How to invite visitor

To invite a guest in advance, there are several methods available, such as using RespaManager or sending a calendar invitation.

RespaManager:

Log in to your company's RespaManager page and select Visits > Make a new visit from the left menu. Depending on your user level, you may have different options.

After choosing Make a new visit, fill in the required information, including the date, time, visitor, and recipient of the visit (depending on your user level). Additionally, you can fill in any additional information that may be relevant for your company.

If the visitor's information is not already in the system, meaning they haven't visited before or their information has been removed, you can select Create New or File import.

Once all the relevant visit information is filled out, click on Save Visit at the bottom.

Calendar integration: 

To invite a guest using calendar integration, you can create a new meeting using Outlook, Gmail, or any other email service. Follow these steps:

Open your calendar application (e.g., Outlook, Gmail).

Create a new meeting or appointment.

Fill in the required details, such as the guest's email address and the date of the visit.

To ensure that the visit details are also captured in Systam's Manager, add a separate invitation address for your company. This invitation address could be in the format guest.company@respamanager.fi. Please check with your administrators or front desk personnel for the specific invitation address for your company. If you want to check or change how the invitation address is set up yourself, see Setting up the calendar invite integration (aimed at your IT contact).

Send the calendar invitation, and it will be delivered to the guest's email inbox.

As soon as the invitation is sent, the visit is created in Systam Visit. The guest's name will be derived from their email address, following the format firstname.lastname.

Using calendar integration simplifies the process of inviting guests, as the visit details are automatically captured and synced with Systam's Manager.

Invitation sent — your guest will receive a pre-arrival message with all the details.

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