This article is for hosts - Skedda users who need to invite someone to visit their venue. You don't need to be an admin to create a visit!
Please note that Visitor Management is a paid add-on for Skedda & AllBooked plans. If you don't see the 'Visits' page in your navigation, reach out to your admin to confirm the feature is enabled for your venue.
Check out our FAQs if you have further questions!
Creating a visit
To invite a visitor, you'll complete the following steps:
Navigate to the 'Visits' page.
Click 'New visit' to open the visit form.
Complete the form with the required details (see below).
Click on 'Confirm visit' to save the visit. Your visitor will be sent a confirmation email automatically.
Visit form fields
When creating a visit, you'll need to provide the following information:
Visit type - categories of visits available on your venue
Custom fields - Some fields may appear on the form depending on the visit type selected.
Date & Time - the start and end time of the visit.
Host - this will be set to you automatically. Non-admins are always set as the host for visits they create.
Visitor name(s) - the first and last name of each visitor.
Visitor email(s) - the email address your visitor's confirmation will be sent to.
Notes (optional) - any instructions you'd like included in your visitor's confirmation email, e.g. directions, parking info, or who to ask for on arrival.
Once saved, the visit will appear on the 'Visits' page with all accompanying details.
Adding multiple visitors at once
If you're inviting a large group — for example, for a training day, conference, or workshop — you can import all visitors in one go using a CSV file instead of entering each person individually.
To import visitors from a CSV:
In the Visitors section of the New Visit or Edit Visit modal, click Import visitors from CSV. This expands an upload area below the manual-entry fields.
Click Download template to get the CSV template. Open it in Excel, Google Sheets, or any spreadsheet tool.
Fill in one row per visitor with three columns: email, first_name, and last_name. Remove the sample row before uploading.
Save the file as a CSV and drag it into the upload area, or click anywhere inside the area to browse for the file.
The system validates each row and shows a summary — for example, "12 visitors ready to import, 2 rows have errors." Any errors are listed with the row number and reason (for example, "Row 4: Email is missing").
If there are errors, you can either fix the file and upload again, or click Add [number] visitors to proceed with only the valid rows — errored rows are skipped.
Imported visitors appear in the Visitors list alongside any manually-added visitors. Once you're happy with the full list, confirm the visit as normal.
Visit-confirmation email
Once a visit is created (or if any visit details are updated), your visitor will automatically receive a confirmation email. You don't need to send anything separately!
The confirmation email will include:
The date and time of the visit
Your name as the host
The notes/instructions you provided (if any)
The office address set up by your admin
Below is an example of what your visitor will receive:
What happens on the day
When your visitor arrives, they can check in at the reception tablet in one of two ways:
Via QR code - they scan the QR code on the tablet using their phone, provide their email address, and select their visit to check in
Via the tablet directly - they tap 'Check in or out' on the tablet and follow the on-screen steps
Once your visitor has checked in, you'll receive an email notification letting you know they've arrived. Below is an example email:
Tracking your visits
You can view and manage all of your visits from the 'Visits' page.
Each visit will show the current status of your visitor(s):
Status | What it means |
Invited | The visitor has been sent their confirmation email but hasn't checked in yet |
Checked in | The visitor has arrived and completed the check-in process |
Checked out | The visitor's visit has ended and they've been checked out |
FAQs
Can I invite more than one visitor to the same visit?
Yes! You can add multiple visitors to a single visit by providing each visitor's name and email address in the 'New visit' form.
Can I edit a visit after it's been created?
Yes, you can edit a visit's details at any time - unless a visitor has already checked in. Once check-in has occurred, the visit can no longer be edited. If something changes after check-in, we recommend creating a new visit with the updated details.
If you update a visit's date or time before check-in, your visitor will automatically receive an updated confirmation email.
Can I cancel a visit?
Yes. If you remove a visit, both you and your visitor(s) will be notified via email.
Can I schedule a repeating visit?
Visits in Skedda are single-occurrence only. You'll need to create a new visit for each time you plan to host your guest.
Can visits span midnight?
Visits cannot run past midnight. If you need to host a visitor across midnight, we recommend creating two separate visits to cover both portions of the time.
Can a visitor decline an invite?
RSVPs aren't supported in Skedda's visitor management feature. If a visitor can't attend, they'll need to let you know directly so you can cancel or update the visit.
Can I book a space for my visitor as part of this process?
The visitor management feature covers the invite and check-in/out process only. If you need a dedicated space for your visitor, we recommend making a separate booking in Skedda alongside the visit.
Who should I contact if I don't see the 'Visits' page?
Reach out to your Skedda admin. They'll be able to confirm whether Visitor Management is enabled for your venue and whether you have hosting permissions.