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Registration Portal

Updated over 2 weeks ago

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 Standard visitor groups.

What the Registration Portal Can Do

Visitors accessing the registration portal can:

  • Complete Custom fields you've configured for their group.

  • View Messages 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 standard visitor pre-registrations including the registration portal link in the invitation email

Step 1: Enabling the registration portal for a group

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

  1. Go to Manage > Groups > Select Standard Group > Pre-registrations.

  2. Toggle on 'Include registration link in pre-registration emails'

  3. 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 custom fields visitors complete ahead of time and which ones should only be answered on arrival.

  1. Go to Manage > Sites > Select Site > Custom fields.

  2. Click the field you’d like to include (e.g. Car registration).

  3. Toggle on Show on registration portal.

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, leave the toggle off 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 Messages to the Registration Portal

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

  1. Go to Manage > Sites > Select Site > Messages.

  2. Click on a message to configure your settings as normal, and then toggle Show on registration portal.

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

Supported Message Types

Messages in the portal can include:

  • Rich Text

  • PDF documents

  • Images

  • MP4 video files

You can also add actions to your messages, including:

  • No action – Continue

  • Optional checkbox

  • Mandatory checkbox

  • Agreement signature

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

Step 4: Sending a Pre-registration Invitation

Once you’ve configured your fields and messages:

1. Go to Today > Visitors > 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 then click 'Add', a message will confirm the invitation has been sent.

You can view sent invites under the Pre-registered tab from the Today screen. This includes notes, the ability to resend invites, and the status of each registration.

Tip: You can customise the email wording (including highlighting the new registration portal) from Manage > Groups > Select Group > Pre-registrations

What the Visitor Will See

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

Tip: You can highlight this additional feature in the pre-registration email by customising the content in the template via Manage > Groups > Select Group > Pre-registrations

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 'Messages' 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 Today > Pre-registered where you can review or edit any responses submitted via the form.

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

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