How to invite a visitor with the Bringme Desk or Bringme Bell?

🔎 Introduction

The Bringme Desk and the Bringme Bell with touchscreen welcome your visitors automatically. The Bringme Bell manages access to the building, while the Bringme Desk makes sure your visitor is informed about the security measures that apply and notifies you as the host as soon as your visitor arrives. To make that run smoothly, you preregister your visitor when you send the invitation. This article explains what preregistration is and how it works.

📃 Answer

Preregistering a visitor means that your visitor receives a QR code together with the invitation for the meeting. Your visitor scans this QR code at the Bringme Bell to enter the building, and at the Bringme Desk to check in. Checking in at the Bringme Desk is also possible without a QR code, but entering the building is not. Depending on your settings, the QR code is therefore essential for a smooth visit.

How does preregistration work?

1. Send a meeting request from your e-mail calendar and add invite@bringme.com as an attendee.
   • Want to make this even easier? Use the Bringme Invite button in Outlook.
2. Your visitor receives the standard calendar invitation, plus a separate e-mail with the QR code and the instructions for the visit.
   • This e-mail can be personalised by your company.
3. On arrival, your visitor scans the QR code at the Bringme Bell with touchscreen and at the Bringme Desk.
4. As soon as your visitor checks in, you receive a notification so you know your visitor is ready to be welcomed. Depending on your preference, you receive that notification in the Bringme App and/or by e-mail, and also in Teams when the Teams integration is active.

💡 Tip: the QR code is personal and stays valid for the period set by your company. Ask your visitor to keep the e-mail with the QR code at hand on arrival.

Did you already send the meeting request?

You do not need to create a new meeting. Open the meeting in your calendar, add invite@bringme.com as an attendee and send the update. Your calendar may ask who should receive the update. Choose to send it only to the attendee you added, so your visitors do not receive a second calendar invitation. They only receive the separate e-mail with their QR code.

A visit over several days or a recurring meeting?

Create a separate meeting for each day and add invite@bringme.com to each of them. Your visitors then receive a QR code for every day. You can copy the list of attendees from the first meeting.

Do not use a recurring meeting for this. In a recurring meeting, your visitors only receive a QR code for the first date. If you already set up a recurring meeting, replace it with separate meetings, one for each date.

Good to know

• In which language does my visitor receive the preregistration email?
• How does a visitor sign in at the Bringme Desk?
• My visitor did not receive a QR code. What is going wrong?

Still have questions?

Ask Jaimie, the AI Agent of Bringme. Jaimie answers your questions about Bringme 24 hours a day and passes your question on to our team whenever that is needed. You will find Jaimie in the Bringme App, in the web version of the Bringme App and after logging in via app.bringme.com.

💡 Tip: Jaimie is still learning, so your feedback at the end of a conversation is very welcome.