User guide

Send and share invitations

Choose email or share a link yourself, then follow the same visit.

Frontdesk Security Operator Organization admin Host

Reviewed 5 October 2026

Your organization settings and account permissions determine which options are available.

All screens use fictional data. QR images and setup codes are examples and cannot be used to register.

Before you start

Prepare the guest name, destination, schedule, and purpose. A Host uses its own host record; staff follow their assigned locations.

How the task works

Follow the main steps in order. Where a choice is shown, follow the branch that matches your situation.

Host / StaffChoose guest and schedule
Host / StaffChoose delivery method
- Send by emailEmail required; check delivery status
- Share linkCopy and send through your chosen channel
GuestComplete the invitation
Host / StaffFollow the same visit

Each label names who acts. Branches explain what changes when the condition applies.

Enlarge flow diagram

Steps

Open Invite visitor from Visitors or My visitors. Enter the guest name, place, purpose, and schedule.
Enlarge image
Figure 1. Hosts start from My visitors.
1. My visitors
2. Search visitors
Sample data · Host · 2026-10-05 · 2880 × 2000 px
Choose a host if the place requires one. A Host account creates invitations for itself.
Select Send by email and enter the guest email, or select Share a link yourself to send it yourself. Choose the invitation language.
Enlarge image
Figure 2. Email delivery requires a recipient address.
1. Visitor name *
2. How to share the invitation
3. Guest email *
Sample data · Host · 2026-10-05 · 2880 × 2000 px
Create the invitation and check the result. For a link, copy it and send it through your chosen channel.
Enlarge image
Figure 3. Share a link yourself requires the host or staff member to share it.
1. How to share the invitation
Sample data · Host · 2026-10-05 · 2880 × 2000 px
Reopen the details to check status, share the link, or resend email when the action is available.

What to enter and why

Requirements depend on the destination and registration method.
Field	When needed	Purpose	Example
Guest email	Required for email delivery	The invitation recipient, not the host email.	nadia@example.test
Start and duration	Required	Defines the visit window. Saved-profile retention does not change it.	10:00, 4 hours
Invitation language	Choose one	The email uses this language; the guest can change the page language.	Indonesia / English

Expected result

A new invitation has one visit. Sharing or resending it does not create another visit.

If something goes wrong

Email has not arrived

Check the address and delivery status in the details. Queued or sent does not prove the message was read. Resend from the same visit when available.

An old link no longer works

Replacing the link disables the previous link. Share the latest link from the invitation details.

Created and sent are different

Creating an invitation does not prove the email reached the inbox. Check delivery status. Share link does not automatically send WhatsApp or SMS.

My visitors

Upcoming shows visits that have not started, including later today. Use Today, Awaiting my decision, or History for other tasks. Hosts manage visits within their own scope.

Share again or replace the link

Sharing again uses the same visit. Replacing the link is a separate action that invalidates the previous link. Read the confirmation before continuing.

← All guides