Without Zapier, your team must manually copy each checked-in visitor into your CRM. Each person on a pre-registration spreadsheet must also be typed into the Visitor Log. The OfficeRnD app in Zapier sends each visitor check-in to your CRM. The app also creates visitors in Flex from spreadsheet rows.

The Visitor Hub steps use the same OfficeRnD connection as every other Zap in Zapier. Connect Flex to Zapier before you build these Zaps →

Before you build these Zaps, ensure that you have these items:

The OfficeRnD app has 1 trigger and 1 action for Visitor Hub. Both steps use the same OfficeRnD connection as every other OfficeRnD step.

The New Visitor Check-In trigger starts a Zap when a visitor checks in. To limit the trigger to 1 location, select the location in the Location field. To limit the trigger to 1 visitor flow, select the flow in the Visitor Flow field. The trigger data includes answers to the visitor flow's custom fields. Flex sends every custom field answer as text.

The Create Visitor action creates a visitor in Flex. The action requires values in the Location, Visitor Name, Visitor Flow, Start Time, and End Time fields. The Visitor Email, Visitor Company, Visitor Phone, and Host fields are optional.

Create Visitor is the only Visitor Hub action. A Zap cannot check out a visitor or change an existing visit in Flex.

This Zap creates a HubSpot contact for each visitor who checks in. Your marketing team then has every visitor in HubSpot, with no manual copy from Flex.

This Zap sends every visitor in the selected visitor flow to HubSpot. The Zap also sends visitors who did not agree to marketing emails.

A Zap with only a trigger and an action sends every checked-in visitor to HubSpot. To send only the visitors who agree to marketing emails, add a filter step between the trigger and the action.

This workflow uses an opt-in question in the visitor flow custom fields. For example, the question 'Do you want to opt in to our newsletter?' with the answer 'Yes'. A Zap with a filter step has 3 steps. Zaps with 3 steps need a paid Zapier plan.

If your team lists expected visitors in a spreadsheet, this Zap creates each visitor in Flex from a new row. The visitor is then on the Visitor Log before the visit starts.

The spreadsheet needs a column for each value that changes from visitor to visitor: visitor name, start time, and end time. For example, use the columns Name, Email, Arrival, and Departure. The location and the visitor flow can be fixed values in the Zap.

If the spreadsheet has an email column, map the email column to the Visitor Email field too. The visitor record then has a contact email.

Do the Visitor Hub steps in Zapier still need a Client ID and Client Secret?

The Visitor Hub steps do not need a Client ID and Client Secret. The New Visitor Check-In trigger and the Create Visitor action use the same OfficeRnD connection as all other OfficeRnD steps. You connect with the email and password of an organization owner. You do not create an application in Flex for Zapier. You also do not grant API scopes to Zapier.

Why does my filter stop every visitor, even when the answer is 'Yes'?

Your filter stops every visitor because the filter condition does not compare text. Flex sends every custom field answer as text. To fix the filter, select the (Text) Contains condition, and enter 'Yes' as the value.

Why does my Zap start some minutes after a visitor checks in?

Your Zap starts later because New Visitor Check-In is a polling trigger. Zapier checks Flex for new check-ins every 1 to 15 minutes, based on your Zapier plan.

Can a Zap check out a visitor or change a visit in Flex?

A Zap cannot check out a visitor or change a visit in Flex. Create Visitor is the only Visitor Hub action in Zapier. The action creates a new visitor. To check out a visitor, use the Visitor Log or the Visitor app.