Outlook Calendar add in for Pre Registration and Express QR code Sign in

Virtual Front Desk for Outlook

Virtual Front Desk is a complete visitor management solution that streamlines the check-in experience for both hosts and guests.

At its core, it allows you to sign in visitors directly at the station using one of two methods:

1. Sign in at the station — Visitors complete the sign-in form on-site at the front desk.
2. Pre-registration by email — Create and send a form to your guest in advance. They complete it from their computer or mobile device, then receive by email a QR code or four-digit code for express sign-in at the station.

Sending Pre-Registrations from Outlook

The Virtual Front Desk Outlook add-in takes the pre-registration process one step further. Instead of logging into the Virtual Front Desk dashboard to send forms, you can do it in just a few clicks directly from your Outlook calendar while creating your meeting events.

To get started, install the Virtual Front Desk add-in from your Microsoft 365 admin panel.

Go to your Settings from the left menu / Integrated apps / Get apps.

Search for "Virtual Front Desk for Outlook".

Install the app, assign users and deployment method

The Outlook add in will now be seen in the top right corner when creating a new meeting event. Please note the app is not available throught the MS Teams Calendar.

Begin by adding your guests to the meeting and completing the event details. If some attendees are internal, already present in the building and not required to fill out a sign-in form, you'll have the option to exclude them from the pre-registration in the following steps.

Next, click on the Virtual Front Desk for Outlook add in, top right corner.

Select the location of the meeting, the VFD host, (from your Virtual Front Desk list of users), and the sign in form to fill out.

Click on Send Pre-Registration, this will send an email to the guests with a link to fill out the selected sign in form.

You will now see the status of the pre registration with the option to delete it. The view dashboard button will take you to the Virtual Front Desk dashboard where you can create or edit sign in forms depending on your permissions. Log in with the Microsoft SSO option using the same email.

Next; send your Outlook meeting invitation. You're done!