Professional invitations
Visitors receive clear visit details before they travel.
Pre-registration & QR check-in
Visitor pre-registration with one-scan QR check-in
Hosts pre-register expected visitors and Zapio VMS sends each guest a unique QR code before arrival. At reception, the visitor scans their code and check-in is done.
Hosts invite guests in advance
Unique QR code per visit
Automated reminders
One-scan check-in
Overview
Know who is coming before they arrive
Pre-registration turns visitor management from reactive to planned. When hosts register their guests in advance, reception knows who to expect, security can review the day's visitors and guests arrive to a check-in that takes seconds.
Each pre-registered visitor receives their visit details and a unique QR code. On the day, they scan it at the kiosk. Zapio VMS matches the code to the invitation, records the arrival and notifies the host.
1
Host invites
The host adds the visitor's details and visit time.
2
QR code sent
The visitor receives a unique QR code and visit details.
3
Reminder
An automated reminder is sent before the visit.
4
Scan & enter
The visitor scans at reception and the host is notified.
Benefits
Why choose Zapio for pre-registration & qr
One-scan check-in
A single QR scan replaces the full check-in form.
Automated reminders
Guests are reminded of their visit automatically.
Expected visitor list
Reception and security see who is due to arrive today.
Host alerted on arrival
The host knows the moment their guest scans in.
Accurate records
Each visit is tied to the original invitation.
The invitation
What the visitor receives
Each guest gets a clear invitation with the visit time, location, host and their personal QR code.
From: Zapio VMS · To: aisha.rahman@example.comYour visit to Dubai HQ
- Date
- Thursday, 22 Oct
- Time
- 11:30
- Host
- Sarah Khan
- Where
- Reception, Level 1
Show this QR code at the reception kiosk to check in.
Planned visits
Pre-registration makes busy days predictable
Interview days, client meetings, audits and contractor visits all go more smoothly when reception knows what to expect. Pre-registration gives your front desk an accurate list of expected visitors and their hosts.
Visitors benefit too. They arrive with everything they need on their phone, scan once and are on their way. For security teams, every pre-registered visit is linked to the employee who invited the guest.
- Hosts pre-register visitors in advance
- Unique QR code for every visit
- Visit details and automated reminders
- Expected visitors shown on the dashboard
- Host notified the moment the guest scans
Use cases
Pre-registration & QR across industries
Corporate offices
Client meetings and interviews arrive pre-checked.
Visitor management for corporate offices →
Factories
Contractors are expected, approved and on the list.
Visitor management for factories →
Government offices
Appointments are known before visitors reach the counter.
Visitor management for government offices →What is visitor pre-registration?
Visitor pre-registration lets employees register their guests before the visit. The visitor receives their visit details and a QR code, so check-in on arrival takes a single scan.
Can visitors check in using a QR code?
Yes. Pre-registered visitors scan the QR code they received at the reception kiosk to check in.
Do pre-registered visitors get reminders?
Yes. Zapio VMS can send pre-registered guests automated reminders with their visit details.
Is the host notified when the visitor arrives?
Yes. The host receives an arrival notification as soon as the visitor scans their QR code.
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Ready to modernize your visitor experience?
Create a safer, smarter and more professional welcome for every visitor. Talk to our team about your workplace, visitor volume, locations and security requirements.