Front Desk: Advance Visitor Registration

Modified on Mon, 10 Aug at 12:25 PM

Advance Visitor Registration

Allows members to pre-register guests before they arrive, helping your team prepare for visitors, coordinate building access, and notify staff.

This feature creates a simple web form where members can register visitors and schedule their arrival date.

Simply open a ticket requesting Advance Visitor Registration, and we will enable it and add a link for your members on your Deskworks sidebar.

Why use Advance Visitor Registration?

In many coworking spaces, visitors can register only when they arrive at the Front Desk tablet. With advance registration, members can submit visitor information ahead of time so your team can:

Prepare for incoming guests
Ensure the right staff is available
Track expected visitors throughout the day
Streamline check-in when the visitor arrives

Once registered, the visitor will appear on Front Desk as an expected guest.

How it works

First - enable the pre-registration feature in your visitor check-ins settings located here, or open a ticket for us to do this for you.

1. Members send a visitor registration link

Once your setting is enabled, members can access a visitor registration form on your Deskworks sidebar and either send it to their guest or fill it out for them. This form is hosted on your space’s subdomain.

The form collects:

First name
Last name
Email address
Optional phone number
Planned visit date
Which member they are visiting

2. A visitor record is automatically created

When the form is submitted, the platform automatically:

Creates a contact record for the visitor
Schedules a future check-in record tied to the visitor’s planned visit
Stores the visitor’s scheduled arrival date
Sends the visitor a confirmation email that they have been registered as a guest with their expected arrival date.

3. Visitors check in when they arrive

When the visitor arrives, they can check in using the Front Desk tablet. The checkin screen will ask if they have been pre-registered.

Pre-registered visitors can:

Search their name on the check-in tablet
Complete their check-in
Notify the member they are visiting

This prevents guests from having to re-type their contact info (name, email, number etc.) since we already have their info in the system.

Email notifications

After a visitor is registered, confirmation emails are automatically sent.

Visitor email

The visitor receives a confirmation message such as:

“You’ve been registered by [Member Name] as a visitor at [Space Name].
Your scheduled visit is on [Visit Date].”

Managers can also add a custom message to this email for additional instructions or directions.

Manager notification

Managers can receive a notification when a visitor is registered:

“A new visitor [Guest Name] has been registered in your space by [Member Name].”

Managers can disable these notifications using notification preferences.

Benefits of advance visitor registration

Using this feature allows coworking teams to:

Improve visitor experience with faster check-ins
Give staff visibility into upcoming guests
Prepare security access lists in advance
Track visitor activity in the CRM
Notify members automatically when guests arrive

If you’re already using the Front Desk tablet for visitor check-ins, advance registration helps streamline the process and gives your team full visibility into who’s expected each day.