Email a Visit to All Visitors and Hosts

When you click Save and Email, an email is generated by the web-based portal and it is sent to the Visitors.

The Hosts' email addresses are listed in the CC field of the email and the Visitors' email addresses are listed in the BCC field for Visitor privacy.

The email can be sent to up to 100 recipients at a time.

The same email is sent to all Visitors and Hosts, listing Visitors' addresses in the BCC field and hosts addresses in the CC field of the e-mail.

The Email can be sent to up to 100 recipients at a time. For confidentiality, the BCC field is used for each recipient instead of the To field.

The Email subject is Upcoming visit with the date and time of the visit and a visit ID. The receptionist can search for the visit record with the visit ID number.

Example:

Visitor notification. You have upcoming visit scheduled on 11/30/2022 11:16 PM (visit id: 5255)

Note: If you specify the Time Zone property of the visit, the time of the visit is displayed in the time zone of the visit. If you do not specify the Visit time zone, the time of the visit is displayed in the Time Zone of the C•CURE 9000 server.

The text of the email includes the text in the Visitor Instructions or Host Instructions fields of the Visit, depending on the recipient. Visitors receive the text in the Instruction field, and Hosts receive the text in the Host Instructions field.

Any document attachments in the visit site and visit are included in the email.

The From field is filled in as defined in the C•CURE 9000 email configuration in Options and Tools.

This address is not related to the Host who sent the email and it is a no-reply address. You can manually put a different email address in the Visitor Instructions or Host Instructions fields as a contact. The Hosts' addresses are also available in the CC field of the email.

The email includes a calendar appointment file in .ics format. This file can be added to most calendar programs like Outlook and Gmail. If the recipient clicks on the .ics file, the appointment and any attached documents are added to their calendar program.

If you select the Email QR Codes to Visitors check box, as outlined in Visit Site Editor General Tab, the email contains a QR code. Each Visitor receives an individual QR code, and they can check in with the code C•CURE Kiosk.
Note: You can edit the notification email content on the Visit Side Editor Email Templates tab.