to app.calven.com/visitors and navigate to the my invites tab

To create a new invite, click + Invite

You can select the office, visitor type, and a date range for the invite. You can optionally add a host to the invite, which will be shown to the visitor.

The text copy shown is the welcome message that will be sent as part of the email message. It can be configured in Visitor Settings, and you can override those values for each visitor type in visitor type configuration.

Click add invitees to enter the information for your visitors.

You must enter an email, first name and last name for each visitor. The phone number and company fields are optional. You can also upload a CSV of visitors to send a large number of invites at the same time - utilize the Download template link on the invitee creation page:

Click to send the invite to your visitors. Once you've sent it, they'll receive an email with the details of the visit:

 

Creating invites via the Calven Outlook Add-in 

When you press the 'add ons' button, you'll see the option to pre-register a visitor if your organization has visitor management configured. Clicking this button will show available visitor types in your selected office.

 

 

Ensure the name and email address for each visitor is correct and has a blue check box ticked. Click on Register X visitors to trigger to the invite email.

 

Inviting visitors from your calendar

Another way to quickly invite visitors is by adding a Calven virtual receptionist account to your calendar meeting. 

 

To set up Calven virtual receptionists for your offices, contact our support team with the office and visitor type you'd like to create listeners for. If your organization has multiple visitor types, one will need to be specified as the default to use when registering visitors via this method.

When you invite a virtual receptionist account to a calendar meeting, all invitees to the meeting with external email addresses (outside your Calven organization) will be registered as visitors in Calven as soon as the meeting is created. They will be registered with the office and visitor type associated with the virtual receptionist account you've invited.

 

After the meeting is created, the visitors will receive invite emails and be added to the visitor invite list in Calven:

 

 

You will also receive a confirmation email with a list of the registered visitors.

 

If you cancel the calendar event from which you invited visitors from, your visitors will receive a follow up email to let them know the invite has been cancelled.

 

Manage upcoming invites

As an administrator, you can manage all visitor invites for the office by navigating to app.calven.com/admin/visitors.

• Use the invites tab to manage all invites
• Use the visit log tab to see a list of all visitors who have signed in already

As a non-administrator, you can manage invites you've sent by navigating to app.calven.com/visitors/my-invites 

If you cancel an invite, your visitors will receive a follow up email to let them know the invite has been edited or cancelled.