Skip to main content
All CollectionsWorkbenchBuildings Menu
Invite Visitors with the Outlook Calendar Add-in
Invite Visitors with the Outlook Calendar Add-in
Written by David Booth
Updated over a week ago

You've just installed the ZAP IN for Outlook Calendar Add-in. What's next?

What does this do?

ZAP IN for Outlook Calendar allows your organization to invite visitors and speed-up sign in to your premises.

Visitors who haven't been to your building before will receive an email with a preregistration link 24 hours before the scheduled visit. The preregistration link displays an online sign in webpage form - allowing your visitor to enter any information prior to their arrival. Once they arrive - they simply type in their name and voila! Any supplemental pictures or badges are completed at that time of entry.

First-Time Setup

After installing the add-in, open your Outlook Calendar and click "New event."

This will open the detailed editing view for Outlook events. The ZAP IN add-in is only available in this detailed view, and you should see the ZAP IN button in the toolbar.

To authorize ZAP IN to access your calendar, open the add-in's "Settings" page. A sidebar will appear with a prompt to authenticate ZAP IN. Follow the instructions to complete the authorization.

Once you've authorized ZAP IN, reload the add-in to start inviting visitors!

In the ZAP IN settings page, you'll find a "Building" setting that lists the buildings you have access to. Select the building (if you have more then one) you want to invite visitors to.

If you can't find a building you need, ask your ZAP IN Master account Email ID holder for permission to make invites for that building.

If there are multiple buildings that you will be creating events and inviting visitors to, then you will need to change the selected building each time. Otherwise, your selection will be remembered and you don't need to open this anymore.

Inviting your Visitors

After clicking "New event" in Outlook Calendar, click "Add ZAP IN invite" on the window that opens:

This will update the location and description fields.

Thats it! Just fill in the rest of the event details, such as the name and attendees, and save the event to your calendar.

Seeing your Expected Visitors

If you have access to the ZAP IN dashboard, you'll be able to see expected visitors for the building displayed during the appropriate date range of the invite.

Note that the dashboard only tracks external expected visitors, not employees or members of your organization that are also invited to those events on your calendar.

Removing Invites

To remove a ZAP IN invite from your Outlook Calendar event, simply remove the location and the event will no longer appear on the dashboard for expected visitors.

Did this answer your question?