Streamline Visitor Check-In with Pre-Registration
28 September 2026
Why Pre-Registration Matters
Every minute a visitor spends filling out forms at the front desk is time they are not spending with your team. Pre-registration flips the script: the guest's details are captured before they arrive, so check-in becomes a quick confirmation rather than a data-entry exercise.
This approach is particularly useful for recurring visitors, scheduled client meetings, and interview panels. You already know who is coming—the system simply verifies them on arrival.
Prerequisites
Before setting up pre-registration, make sure you have:
- An Entrica Professional plan (pre-registration is not available on the Core plan)
- Your account provisioned with locations and hosts set up
- A printed QR code or kiosk ready at your reception area
- A copy of your visitor list in CSV format if you are importing multiple guests
How to Streamline Check-In
1. Add Visitors in Advance
From your admin dashboard, navigate to the pre-registration section. Enter each guest's full name, email, phone number, and the host they are visiting. You can also add an expected arrival time and a note—useful for parking instructions or building access details.
2. Share the Check-In Link or QR Code
Once a visitor is pre-registered, they do not need to re-enter their details. On arrival, they simply scan the location QR code or tap the NFC tag at the front desk. Their details are already in the system, so sign-in takes seconds.
3. Import Large Lists with CSV
For events or busy days, use the CSV import feature. Prepare your spreadsheet with the required columns, upload it, and the system will batch-add your visitors. This saves significant time compared to manual entry, especially for multiple-day bookings or large training sessions.
4. Let the Host Know
When the visitor arrives and confirms their check-in, the host receives an email notification automatically. On Professional plans, hosts can also receive SMS alerts if that is preferred for time-sensitive meetings.
Common Mistakes to Avoid
- Sending the wrong link. Ensure the QR code you share is for the correct location. Entrica supports hierarchical multi-location setups, so double-check you are using the right one.
- Skipping the import template. When using CSV upload, follow the provided template exactly. Mismatched columns or extra spaces will cause errors.
- Not communicating with the host. A pre-registered visitor is only useful if the host knows when they arrive. Rely on the email or SMS notifications rather than the visitor having to call.
- Forgetting regulars. If you have daily visitors, such as contractors or cleaning staff, add them once and keep their records active. The system flags duplicates and offers returning-visitor lookup, so you can avoid creating unnecessary new entries.
A Note on Privacy
Pre-registration means you are holding visitor data before a person sets foot in your building. Entrica supports your obligations under the New Zealand Privacy Act 2020 and the Australian Privacy Principles, with options for erasure and access requests. Keep your visitor lists tidy—delete outdated records through the admin dashboard to reduce risk.
Getting Started
Pre-registration is not a self-serve feature. When you book your onboarding call with Entrica, tell the team you want pre-registration enabled. They will provision the accounts, upload your branding, and help you plan your first import.
A smooth check-in starts before the door opens. With a tool like Entrica, you can turn arrival into a simple confirmation—not a bottleneck. Book your 14-day trial to test it with your own team.