Invitation

Invite and Pre-Register with a Single Click

With the invitation extension module, Interflex offers a simple and intuitive solution within the Self-Service interface. Employees can easily and efficiently invite their guests via email, while simultaneously pre-registering them at reception. The email invitation includes not only a calendar entry but also directions in the guest’s native language. A QR code is also included, which reception staff can scan to quickly check in and register the guest with just a few clicks.

An especially convenient alternative for registering visitors is the Outlook add-in. This allows pre-registrations to be created directly in Outlook and linked to calendar events, bypassing the need to switch to the Self-Service interface. Employees can send invitations directly from their Outlook calendar.

Comprehensive Invitation Management

As a host, you enter the visitor details in the Self-Service interface. You can register individual guests or groups, whether for single or multi-day appointments. If certain visitor data needs to be handled discreetly, it can be marked as “Private,” making it inaccessible to other employees. This option can be set as the default for both invitations and reception, and separately for self-registration.

Additionally, you can assign other hosts as representatives or coordinators in the system. Coordinators receive full administrative rights to manage the appointment on your behalf. They can modify or cancel the appointment and send messages to all participants, ensuring a smooth and efficient process for everyone involved.

This useful feature offers many benefits: reception staff can contact additional points of contact if needed, visitors experience a professional welcome, and you as the host ensure everything runs smoothly in advance. By assigning additional hosts, you support efficient, flexible, and user-friendly visitor management in your organization.

The standardized email invitation includes a cover message and, optionally, a calendar entry in iCalendar (ICS) format, directions, and either a QR code or a PIN. You can also attach safety instructions and data privacy statements in the visitor’s language, along with any additional personal information.

Add Important Information Directly in the Invitation Management

You can inform reception directly within the invitation management system using a dedicated data field. You can also include instructions for the visit, such as accompanying the guest. Custom data fields can be added as well, such as Wi-Fi access for the guest or catering information.

A distribution list with status indicators allows you to send emails with updates or added guests individually. For recurring appointments, you can reuse existing invitations as templates and adjust them with just a few clicks. Previously created invitations can be easily found and reused at any time.

All visitor data entered by the host via Self-Service or the Outlook add-in is automatically available in the central visitor management system IF-6040.