How to Set When Pre-Registered Visitors Are Notified

Overview

You can now choose exactly when pre-registered visitors receive their pre-arrival notification by email or SMS. Instead of a fixed 30-minute reminder, you can set a custom notification window for each reception: from a few hours to several days before the scheduled visit.

This lets every location tailor visitor communication to its own needs. A headquarters with complex access requirements can notify guests two days in advance, while a smaller office can send a quick reminder one hour before the meeting.

How it works

When a visitor is pre-registered through the Visitors add-in for Outlook, AskCody automatically sends the notification email or SMS at the time you have configured for that reception.

Notification timing

• Each reception has its own notification timing setting.
• You can choose a window ranging from one hour to several days before the visit.
• Both email and SMS notifications follow the same timing. AskCody handles both automatically.

Front-desk registrations

Visitors registered directly at the front desk are not affected by this setting. They continue to receive notifications based on the time selected at check-in.

Configure notification timing

To set when pre-registered visitors are notified, go to:

Admin Center → Visitors → Receptions

1. Open Admin Center
2. Go to Visitors, then select Receptions
3. Click on Edit on the reception you want to configure
4. Under Visitor notifications, choose when pre-registered visitors should be notified
   
   
5. Save your changes

Repeat for each reception that needs a different notification window.

Example

Your headquarters notifies guests two days in advance with directions and parking details. A smaller satellite office sends a simple reminder one hour before the meeting. Each reception is configured independently, so both locations work exactly as needed.