You can create invitations for visitors and invite visitors to the workplace. You can also track if the visitor has received the invitation or resend the invitation if the visitor has not opened or completed the invitation yet. Additionally, you can delete invitations that you have sent. When the invited visitor arrives in the office, you will receive a Team Chat or email notification.

This article covers:

• How to access the Visitors tab
• How to view the Visitors tab
  • View the Upcoming tab
  • View the History tab
• How to create an invitation
  • Create a single invitation
  • Create multiple invitations
    • Import multiple visitor invitation information by CSV upload
• How to manage invitations
  • Edit invitations
  • View invitation details
  • Delete invitations
• How to check visitors in
• How to reserve a workspace for a visitor who completed registration
  • Reserve a workspace for a visitor
  • Delete a workspace for a visitor
• How to print badges
  • Print an individual badge
  • Print multiple badges

Prerequisites for creating visitor invitations

• Basic, Pro, Business, Education, or Enterprise account
• Visitor Management license
• Visitor Management enabled for the account

How to access the Visitors tab

1. Sign in to the Zoom web portal.
2. In the navigation menu, click Workspaces, then click Visitors.

How to view the Visitors tab

After you access the Visitors section, you can view and manage invitations.

View the Upcoming tab

The Upcoming page will display the following information:

• Visit Date: Displays the visit date that is planned for the visitor.
• Visit Time: Displays visit time that is planned for the visitor.
• Visitor Name: Displays the visitor’s full name.
  • Hover your mouse over the visitor’s name to view the visitor’s email address.
• Organization: Displays the visitor’s organization name.
• Location: Displays where the visitor was invited to.
• Status: Displays the invitation’s status (for example, if the visitor has completed registration or checked in).
  • If the status is Waiting for Registration, under the status, click Send a Reminder.
    The visitor will receive an email reminder notification.
• Workspace: Displays the visitor’s reserved workspace or the Reserve button. This also indicates that the visitor must reserve after registration is complete.

Filter and sort the Upcoming tab

At the top of the Upcoming tab, select how you want to filter your invitations:

• Click the calendar icon  to specific date range (Start date to End date).
• Use the search bar to enter keywords to find a specific invitation.
• In the Location dropdown, select a location.
• In the All Status dropdown, select the invitation status type (All Status, Waiting for Registration, Registration Complete, Checked in) that you want to filter.

View the History tab

The History page will display the following information:

• Visit Date: Displays the visit date that is planned for the visitor.
• Visit Time: Displays visit time that is planned for the visitor.
• Visitor Name: Displays the visitor’s full name.
  • Hover your mouse over the visitor’s name to view the visitor’s email address.
• Organization: Displays the visitor’s organization name.
• Location: Displays where the visitor was invited to.
• Status: Displays the invitation’s status (for example, if the invitation has been finished or if the invitation was canceled).
• Workspace: Displays the visitor’s reserved workspace or N/A (if the invitation was canceled).

Filter and sort the History tab

At the top of the History tab, select how you want to filter your invitations:

• Click the calendar icon  to specific date range (Start date to End date).
• Use the search bar to enter keywords to find a specific invitation.
• In the Location dropdown, select a location.
• In the All Status dropdown, select the invitation status type (All Status, Canceled, Finished) that you want to filter.

How to create an invitation

Note: When you first start using Visitor Invitation or when you don’t have any invitations set up, the Visitors page will appear empty. You can start to create invitations upon the initial use.

Create a single invitation

1. Access the Visitors tab.
2. Click the Upcoming tab.
3. In the top-right corner, click Create Invitation.
   If the Visitors page is empty, click Create Invitation on the page.
4. Click the Single tab to create only one invitation for one visitor.
5. Complete the information for the invitation:
   • Site Location: Click the dropdown menu to select a location.
   • Date: Select the visit date from the calendar.
   • Time: Select the visit time from the dropdown menu.
   • Full Name: Enter the visitor’s full name.
   • Email: Enter the visitor’s email address.
   • Visitor Organization Name: Enter the visitor’s organization name.
   • (Optional) Private Note to Admin (Optional): Enter a note to send to the account admin. The note is private and will not be visible to visitors. The account owner or admin can view the note in the invitation details.
     Note: There is a maximum of 500 characters.
6. (Optional) Click Preview to preview the invitation email.
7. After completing the invitation, click Send.

