Set pre-arrival notifications for visitors

Make sure your guests are well informed about their upcoming visits. Here's how to set up and customize pre-arrival notifications for different visit types in Systam Studio.

Find the pre-arrival message settings

Log in to Systam Studio at app.systam.io and go to Settings. Select the visit type you want to edit from the left, for example Visitor. The sections you need are Visitor pre-arrival settings and Customize the pre-arrival content.

Choose when the message is sent

Under Visitor pre-arrival settings you can set up two moments:

• When visit is created — the message goes out as soon as the visit is scheduled. Choose Email and/or Sms.
• Before the visit — a reminder sent ahead of the visit. Choose the delivery method and set how many days in advance under How many days before the visit?.

Messages are sent at 11:00 in your workspace's time zone.

Edit the message content

Under Customize the pre-arrival content you can edit:

• Add a subject for pre-arrival email — the subject line. It supports the variables {WorkspaceName} and {VisitStartDate}, which are automatically replaced with your workspace name and the visit date.
• Header image — an image shown at the top of the message (PNG, max 1 MB).
• Toggles for Show QR code, Show PIN code, Show host email, Show host phone, Show visit date and time, and Show meeting location, so you control exactly what information visitors see.

Add free-text content

Under Custom content (optional) you can add helpful arrival information, such as parking instructions or ID requirements. Click the pencil icon next to View custom content, write your text in the editor, and select Save. The editor supports bold and italic text, heading levels, lists, and links.

Note: these settings are saved per visit type. If your workspace uses more than one visit type, such as Visitor and Courier, repeat the steps for each type.

That's it! Your visitors will now be perfectly informed about their upcoming visits.