If you have a person or group of people who you know will be arriving at your location, you can pre-register them in Outlook to speed up their sign-in process with Traction Guest. You can also send out customized email templates to add a welcoming touch or present important information before they step through your doors. This knowledge article will walk though the initial set-up process and the steps needed to invite a Guest through Outlook.
NOTE: This integration does not support Outlook Exchange on-premises 2013
Our Outlook integration requires downloading the 'Traction Guest' Outlook add-in which is opened directly within your Outlook client. It can be downloaded from the Microsoft add-in store or directly through this link:
Before purchasing Traction Guest, it is recommended that you confirm that you're able download and run the add-In as certain versions of Outlook are unsupported. This check can be done by simply downloading the add-In and confirming that you can see the Traction Guest login page from the side panel that opens. There are also differing methods of installing the add-In and pushing it to employee Outlook clients - these are dependent on Outlook version and should be investigated prior to purchase.
For further information on supported versions, please see the below information relating to supported Outlook API sets. The Traction Guest add-In leverages Outlook API sets 1.3 and higher. (For example, Exchange On-Premises 2013 does not have the required API set and is not supported):
Related Content:
How to place a guest on a watchlist?
How to invite a Guest
1. Create a meeting/appointment in Outlook.
2. Enter your 'To', 'Subject', and Location Info as you normally would.
3. Click on the Traction Guest Add-in to open a new window. If you aren't already signed in, enter your Traction Guest user credentials or SSO info as normal.
4. You will then see a window which shows your chosen start and end dates along with a menu of options underneath. If you would like to change the dates or add more recipients to your original invite, make sure to hit 'RESYNC' so that Traction Guest can pull in the new info.
5. Choose your Invite Options from the dialogue window. These options are:
Location: Which Location in Traction Guest are you inviting your visitor to?
Hosts: Who will be greeting your guest?
Your Guests will choose these recipients when they sign-in to your location.
This information will be pulled from your host list in Traction Guest. Click HERE to learn more about hosts.
Guests: Who are you inviting?
Select the guests that you are inviting to your location and need to sign-in on the iPad.
Clicking the pencil icon will open up additional settings:
You can change the guest's name and add their company. This will autofill on the iPad when they sign in.
You can also add them to a watchlist so that they are flagged with your designated color when they arrive. Click HERE to learn more about watchlists.
Show Notification Options: Send Traction Guest email notifications in addition to your Outlook meeting invite.
Opening this window will allow you to notify guests by email. You will be able to select a pre-made template designed through Traction Guest.
Scheduled Notification: You have the option of sending additional scheduled emails, either to your guests, hosts, or location admins. Click HERE to learn more about scheduled notifications.
6. Click Save.
7. Send your Outlook meeting
Choosing Default Settings
To save setup time, you can designate a default location, automatically set invite emails to trigger, and choose a default email template. This can be set within the Outlook add-on also. Simply, click on the "SETTINGS" option.
You can also set a default time buffer so that the invite in Traction Guest encompasses additional minutes before and after the set meeting. The Outlook meeting times will still retain your original meeting time.
NOTE: If the "Send Invite Emails" default option is not selected then guests will not automatically receive email invites from Traction Guest. If the default is not selected, users will need to set "Notify Guest by Email" to "TRUE" for each invite they are sending out.
