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Registration Portal

The Registration Portal is part of the pre-registration process which gives your visitors a seamless way to answer questions and agree to terms before arriving on site. Available to Enhanced and Pro plans, this feature is ideal for gathering essential information ahead of time while streamlining the sign-in process for visitor groups.

What the Registration Portal Can Do

Visitors accessing the registration portal can:

  • Complete Sign in fields you've configured for their group.

  • View Notices such as terms, site guidance, or safety instructions. This saves valuable time and potential queues during on-site sign in.

  • Watch Induction / Orientation videos ahead of the visit.

  • Acknowledge Confirmation prompts like agreements or policies.

Feature Requirements

To use the registration portal, your site must meet the following criteria:

  • Your account must be on the Enhanced or Pro tier plan. If you are unsure of your current plan or would like to upgrade, please don't hesitate to reach out to [email protected]

  • The portal can be used for visitor pre-registrations including the registration portal link in the invitation email

Please Note: If you are currently on a free trial of Sign In App and would like to trial the Registration Portal alongside this, we would need to upgrade your trial to an Enhanced or Pro tier plan.
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If you would like us to do this just send a request from the email linked to your trial account to [email protected]

Step 1: Enabling the registration portal for a group

To activate the registration portal and start sending links to visitors:

  1. Go to Manage > Visitor groups > Select Group > Pre-registration.

  2. Click Edit email template

  3. Tick Include a registration link under email settings

  4. Configure your pre-registration email message and settings as usual.

This will add a unique registration portal link to the visitor’s invitation email.

Step 2: Choosing which fields appear in the registration portal

You can decide which sign in fields visitors complete ahead of time and which ones should only be answered on arrival.

  1. Go to Manage > Sites > Select Site > Sign in & out flow.

  2. Click the field you’d like to include (e.g. Company Name) and then select Edit field.

  3. Select to edit the Also display this field in drop-down, and tick Registration portal from the list.

Tip: You may have questions that are only relevant during sign in (e.g. “Which car parking space have you used today?”). In these cases, skip this step and the question will only appear during on-site sign in.

Supported Custom Field Types

You can include most standard custom field types in your pre-registration setup:

  • Text

  • Checkboxes

  • Date

  • Dropdown

  • Dropdown with other

  • Email

  • Number

  • Phone number

  • Uppercase

  • URL

  • Yes or No questions

Please Note: The following custom field types are currently not supported in the registration portal:

  • Notify list

  • Photo (e.g. ID upload)

  • Signature

Step 3: Adding Notices to the Registration Portal


You can display key visitor notices such as health and safety agreements, NDAs, or videos as part of the registration process.

  1. Go to Manage > Sites > Select Site > Sign in & out flow.

  2. Either select an already existing Notice, or add a new Notice that you would like to be displayed during the registration

  3. Ensure the checkbox Show notice in registration portal is selected

Visitors will see these notices during registration, along with any follow-up actions you’ve added (e.g. agreement checkboxes or signature prompts).

Supported Notice Types

Notices in the portal can include:

  • Rich Text

  • PDF documents

  • Images

  • MP4 video files

You can also add actions to your notices, including:

  • No action required

  • Optional - Checkbox that can be optionally ticked

  • Agreement required - Checkbox that must be ticked

  • Agreement required - Signature must be provided

Important: Other video formats outside of MP4 are not currently supported.

Step 4: Sending a Pre-registration Invitation

Once you’ve configured the above:

1. Go to Activity > Pre-registrations > Pre-register

2. Fill out the pre-registration form as usual including any notes. (Leave blank any fields the visitor should complete themselves.)

3. Select Send email invitation and fields will appear where you can enter the visitors email address and optionally add a personal message:

If you'd like you can then send yourself a test email to view what the visitor will see. When you are happy with the pre-registration, click Pre-register and the email will automatically be sent.

You can view sent invites under the Pre-registrations tab from the Activity screen. Click on a pre-registered visitor to see any details. This includes notes, the ability to resend invites, and the status of each registration.

Tip: You can customise the email wording (including highlighting the registration portal) from Manage > Visitor groups > Select Group > Pre-registration. Click here to read more.

What the Visitor Will See

The visitors pre-registration invitation email will contain an additional area at the bottom with a link to complete their registration:

When a visitor clicks Register in the email, they’ll be taken to a page with your organisation’s logo and a Start button:

Once they click 'Start' they will be then be presented with a form to complete, where they will see the existing data for any fields filled out as part of the pre-registration submission, and be able to fill out the details for any fields requiring information:

Once they click 'Continue' they will then be taken to the Notices page if you have this configured.

If a message contains any media, such as a video, this will automatically play after 'Continue' is selected above. The visitor will not be able to progress to the next page until the video has finished playing:

If an action is required (e.g. tick a checkbox or sign to confirm understanding), this will appear before the final Submit button.

What Happens After Submission

Once the visitor clicks Submit, they’ll see a Registration Complete message.

Important: After submission, the registration portal will no longer be accessible to the visitor. If any edits are required from the visitor, this can be done during the on-site sign in.

Once complete, the information is displayed under Activity > Pre-registrations where you can review or edit any responses submitted via the form by clicking on the visitors name. From here, you can also resend the email invitation if needed.

We hope you found this guide helpful. If you have questions, reach out to [email protected]

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