{"id":1963,"date":"2021-09-14T09:40:27","date_gmt":"2021-09-14T01:40:27","guid":{"rendered":"https:\/\/blog.facilitybot.co\/?post_type=knowledgebase&#038;p=1963"},"modified":"2025-07-01T18:30:39","modified_gmt":"2025-07-01T10:30:39","slug":"setting-up-visitor-invitation-form-invitation-emails","status":"publish","type":"knowledgebase","link":"https:\/\/blog.facilitybot.co\/blog\/knowledge-base\/manager-web-portal\/setting-up-visitor-invitation-form-invitation-emails\/","title":{"rendered":"Setting Up Visitor Invitation Form &#038; Invitation Emails"},"content":{"rendered":"\n<p>The Visitors feature in FacilityBot allows tenants to invite visitors to their facility through the system. Facility Managers can configure an electronic Visitor Invitation Form to obtain visitor details for <a href=\"https:\/\/facilitybot.co\/features\/visitor-management\">visitor management<\/a>. When tenants make a visitor invitation request through FacilityBot, the form is shown to tenants to fill up.<\/p>\n\n\n\n<p>When the invitation is submitted by the tenant, the system also automatically sends an invitation email to the invited visitor\u2019s email address. If the visit is subsequently canceled by the tenant, a cancellation email is also sent.<\/p>\n\n\n\n<figure class=\"wp-block-embed is-type-video is-provider-youtube wp-block-embed-youtube wp-embed-aspect-16-9 wp-has-aspect-ratio\"><div class=\"wp-block-embed__wrapper\">\n<iframe loading=\"lazy\" title=\"Visitor Invitation Form &amp; Emails\" width=\"1170\" height=\"658\" src=\"https:\/\/www.youtube.com\/embed\/tD4yGewvGFQ?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture\" allowfullscreen><\/iframe>\n<\/div><\/figure>\n\n\n\n<h1 class=\"wp-block-heading\">Setting up the Visitor Invitation Form<\/h1>\n\n\n\n<ol class=\"wp-block-list\" type=\"1\">\n<li>Log into FacilityBot.<\/li>\n\n\n\n<li>Open the \u201cSettings\u201d menu from the bottom left icons.<\/li>\n\n\n\n<li>Select \u201cVisitors\u201d, making sure to be on the \u201cInvitation Form\u201d tab. The form builder for the Invitation Form is shown. Different types of components (e.g., short answer questions, multiple-choice and single-choice questions) for modifying the invitation form are shown on the left, and a preview of the form is shown on the right.<\/li>\n\n\n\n<li>Click \u201c+Add Question\u201d on a component on the left to add it to the form preview on the right.<\/li>\n\n\n\n<li>Edit each added component in the form preview using the \u201cpencil\u201d icon(s) on the component.<\/li>\n\n\n\n<li>Toggle mandatory\/non-mandatory status of each component in the form preview with the \u201casterisk\u201d icon (<em>see Note below<\/em>).<\/li>\n\n\n\n<li>Remove un-needed components from the form preview using the \u201cdustbin\u201d icon on the component (<em>see Note below<\/em>).<\/li>\n\n\n\n<li>Click the \u201cSave\u201d button to save any changes. A confirmation message will be briefly shown at the top of the screen.<\/li>\n<\/ol>\n\n\n\n<p>Note: Visitor Name, Email Address, and Arrival Time are mandatory for the visitor management system and cannot be made non-mandatory or deleted.<\/p>\n\n\n\n<h1 class=\"wp-block-heading\">Setting up the Invitation &amp; Cancellation Emails<\/h1>\n\n\n\n<ol class=\"wp-block-list\" type=\"1\">\n<li>Log into FacilityBot.<\/li>\n\n\n\n<li>Open the \u201cSettings\u201d menu from the bottom left icons.<\/li>\n\n\n\n<li>Select \u201cVisitors\u201d, then select the \u201cEmail Content\u201d tab. A field for your building address, and editors for the invitation &amp; cancellation emails, are shown.<\/li>\n\n\n\n<li>Update your building address in the Building Address field. The building address will be included on all invitation and cancellation emails.<\/li>\n\n\n\n<li>Toggle the option of including a Google Maps link of the address in the emails using the switch next to the Building Address field.<\/li>\n\n\n\n<li>Type directly in the email editors to edit each email. The invitation email is on the left and the cancellation email is on the right. Note: default information such as the visitor\u2019s and tenant\u2019s names, building address, visitor arrival time, and visit ID is always included in the emails.<\/li>\n\n\n\n<li>Add formatting, images, tables, or links using the formatting and editing toolbar at the bottom of each email editor.<\/li>\n\n\n\n<li>Click the \u201cUpdate\u201d button to save any changes. A confirmation message will be briefly shown at the top of the screen.<\/li>\n<\/ol>\n","protected":false},"excerpt":{"rendered":"<p>The Visitors feature in FacilityBot allows tenants to invite visitors to their facility through the system. Facility Managers can configure an electronic [&hellip;]<\/p>\n","protected":false},"author":2,"featured_media":0,"comment_status":"open","ping_status":"open","template":"","knowledgebase_cat":[44],"class_list":["post-1963","knowledgebase","type-knowledgebase","status-publish","hentry","knowledgebase_cat-manager-web-portal"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v20.9 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Setting Up Visitor Invitation Form &amp; Invitation Emails - FacilityBot - Facilities Management Software<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/blog.facilitybot.co\/blog\/knowledge-base\/manager-web-portal\/setting-up-visitor-invitation-form-invitation-emails\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Setting Up Visitor Invitation Form &amp; Invitation Emails - FacilityBot - Facilities Management Software\" \/>\n<meta property=\"og:description\" content=\"The Visitors feature in FacilityBot allows tenants to invite visitors to their facility through the system. 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