We ensure your visitors are notified with the right information at the right time when you schedule a visit for them. Starting from sending a well-templated invitation email to reminding them about their visit to notifying them about the invite updates, Genea has readily available emails for all important stages of the visit invitation.
These emails will show as being from Genea; however, your company’s branding is featured prominently in the email’s content.
Types of visitor emails:
1) Invitation email :
Your visitors will receive an email in their inbox when you invite them. The invitation email includes all the required information about the visit, like the date and time of the meeting, the location of the upcoming visit, details about the host, etc.
When the visit date is within 48 hours of the invite creation date:
When you create a visit for your visitor that is two days from the date of visit creation, then your visitor will get an invitation email and there will be a link to “Check-in now” in the email. The link opens a browser where invited visitors can pre-register themselves by filling in their details, taking a picture, and sign any legal documents that are part of your check-in flow.
When the visit date is more than 48 hours from the invite creation date:
When you create a visit for your visitor that is more than two days from the date of visit creation, then your visitor will get an invitation email with all the required information about the visit, like the date and time of the meeting, the location of the upcoming visit, details about the host, etc. In this case, the invitation email will not contain the "Check-in now" link. The visitor will receive a separate email with the "Check-in now" option prior to 48 hours of their visit.
The invitations emails include a decline option that allows the visitors to decline the visit invitation. When the visitors decline an invitation, they won't receive any further emails and the hosts will be notified with their visit statuses.
2) Reminder email :
The visitor will receive a reminder email at 08:00 AM on the day of their visit. If a visitor is invited less than 24 hours in advance of 08:00 AM of the next day, they will only receive the check-in email and not receive the reminder email. The reminder email includes all the required information about the visit, like the date and time of the meeting, the location of the upcoming visit, details about the host, QR code if permitted during the check-in flow, etc.
3) Email containing visitor's signed document copies:
If the visitor signs any document as a part of the check-in process, then that signed document is sent to the visitor via email. The visitor can download the attachments of the documents for future reference.
4) Visit cancel email:
If the planned visit is canceled by the host for any reason, the visitor will receive an email with canceled visit details.
If you have any questions about this feature or have any other requests, please reach out to acsupport@getgenea.com.