➤ Product: OfficeRnD Flex
➤ Written for: Admins. Copy the steps or share this article with your members
➤ Performed by: Members, on the Member Portal
➤ Where: Member Portal, in the booking setup of a meeting room or a bookable custom resource
➤ Availability: Included on Start, Grow, and Scale. Essentials does not include this feature.
Without guest invites, the workshop host must send booking details to each attendee. With guest invites, members can add teammates and visitors to a booking for a meeting room or another bookable space, such as an event space. Each attendee then gets the booking details by email.
Guest invites connect the booking with Visitor Hub. OfficeRnD registers each visitor on the booking in the Visitor Log. On arrival, the visitor checks in on the Visitor app at your front desk.
Before you start
Guest invites work only when all of the following conditions are true.
The resource is a meeting room or another bookable resource of the Zone type. Guest invites are not available for flexible areas. Guest invites are also not available for Desk-type resources, such as hot desks.
For a custom resource type, your admin added a Member Portal booking page for that resource type. Members book custom resources from that page. Add a Member Portal booking page for a resource type →
For visitor check-in, log in to the Visitor app on the front desk tablet at the booking location. Log in to the Visitor app on your front desk tablet →
For door access, map the resource in your door access integration. If the resource has no mapping, guests and visitors do not get door access to the resource. Connect a door access integration →
How guests and visitors differ
A booking can have 2 kinds of attendees, and the member adds each kind differently.
A guest is a teammate from the member's own company. The member selects guests from that company's members.
A visitor is a person from outside the member's company. The member adds a visitor with a name and an email address. In the attendee list, each visitor has the "EXTERNAL" label. Learn how Visitor Hub treats guests and visitors →
Invite guests and visitors to a new booking
The member adds guests and visitors during the full booking setup, before confirming the booking. Follow these steps on the Member Portal.
Open the resource booking page. For a meeting room, go to the Meeting Rooms page. For a custom resource, go to the booking page that your admin added. For example, Event Spaces.
On the resource calendar, select the time slot you want. The booking dialog opens.
Click Attendees to expand the section.
To invite a teammate, type the name of the teammate in the Invite guests to this booking field. Select the teammate from the drop-down menu. OfficeRnD adds the teammate to the attendee list.
To invite a visitor, click Add New Visitor. Enter the visitor's name and email address. The visitor gets the invitation at this email address.
Review the attendee list under Attendees. Each attendee shows a name and an email address. To remove an attendee, click × next to the attendee's name.
Review the Booking Summary, then click Book. OfficeRnD creates the booking and sends an invitation email to each attendee.
Add attendees to an upcoming booking
A member can add guests and visitors to a booking after creating it. Follow these steps on the Member Portal.
On the Member Portal, go to Account > Bookings.
Click the edit icon on the booking to open the Booking Setup window.
Click Attendees to expand the section.
To invite a teammate, select the teammate in the Invite guests to this booking field.
To invite a visitor, click Add New Visitor. Enter the visitor's name and email address.
Click Update. OfficeRnD sends an invitation email to each new attendee.
What happens after a member invites attendees?
After the member creates the booking, each attendee gets an invitation email with the booking details. When the member changes the booking, each attendee gets an update email. Admins can edit the text in the Booking Invitation - Guests template and the Booking Updated - Guests template.
If your account uses the Outlook integration or the Google Calendar integration, OfficeRnD does not send these emails. The calendar integration sends the invitation instead. As a result, attendees do not receive 2 invitations for 1 booking.
OfficeRnD registers each visitor on the booking in the Visitor Log under Visitor Hub > Visitor Log. The member who made the booking hosts the visitor. The visit has the Expected status until the visitor checks in. Front desk staff can see all expected visitors for the day in the Visitor Log.
When a visitor arrives, they check in on the Visitor app at the front desk. The host gets a notification when the visitor checks in. See how visitors check in on the Visitor app →
If the booked resource is mapped in your door access integration, guests and visitors get door access to the booked resource for the time of the booking. If the booked resource isn't mapped, guests and visitors don't get door access to it. The same mapping rule applies to meeting rooms, event spaces, and studios.
FAQs
Which resources can members invite guests and visitors to?
Members can invite guests and visitors to bookings of meeting rooms and of every other bookable resource of the Zone type, except flexible areas. Such resources include event spaces, podcast studios, and bookable private offices.
Why can a member not invite guests to a flexible area booking?
Guest invites are not available for flexible areas. A flexible area booking records the number of guests, not each guest by name.
Can members invite guests to a hot desk booking?
Members cannot invite guests to a hot desk booking. Hot desks are Desk-type resources. Guest invites work only for resources of the Zone type.
Why didn't a visitor receive the invitation email from OfficeRnD?
OfficeRnD does not send the invitation email when your account uses the Outlook integration or the Google Calendar integration. In that case, the calendar integration sends the invitation. If your account uses neither integration, check the visitor's email address under Attendees. OfficeRnD sends the invitation only to the email address on the booking.
Do guests get door access to an event space booking?
Guests and visitors get door access to an event space only if the event space is mapped in your door access integration. If the event space isn't mapped, guests and visitors don't get door access to the event space. Meeting rooms use the same mapping rule.