This feature creates a simple web form where members can register visitors and schedule their arrival date.
Why use Advance Visitor Registration?
In many coworking spaces, visitors previously had to register only when they arrived at the Front Desk tablet. With advance registration, members can submit visitor information ahead of time so your team can:
Prepare for incoming guests
Notify building security
Ensure the right staff is available
Track expected visitors throughout the day
Streamline check-in when the visitor arrives
Once registered, the visitor will appear in your dashboard as an upcoming guest.
How it works
First - enable the pre-registration feature in your visitor check-ins settings located here.
If you haven't already set up the Front Desk app, learn how to do that here.
1. Members send a visitor registration link
Once your setting is enabled, members can access a visitor registration form and send it to their guest. This form is hosted on your space’s subdomain.
The form collects:
First name
Last name
Email address
Optional phone number
Planned visit date
Which member they are visiting
The visitor/member relationship can also be prefilled using URL parameters, similar to event invitation links.
This link to this form is auto-generated and available to you in the 'resources' section of your member app and dashboard. A link will be generated for each campus. To make it visible to members, make sure to add the resource to the appropriate resource category, or share it with them directly.
2. A visitor record is automatically created
When the form is submitted, the platform automatically:
Creates a contact record for the visitor
Adds the visitor to your CRM as a Visitor
Schedules a future check-in record tied to the visitor’s planned visit
Stores the visitor’s scheduled arrival date
Sends the visitor a confirmation email that they have been registered as a guest with their expected arrival date.
This allows managers to see who is expected before they arrive.
3. Visitors appear in the dashboard
Managers will see an Upcoming Visitors section in the dashboard showing scheduled guests.
This helps teams quickly identify:
Who is visiting
Who invited them
When they are expected to arrive
4. Visitors check in when they arrive
When the visitor arrives, they can check in using the Front Desk tablet. The checkin experiences will ask if they have been pre-registered.
Pre-registered visitors can:
Search their name on the check-in tablet
Complete their check-in
Notify the member they are visiting
This prevents guests from having to re-type their contact info (name, email, number etc.) since we already have their info in the system.
Email notifications
After a visitor is registered, confirmation emails are automatically sent.
Visitor email
The visitor receives a confirmation message such as:
“You’ve been registered by [Member Name] as a visitor at [Space Name].
Your scheduled visit is on [Visit Date].”
Managers can also add a custom message to this email for additional instructions or directions.
Manager notification
Managers can receive a notification when a visitor is registered:
“A new visitor [Guest Name] has been registered in your space by [Member Name].”
The email includes a link to view the visitor’s contact record in the CRM.
Managers can disable these notifications using notification preferences.
Phone number collection
Spaces can optionally collect a visitor phone number during registration.
This setting applies to:
The advance visitor registration form
The Front Desk visitor check-in experience
Managers can enable or disable phone number collection in community preferences.
Benefits of advance visitor registration
Using this feature allows coworking teams to:
Improve visitor experience with faster check-ins
Give staff visibility into upcoming guests
Prepare security access lists in advance
Track visitor activity in the CRM
Notify members automatically when guests arrive
If you’re already using the Front Desk tablet for visitor check-ins, advance registration helps streamline the process and gives your team full visibility into who’s expected each day.