Modifying visitor's pre-arrival message

Created by Juho Sipilä, Modified on Tue, 12 Mar 2024 at 02:23 PM by Eero Minkkinen

Systam Visit sends an automatic pre-arrival notification message to invited visitors in advance. By default, the message is sent one day before the planned visit, or immediately, if the upcoming visit is less than day away.The pre-notification message includes basic information about the visit, such as the date, time, and contact details of the visit recipient.

Editing the message is possible for administrators and users with lobby access. The content of the message is defined in the Management - Settings - Communication and Templates - Invitation Templates section.

Typically, the message also includes a navigation link to the premises, parking instructions, and other necessary guidelines that the visitor should be aware of before arrival. The message can also include various functionalities, such as a link directing the visitor to complete mandatory safety training or to review their own information in advance.

Additionally, the pre-notification message includes a visitor-specific QR code by default. The visitor can use this QR code to:

  • Expedite the sign-in process at self-service kiosks.
  • Gain access through locked external doors (requires a separate QR code reader and access control functionality).

Remember to always save your changes using the Save Changes button at the bottom of the page after making any modifications.

Editing the message

Email Subject

Format the subject line concisely. You can use message variables in the subject line. Note that the message is always the same; there are no different language versions of the pre-arrival message because the desired language cannot be inferred from the visitor's email address. Therefore, the subject should often be in both Finnish and English.

Message Structure

In this field, you define the structure of the message. Typically, it starts with the QR code, followed by a summary of the visit containing the basic information, and finally, the message content.

Message Content

This section is where you define the actual message content. Clicking the field opens a word processing-like toolbar where you can find tools for formatting the message, such as headers, bolding, and creating links. Highlight the desired text and select the desired function from the toolbar.

You can also extensively use various variables in the message. These variables can also be found in the toolbar under the "Variables" section. This way, you can add, for example, the visitor's first name to the message, which will be replaced with the visitor's actual first name when the message is sent.

To create a navigation link, use the "Link" function. A common approach is to use Apple's navigation link. This is because the link is typically opened on the visitor's mobile device. Apple's link will open the Apple Maps app on Apple devices, while on other devices, it will open the best-suited app chosen by the device, typically Google Maps on Android phones. 

You can preview the message in the editor window using the "Message Preview" feature located below the editor.

Sending as a text message:

You can specify whether the message should be sent via email and/or text message. When sending a text message, you can define a short message (maximum 70 characters) and include the QR variable at the end. This will create a link at the end of the text message that, when clicked, will display the content of the email message as a web page to the visitor.

You can choose the sender name for text messages, but please note that the maximum character limit is 11, and spaces and special characters are not allowed.

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