The invitation will appear in the Visitor Invitation Upcoming tab. After the invitation is sent, you will receive a confirmation email.

Create multiple invitations

1. Access the Visitors tab.
2. Click the Upcoming tab.
3. In the top-right corner, click Create Invitation.
   If the Visitors page is empty, click Create Invitation on the page.
4. Click the Multiple tab to create multiple invitations at once for multiple visitors.
5. For each row, complete the invitation information:
   • Site Location: Click the down arrow  and select a location.
   • Date: Select a date from the calendar.
   • Time: Select the visit time from the dropdown menu.
   • Visitor Name: Enter the visitor’s full name.
   • Visitor Email: Enter the visitor’s email address.
   • Visitor Organization: Enter the visitor’s organization name.
   • (Optional) Notes to Admin: Enter a note to send to the account admin. The note is private and will not be visible to visitors. The account owner or admin can view the note in the invitation details.
     Note: There is a maximum of 500 characters.
6. After completing the invitations, click Send.

The invitation will appear in the Visitor Invitation Upcoming tab. After the invitations are sent, you will receive a confirmation email.

Import multiple visitor invitation information by CSV upload

1. Access the Visitors tab.
2. Click the Upcoming tab.
3. Click Create Invitation.
4. Click the Multiple tab to create multiple invitations at once for multiple visitors.
5. At the top of the tab, click Import File.
   A pop-up window will appear.
6. In the window, drag and drop a file into the window or click Choose File.
   You can also click Download CSV Sample to complete visitor information, then upload it.
   Note: The maximum file size is 500KB. The supported file type is CSV.

After uploading the CSV file, the visitor invitation information will populate the page.

How to manage invitations

Edit invitations

Note: You cannot edit invitations after a visitor has checked in.

1. Access the Visitors tab.
2. Click the Upcoming tab.
3. To the right of the invitation you want to edit, click the pencil icon .
4. Edit the invitation’s information.
5. When you’re finished editing your invitation, click Resend.
   A confirmation window will appear, notifying you that a new email with the updated invitation will be sent to the visitor.
6. (Optional) Click Preview to preview the invitation email.
7. In the window, click Confirm.

Delete invitations

1. Access the Visitors tab.
2. Click the Upcoming tab.
3. To the right of the invitation you want to delete, click the ellipsis , then click Remove Invitation.
   A confirmation window will appear, notifying you that this invitation will be deleted and visitors will receive the cancellation email.
4. In the window, click Delete.

How to check visitors in

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

How to reserve a workspace for a visitor who completed registration

Reserve a workspace for a visitor

After a visitor completes the invitation registration, you can reserve a workspace for that visitor.

1. Access the Visitors tab.
2. Click the Upcoming tab.
3. To the right of the invitation with the completed registration, click Reserve.
   You will be directed to the Workspace Reservation section in the Zoom web portal.
4. On the floor map, reserve an available workspace.
   The reserved workspace will appear to the right of the invitation on the web portal. In the Visitors tab, under the Workspace column, you can click the workspace link to view it on the floor map.

Delete a workspace for a visitor

1. Access the Visitors tab.
2. Click the Upcoming tab.
3. To the right of the invitation with the workspace you want to delete, click the ellipsis , then click Delete Workspace.
   A confirmation window will appear.
4. In the window, click Delete.

To the right of the invitation, the Reserve button will appear again in place of the workspace you deleted.

How to print badges

If the account owner or admin allows users to print badges for their visitors, you can print badges after the invitation is confirmed (after a visitor completes the invitation registration).

Print an individual badge

Print an individual badge under the Status column

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