Managing the Visitor Management Invitations tab

Account owners and admins can view information about invitations that users have created. Once an invitation is created and sent, account owners and admins can view the upcoming invitations, invitation details, history, and invitation status. Admins can also print badges for visitors. If the DocuSign integration is enabled and included in the invitation, there is a link to the document.

Learn more about managing Visitor Management, managing the Visitor Details tab, and using the Visitors tab.

This article covers:

• How to access the Invitations tab
• How to view, sort, and filter the Invitations tab
• How to view invitation details
• How to delete an invitation
• How to check a visitor in
• How to print badges
  • Print an individual badge
  • Print multiple badges

Prerequisites for managing the Visitor Management Invitations tab

• Pro, Business, Education, or Enterprise account
• Account owner or admin privileges
• Visitor Management license

How to access the Invitations tab

1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
2. In the navigation menu, click Workspaces Management then Invitations.
3. Click the Upcoming tab or History tab.

The Invitations page will display the following information:

• Visit Date: Displays the date of the visit.
• Visit Time: Displays the time of the visit.
• Visitor Name: Displays the visitor’s name. Hover your mouse over the visitor’s name to view their email address.
• Host Name: Displays the host’s name.
• Location: Displays the address of the location.
• Status: Displays the invitation’s status.
  • Under the status, if the host/user added a note, a See Notes link will be displayed. Hover your mouse over the link to view the note.

How to view, sort, and filter the Invitations tab

1. Access the Invitations tab.
2. Click the Upcoming tab or History tab.
3. Use the following options to customize the data or view more details:
   • Start date/End date: Specify the time period for the invitations.
     1. To specify a date, click a day in the calendar for the start and end dates to set the time period.
     2. (Optional) Hover your mouse over the time period and click the  icon to remove the dates.
   • Search field: Enter keywords to search by visitor, host, or location.
     1. Click the  icon to clear the search field.
   • Location dropdown menu: Select from the visitor location directory to filter.
   • Status filters: Click the All Status dropdown menus to filter data.

How to view invitation details

1. Access the Invitations tab.
2. Click the Upcoming tab or History tab.
3. To the right of an invitation you want to view, click See details.
   A panel will appear, displaying the invitation details.
4. In the panel, view the following:
   • Notes from the host: Displays the note that the host/user created.
   • Date: Displays the date of the invitation.
   • Time: Displays the time of the invitation.
   • Host Name: Displays the host’s name.
   • Location: Displays the address of the location.
   • Visitor Name: Displays the visitor’s name.
   • Email: Displays the visitor’s email address.
   • Organization: Displays the visitor's organization.
   • Questionnaire: If the host included a questionnaire in their invitation, a link to the questionnaire answers is displayed.
     • (Optional) Click the questionnaire title to view the answers.
   • Agreements: If the DocuSign integration is enabled and included in the invitation, a link to the document is displayed.
     • (Optional) Click the See Details document link to view the document in DocuSign.
   • Status: Displays the invitation’s status.

How to delete an invitation

1. Access the Invitations tab.
2. Click the Upcoming tab or History tab.
3. To the right of the invitation you want to delete, click the trash icon .
   A confirmation window will appear.
4. In the window, click Delete.

The host and visitor will receive a cancellation email of this invitation.

How to check a visitor in

1. Access the Invitations tab.
2. Click the Upcoming tab.
3. Under the Status tab, click Check Visitor In.
   The visitor will be checked in.

How to print badges

Badge printing is supported via the following methods:

• Brother QL-820NWB Label Printer
  Notes:
  • 1 badge must be printed at a time.
  • The printer driver must be installed on the admin's computer.
  • The size when printing is 60 mm x 86 mm.
• Sheets of sticker badges

Print an individual badge

Print an individual badge under the Status column

1. Access the Invitations tab.
2. Click the Upcoming tab or the History tab.
3. Under the Status tab, click Print Badge.
   A preview of the badge will appear.
4. In the preview window, click Print.

Print an individual badge by selecting a checkbox

1. Access the Invitations tab.
2. Click the Upcoming tab or the History tab.
3. To the left of an invitation you want to manage, select the checkbox.
4. At the top of the page, click Print Badge.
   A preview of the badge will appear.
5. In the preview window, click Print.

Print multiple badges

1. Access the Invitations tab.
2. Click the Upcoming tab or History tab.
3. To the left of the invitations you want to manage, select the checkboxes.
   To select all checkboxes, at the top of the page, to the left of Visit Date, select the checkbox.
4. At the top of the page, click Print Badge.
   A preview of the badges will appear.
5. In the preview, select your printer and click Print.