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

Outlook Calendar add-in for pre-registration and Express QR code sign-in

With the Virtual Front Desk for Outlook add-in, hosts can pre-register their visitors directly from their Outlook calendar while they create a meeting, without signing in to the Virtual Front Desk dashboard. The Outlook add-in is available on all plans.

How visitors sign in

Visitors can sign in at your station in two ways:

• Sign in at the station: visitors complete the sign-in form on site, at the station.
• Pre-registration: you send the visitor the sign-in form in advance. They complete it on their computer or phone, then receive a QR code or a 4-digit code by email for Express sign-in at the station.

Signing in at the station, or with a pre-registration code

The Outlook add-in makes pre-registration even faster: you send the pre-registration from your Outlook calendar while you create the meeting. To learn more about sign-in forms and pre-registration, read Visitor sign in, sign out and Express QR code sign in.

Install the add-in (Microsoft 365 administrator)

1. In the Microsoft 365 admin center, go to Settings > Integrated apps and click Get apps.

Integrated apps in the Microsoft 365 admin center

2. Search for Virtual Front Desk for Outlook and select it.

Searching for Virtual Front Desk for Outlook

3. Install the add-in, choose which users can use it, and choose the deployment method.

Assigning users and the deployment method

The add-in now appears at the top right of the window when users create a new meeting in Outlook.

Note: The add-in is available in the Outlook calendar only. It is not available from the Microsoft Teams calendar.

Send a pre-registration from Outlook

1. In Outlook, create a new meeting, add your guests and complete the meeting details. If some attendees are internal and do not need to fill in a sign-in form, you can exclude them in the next steps.
2. Click Virtual Front Desk for Outlook at the top right of the meeting window.

The Virtual Front Desk for Outlook add-in in a new meeting

3. Select the meeting Location, the VFD Host (from your Virtual Front Desk users) and the Sign-In Form guests should fill in.

Choosing the location, host and sign-in form

4. Click Send Pre-Registrations. External attendees are selected automatically. Your guests immediately receive an email with a link to complete the sign-in form.

The Send Pre-Registrations button

The pre-registration email received by a guest

5. Send your Outlook meeting invitation as usual, so the meeting is added to everyone’s calendar.

Follow your pre-registrations

The add-in shows the status of each pre-registration, with the option to delete it. Click View Dashboard to open Virtual Front Desk, where you can create or edit sign-in forms depending on your permissions. Sign in with the Microsoft SSO option, using the same email address.

The status of sent pre-registrations

All pre-registrations are also listed under History > Pre-registration logs in the Virtual Front Desk dashboard.