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 in the Zoom desktop app
• How to view the Visitors tab
  • View the Visitors tab
• How to create an invitation
• 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

Prerequisites for creating visitor invitations in the Zoom desktop app

• Basic, Pro, Business, Education, or Enterprise account
• Visitor Management license
• Visitor Management enabled for the account
• Zoom desktop app:
  • Windows: 6.0.0 or higher
  • macOS: 6.0.0 or higher

How to access the Visitors tab in the Zoom desktop app

1. Sign in to the Zoom desktop client.
2. In the top navigation menu, click More , then Workspaces .
3. Click the Visitor Management tab.

How to view the Visitors tab

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

View the Visitors tab

The Visitors page will display the following information:

• Date & Time: Displays the visit date and time that are planned for the visitor.
• Visitor Information: Displays the visitor’s full name, email address, and 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 Visitors tab

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

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

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 tab will appear empty. You can start to create invitations upon the initial use.

1. Access the Visitors tab in the Zoom desktop app.
2. In the top-right corner, click Create Invitation.
   A pop-up window will appear.
3. In the window, complete the information for the invitation:
   • Full Name: Enter the visitor’s full name.
   • Email: Enter the visitor’s email address.
   • Visitor Organization Name: Enter the visitor’s organization name.
   • 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.
   • (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.
4. After completing the invitation, click Send.

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

How to manage invitations

Edit invitations

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

1. Access the Visitors tab in the Zoom desktop app.
2. To the right of the invitation you want to edit, click the ellipsis , then click Edit Invitation.
   A pop-up window will appear.
3. In the window, edit the invitation’s information.
4. 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.
5. In the window, click Confirm.

View invitation details

1. Access the Visitors tab in the Zoom desktop app.
2. To the right of the invitation you want to edit, click the ellipsis , then click See Invitation Details.
   A panel will appear.
3. In the panel, view the invitation details.

Delete invitations

1. Access the Visitors tab.
2. 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.
3. In the window, click Delete.

How to check visitors in

1. Access the Visitors tab.
2. 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. To the right of the invitation with the completed registration, click Reserve.
   You will be directed to the Workspace Reservation section in the Zoom desktop app.
3. 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. 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.
3. In the window, click Delete.

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