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Visitor pre-registration
What is visitor pre-registration?
Visitor pre-registration means registering guests before they arrive, usually when the meeting they are coming to is booked. Reception knows who to expect and which meeting they belong to, guests can receive their arrival details in advance, and check-in on the day takes seconds instead of a form at the desk.
Why pre-register visitors
Guests notice whether they were expected. Pre-registration gets the badge ready, tells the host when the guest arrives and replaces paper lists sent to reception. It also gives a cleaner record of who was in the building.
Visitor data and GDPR
Visitor details are personal data. Collect only what reception needs, keep the record out of open paper log books, and decide how long it is kept. Automatic anonymization after the visit is a practical way to keep visitor data from piling up. Your data protection advisers should set the retention period that fits your organization.
How AskCody handles pre-registration
With AskCody visitor management, organizers pre-register guests in the same Outlook invite as the room and the catering. Guests are linked to the right reception and the meeting, move with the meeting when it moves, and are registered for every occurrence of a recurring meeting. Visitor data can be anonymized automatically to support your GDPR compliance.
Frequently asked questions
Can reception register guests too?
Yes. Reception can register guests in the visitor portal, for example for walk-ins or guests not added in Outlook.
Do guests need to install anything?
No. Pre-registered guests check in on a kiosk at reception.
Related terms