Start inviting your contacts using the ZAP IN calendar add-on. Their invites will automatically appear in ZAP IN as "expected" for their appointment. When it's time for your invitees to sign in, the process is fast and easy!
If you already have the add-on and are just looking for instructions to use it, visit one of the links below. Otherwise, read on to set up the Calendar Integration feature.
Step 1: Enable the feature
For multiple buildings "All" Building > Shared Settings > Calendar Integration | For a single building: |
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You should find yourself on a page where you can make sure that "Display Expected Visitors on Dashboard" is enabled:
Step 2: Install the Add-on
Visit the appropriate marketplace for you and follow the instructions there to install the add-on. If you use multiple Google or Microsoft accounts, make sure you are signed in to the marketplace with the account you want to use.
Step 3: Understanding who can use the add-on
Once the ZAP IN add-on is set up, you should be able to see a dropdown menu of the building(s) that you can create ZAP IN events for. You will only see buildings if the email address of your calendar account is associated with the buildings through your ZAP IN account. This association could be:
It is the ZAP IN master account holder
It is a ZAP IN subaccount with access to the building
It is the email address of a person in the "Here to See" directory of the building
It is the email address of a person in the "Shared Here to See" directory
It is the email address of a person in an integrated LDAP directory, Google Workspace Directory, or Microsoft Azure Directory, provided the domain of the ZAP IN account matches the domain of the calendar account
Step 4: See Expected Visitors on the Dashboard
On the dashboard, you can view a table of all expected visitors, which is separate from your existing visitor records. You can search for expected visitors within a specific date range, search by name, and filter expected visitors by specific buildings.
Records displayed on the "Expected Visitors" chart will show invitation of external contacts. Employees also included on the invitation will not be shown as visitors.
Example:
Alice and Bob work at ABC Inc. and are in the Here-To-See directory.
They invite an external consultant, Michelle, to visit them at 3:30pm on Tuesday.
Michelle will appear as an expected visitor at 3:30pm that week in the ZAP IN dashboard. Alice and Bob will not appear in the expected visitors table.
They invite their manager Chloe to a team update meeting. Chloe is also in the Here-To-See directory.
No expected visitors will appear, because all of the members of the meeting are internal to the company and therefore not considered "visitors".
Other Information
Pre-registration
First-time expected visitors will receive a preregistration email 24 hours before their arrival. This allows them to fill out basic information such as their name, email, and contact information, to speed up the sign-in process. However, fields that are set to not repopulate, and other fields like signatures, photo capture, and agreements, will still need to be done upon arrival.
Signing In
ZAP IN moves an expected visitor into an actual visitor upon sign-in, matching the visitor by their name and/or email. If the visitor's sign-in information doesn't match the expected visitor record, ZAP IN can't match them correctly. You can manually remove the expected visitor record in this case.