How to Bulk Pre-Register Visitors

Pre-register up to 200 guests at once using one of three methods: Manual Entry, Copy & Paste, or CSV Upload.

Tip: The more fields you fill in during pre-registration, the less your guests need to type when they check in on-site. Try to complete as many columns as possible for the smoothest arrival experience.

Step 1: Open the Bulk Invite Screen

• Hosts / Employees — From the Host App, open Bulk Invite from the Dashboard or Visitors tab.
   
  
  

• Admins — Click Launch My Visitly from the Admin Console first, then follow the same path above.
  
  
  

Step 2: Complete Invite Details

 Fill in the Invite Details panel at the top of the screen before working with the grid.

Field	Required
Location	Yes
Visitor Type	Yes
Host (default for all rows)	Optional
Co-host (up to 9)	Optional

The CSV upload stay locked until Location and Visitor Type are selected.

Tip: Collapse this panel using the collapse icon on the right to get more grid space.

Grid Columns:

Column	Required	Notes
Full Name	Yes	Guest's first and last name.
Email Address	Optional	Used for sending invite notifications. Can be left blank if notifications aren't needed.
Override Host	Optional	Assign a different host for this specific guest. Grid-only — not included in CSV uploads.
Company Name	Optional	Guest's company or organization.
Phone Number	Optional	Guest's contact number.
Scheduled Check-In Date & Time	Yes	Expected arrival date and time.
Scheduled Check-Out Date & Time	Optional	Expected departure date and time.
Group Name	Optional	Tag guests who belong to the same group (e.g., "Board Meeting").
Internal Note	Optional	A private note visible only to hosts — guests never see it.

Step 3: Add Your Guests

Method 1: Manual Entry

1. Click into the Full Name column and start typing.

2. Press Tab to move across columns. Enter at least a Full Name and Scheduled Check-In Date & Time per guest.

   
   

3. Press Enter to move to the next row, or Tab past Actions to add a new row.

4. If multiple guests share the same value (e.g., the same scheduled check-in date), select the cell and drag the fill handle across the target rows to apply it in one go.

5. Repeat for all guests, then continue to Step 4.

  Method 2: Copy & Paste from a Spreadsheet

1. Click Download CSV Template at the top of the screen to see the correct column order. The template does not include "Override Host."

   
   

   
   

2. Match your spreadsheet columns to the template order.
   
   

   
   

3. Select your guest rows (no header row) and copy (Ctrl + C / ⌘ + C).

4. Click the first cell in the grid's Full Name column and paste (Ctrl + V / ⌘ + V). Multi-row paste is supported.

5. Fill in Override Host in the grid if needed. You can also drag the fill handle on any cell to quickly apply the same value across multiple rows.

6. Continue to Step 4.
   
   

Note: If data lands in the wrong columns, check that your column order matches the template and that no header row was copied.

Method 3: Upload a CSV File

 1. Click Download CSV Template, save it, and open it in any spreadsheet editor.

     2. Fill in one guest per row — at minimum Full Name and Scheduled Check-In Date & Time. Save as             .csv.

     3. Click Upload CSV on the Bulk Invite screen and select your file.

     4. Review the populated grid. Fill in Override Host if needed, then continue to Step 4.

Tip: Use the downloaded template rather than building a CSV from scratch — it guarantees the correct column order.

Step 4: Settings & Notifications

Review these settings at the Invite Details before saving. They apply to all guests in the batch.

Setting	What it does	Default
Notify Visitors	Sends guests an email/SMS invitation with check-in details.	On
Notify Host	Sends the host a notification for each pre-registered guest.	On
Allow Pre-fill	Lets returning guests auto-fill their check-in form from a previous visit.	On

Step 5: Save
    Click Save to pre-register all guests. Notifications go out based on your settings above.

Keyboard Shortcuts:

These shortcuts work inside the Bulk Invite grid.

Navigation:

Action	Windows / Linux	Mac
Next cell	Tab	Tab
Previous cell	Shift + Tab	Shift + Tab
Move between cells	Arrow keys	Arrow keys
Confirm edit & move down	Enter	Enter
Add new row	Tab from last column	Tab from last column
Cancel edit	Escape	Escape

Selection:

Action	Windows / Linux	Mac
Select entire row	Space	Space
Select all cells	Ctrl + A	⌘ + A
Extend selection one cell	Shift + Arrow	Shift + Arrow
Select to end of row/column	Ctrl + Shift + Arrow	⌘ + Shift + Arrow
Select a range	Click first → Shift + Click last	Click first → Shift + Click last

Editing & Bulk Fill:

Action	Windows / Linux	Mac
Copy	Ctrl + C	⌘ + C
Paste (multi-row supported)	Ctrl + V	⌘ + V
Cut	Ctrl + X	⌘ + X
Clear selected cells	Delete / Backspace	Delete
Drag-fill (repeat a value)	Select cells → Ctrl + D	Select cells → ⌘ + D

 Note: If a shortcut doesn't respond as expected, it may not be supported in your browser or OS.

Managing Rows

• Add rows in bulk — bottom-right corner control (up to 200 total).

• Add a single row — press Tab from the Actions column in the last row.

• Delete rows in bulk — select rows, then click Delete Selected.