Pre-Registration
Pre-registration is the process of scheduling a visit before the visitor arrives. It creates the visit record, generates a QR code, and sends the visitor an invitation email.
Creating a visit
Any authenticated user can create a visit (pre-register a visitor):
- Open the Dashboard.
- Click New Visit.
- Fill in the required fields:
- Email — The visitor's email address. If the visitor has visited before, their name and company are auto-filled from their existing profile.
- First Name and Last Name — Required for new visitors, pre-filled for returning visitors.
- Company — Optional.
- Expected Arrival — Defaults to the next full hour.
- Expected Departure — Defaults to two hours after arrival. The maximum visit duration is 24 hours.
- Purpose — Optional free-text field describing the reason for the visit.
- Click Register Visit.
The visit appears immediately in the Expected tab on the dashboard.
What the visitor receives
After pre-registration, the visitor receives an email containing:
- A QR code (as an inline image) for kiosk check-in.
- A deep link (
https://{your-domain}/checkin?token=...) as an alternative to scanning — the visitor can open this link on their phone to check in via the mobile browser. - Visit details: date, time, host name, and site address.
- Check-in instructions.
- A link to pre-sign documents (if the site has documents assigned and the tenant has enabled pre-arrival signing).
The QR code is a signed JWT token that encodes the visit ID, visitor identity, and expiry time. It can be validated offline by the kiosk — no network connection is required at scan time.
QR code lifecycle
The QR code is valid from the moment the visit is created until the visit expires or is completed:
| Event | QR code status |
|---|---|
| Visit created | QR code is active |
| Visitor checks in | QR code is consumed (single-use) — cannot be reused |
| Visit cancelled | QR code is invalidated |
| Visit expires (departure time passes) | QR code expires naturally |
| Visit is rescheduled | Original QR code is invalidated, a new one is issued |
Each QR code can only be used once. After a successful check-in, scanning the same code again will show an "already used" error.
Pre-arrival document signing
If your site has document templates assigned (NDAs, safety policies, etc.), visitors can optionally review and sign them before they arrive — directly from the pre-registration email.
This saves time at the kiosk: when the visitor scans their QR code, documents they've already signed are skipped. If a document template has been updated since the visitor last signed it, they'll be asked to sign the new version.
Recurring visitors
When you pre-register a visitor who has visited before, Atrium recognizes them by email address and reuses their existing profile. You don't need to re-enter their name or company.
Recurring visitors also benefit from document reuse — if they've already signed the current version of a required document, it's skipped during check-in. See Recurring Visitors for details.
Cancelling a visit
To cancel a pre-registered visit before check-in:
- Find the visit in the Expected tab.
- Open the row actions menu (⋯) and click Cancel.
- Confirm the cancellation.
The visit moves to a cancelled state. The QR code is invalidated immediately. The visitor is not automatically notified of the cancellation — if you need to inform them, do so separately.