--- title: Pre-registering visitors and QR code sign-in description: Learn how to pre-register visitors in ArrivalsHQ so they receive a QR code by email and sign in at your reception kiosk in seconds, with no forms. --- [Skip to content](https://knowledgebase.clearooms.com/pre-registering-visitors-and-qr-code-sign-in#main-content) ![Colour Transparent](https://knowledgebase.clearooms.com/hs-fs/hubfs/Colour%20Transparent.png?width=1672&height=313&name=Colour%20Transparent.png) Open main navigation Close main navigation - [Contact us](https://2feg9n.share-eu1.hsforms.com/2LEUbrOfJTIe01qcEQusU5w) [Contact us](https://2feg9n.share-eu1.hsforms.com/2LEUbrOfJTIe01qcEQusU5w) How can we help you? - There are no suggestions because the search field is empty. 1. [Clearooms Knowledge Base](https://knowledgebase.clearooms.com/?hsLang=en-gb) 2. [Arrivals HQ](https://knowledgebase.clearooms.com/arrivals-hq?hsLang=en-gb) 3. [Journeys](https://knowledgebase.clearooms.com/arrivals-hq?hsLang=en-gb#journeys) # Pre-registering visitors and QR code sign-in ## Invite visitors ahead of time so they can sign in with a quick QR code scan Pre-registering a visitor means adding their details before they arrive. They receive an email with a QR code and a calendar invite, and on the day they simply scan their QR code at the kiosk to sign in, with no forms to fill in. This guide shows hosts how to pre-register a visitor, and admins how to make sure the kiosk is ready for QR code sign-in. **Before you start** Visitor emails must be switched on for your organisation under **ArrivalsHQ \> Notifications**, otherwise the invitation is not sent. Scanning a QR code at the kiosk is an **Arrivals HQ Plus** plan feature. Your kiosk journey needs the **Pre-registered QR scanned** trigger (see section 7).   **1. Open the Pre-register page** In the Clearooms portal, select **ArrivalsHQ** in the top menu. Then select **Pre-register** in the left-hand menu, or the **Pre-register** button at the top of the Dashboard. As you fill in the form, the **Live email preview** on the right shows the invitation your visitor will receive, including their sign-in code. ***The Pre-register form*** ![](https://knowledgebase.clearooms.com/hs-fs/hubfs/image-png-Nov-11-2026-01-57-19-3985-PM.png?width=436&height=350&name=image-png-Nov-11-2026-01-57-19-3985-PM.png)  **2. Enter the visitor’s detail**s Fill in the visitor’s **Name** and **Email**, which are required, plus their **Company**, **Phone** and **Car registration** if you have them. Choose a **Language**. This is the language their invitation and emails are sent in. If the person has visited before, select **Use a previous visitor** to fill in their details for you. **3. Add the visit details** - **Type:** choose their visitor type, such as Contractor, or leave it as No specific type. - **Host:** search for the person they are visiting, or select **Use me as the host**. - **Site, Date and Time:** choose where and when they are visiting. Site and Date are required. - **Additional details:** complete any extra fields your organisation has set up. Fields marked with a \* are required. **4. Book a desk, parking space or meeting room** Under **Book for their visit**, you can reserve a desk, parking space or meeting room for the day of the visit. Select **Any available** for each one, or tap the floor plan to choose a specific space. *Booking a space for the visit* *![](https://knowledgebase.clearooms.com/hs-fs/hubfs/image-png-Nov-11-2026-02-00-02-6119-PM.png?width=375&height=242&name=image-png-Nov-11-2026-02-00-02-6119-PM.png)*  **5. Send documents in advance** Under **Documents to send in advance**, tick any documents the visitor should see before they arrive, such as a safety video or confidentiality agreement. Documents marked **Signature required** need to be signed. Documents are managed in the **document library**. **6. Send the invitation** 1. Check **Send invitation email** is switched on. 2. Check the details in the live email preview. 3. Select **Pre-register visitor**. ***Documents to send in advance and the invitation email setting*** ![](https://knowledgebase.clearooms.com/hs-fs/hubfs/image-png-Nov-11-2026-02-01-12-2070-PM.png?width=574&height=334&name=image-png-Nov-11-2026-02-01-12-2070-PM.png) ***The live email preview of the invitation*** ![](https://knowledgebase.clearooms.com/hs-fs/hubfs/image-png-Nov-11-2026-02-02-11-3139-PM.png?width=529&height=442&name=image-png-Nov-11-2026-02-02-11-3139-PM.png) **Good to know** If visitor emails are switched off for your organisation, a message appears above the button and no email is sent. An admin can turn them on under ArrivalsHQ \> Notifications.   **7. Set up the kiosk for QR code sign-in (admins)** Two settings make sure pre-registered visitors can sign in with their QR code: - **Journey trigger:** in the journey builder, the trigger at the top of the journey should include **Pre-registered QR scanned**. Select **Edit triggers** to add it, then publish the journey. - **Welcome screen:** in **Settings \> Branding**, under the welcome screen options, make sure **Scan a QR code** is switched on. ***A journey that runs for walk-ins and pre-registered QR codes*** ![](https://knowledgebase.clearooms.com/hs-fs/hubfs/image-png-Nov-11-2026-02-03-28-3611-PM.png?width=353&height=68&name=image-png-Nov-11-2026-02-03-28-3611-PM.png)  **8. What the visitor does on arrival** On the kiosk welcome screen, the visitor selects **Scan a QR code**, or simply holds their pre-registered QR code up to the screen. Because their details were added in advance, they can sign in quickly without filling in the visitor form, and their host is notified as usual. ***The welcome screen, with Scan a QR code and the prompt to hold up a pre-registered QR*** ![](https://knowledgebase.clearooms.com/hs-fs/hubfs/image-png-Nov-11-2026-02-04-31-2871-PM.png?width=323&height=243&name=image-png-Nov-11-2026-02-04-31-2871-PM.png)  **Tips** - Pre-register visitors as early as you can, so they have time to read and sign any documents before they arrive. - Remind visitors to have the email open on their phone, or printed, when they arrive. - For regular visitors, select **Use a previous visitor** to save time. - Book parking in advance for visitors who are driving, using their car registration.   - [FAQs](https://knowledgebase.clearooms.com/faqs?hsLang=en-gb#main-content) - [General](https://knowledgebase.clearooms.com/faqs?hsLang=en-gb#general) - [Hosting & Security](https://knowledgebase.clearooms.com/faqs?hsLang=en-gb#hosting-security) - 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