If you need to invite guests to a specific event or meeting, you can keep those invites together with our appointments feature.
With appointments, you can invite guests to a designated meeting directly from the web portal, share a registration link for guests to register themselves for an event, and update appointment details for all of the attendees at once. Additionally, you can set a capacity limit and an approval process for anyone who registers via that link.
Note: For customers on our legacy tier pricing, appointments are only available for Enhanced and Enterprise accounts.
This article will cover how to:
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Create a New Appointment
Appointments are created within each individual location in the Locations page. To access it, click into a location and find the Appointments tab along the top navigation bar. Then, click the Create Appointment button on the left-hand side.
Note: Existing locations can be also viewed on the left-hand side. Simply click your appointment from the list to view it.
From there, you can then enter the appointment’s details, such as:
Meeting Name
Start and End date/time
Appointment Host
Guest Limit
This number only applies to guests registered through the open registration link. This does not include guests manually invited via a Sign In Enterprise user. More details on manual invites can be found in THIS section below
Manual Approval of Registrations
Toggle on whether guests who are registered via the self-registration link must be approved by a Sign In Enterprise user. More details can be found in THIS section below.
To edit an existing appointment, hover your mouse over the appointment’s name in the left menu bar. Then, click on the pencil icon to proceed.
Invite Guests to Your Appointment
Now that your appointment is created, you have the ability to register your guests’ details through the web portal or allow them to register their own details through a registration link. Both can be enabled at the same time.
These next sections will cover both scenarios.
Manual Invite
The manual invite process functions very similarly to our standard invite process. To learn more about standard invites, click HERE. One key difference is that since you are inviting your guests to a meeting with pre-designated hosts and dates/times, you will not be able to edit those details on an individual basis.
To add a new invite, simply click on the Add Invite button in the top-right corner of your appointments section. Then, add your guest’s details and optionally send them an invite email. To learn how to create invite email templates, click HERE.
To edit or delete an existing invite record, click the checkbox next to their name. Then, click Actions and edit/delete invite.
Registration Link Invite
The registration link allows you to send a public link to prospective visitors to allow them to register themselves. This is handy if you don’t know who will be attending your meeting in advance. It also saves you from having to enter your individual guests’ details yourself.
This feature is turned off by default, but can be manually enabled after the appointment is created. Simply navigate to the Self Registration dropdown box for your appointment and choose Open. This can be closed again whenever you’d like.
Once opened, you can copy the link to your clipboard by clicking the Copy Link button. You can now send or post that link as you see fit. Your visitor will then be brought to the registration experience that is chosen for that location.
To learn how to set up your dynamic registration portal, click HERE.
Note: It is mandatory that you capture your visitor’s email, first, and last name through the registration portal.
Visitors clicking on the link will be brought to the below registration page to begin the process:
Refresh Link
You can refresh the registration link at any time when viewing your appointment. This allows you to switch out the link as a security measure without having to close your appointment to outside registrations.
Optional Registration Link Settings
You are able to add some conditions to visitors who register via the registration link. These include the ability to set a Guest Limit and toggle on manual approval of registrations.
The Guest Limit restricts the amount of people who can register for you appointment via the link. The link only works if there are spaces left in the appointment. It does not apply to anyone that you or other Sign In Enterprise users you will be adding manually from the admin site.
For example, if you’ve set the limit to 10 and have added 3 visitors manually through the admin site, only 7 visitors can be registered through the link. If you then add 20 people manually (the limit won't stop you from doing so), no one will be able to register via the link because the total limit of 10 has now been reached. However, you can still invite more people manually if you wish to do so.
Manual approval of registrations require an SIE user to manually approve or reject any visitor who registered through the link. Invites requiring approval will appear under the Pending section.
One approved, the invite record will be visible under the Invites tab alongside the other invited visitors.
