Visitor Preregistration Process

The ALICE Preregistration Site lets visitors review and fill out their visitor information before an upcoming appointment. When visitors arrive for their appointment, they will enter their Appointment Code to retrieve their information, reducing the time a visitor needs to check in.

On the ALICE Preregistration Site, the visitor can:

• Complete the visitor check-in form and survey questions.

• Review and sign induction documents.

• Review and acknowledge induction videos.

• Edit any existing personal information.

Use this guide to inform employees of the preregistration process or to answer any questions by visitors. 

Providing Visitors Access to the Preregistration Site

To begin the preregistration process, the visitor must first receive an invite code from ALICE Receptionist. The code will be included in the invite email they receive once their appointment is scheduled using Outlook or Google Calendar or by uploading an upcoming visitor list. For more details on each scheduling process, visit their respective sections.

Once the visitor receives the invite, the email includes a link to the ALICE Preregistration Site (https://guest.alicereceptionist.com/). They may begin the preregistration process after receiving their appointment code.

Signing In

The sign-in process varies depending on the type of visitor signing in. First-time visitors will need to fill out most of the information. Return visitors with Registered Visitor accounts must review their existing information for changes. They may also need to acknowledge or sign expired, updated, or new induction materials.

Guest Sign In

When visitors first open the preregistration site, they must provide the appointment code received in their ALICE Receptionist invite email. Once they enter the code, they click the VERIFY & PROCEED button. A one-time verification code will be sent to their email. When they enter the verification code, they will click the Verify & Proceed button again to log into the website.

Registered Visitor Sign In

If a visitor already has a Registered Visitor account, they can click the Sign in as A Registered Visitor button to bring them to the sign-in page. They will need to enter the email and password for their account. If they have forgotten their password, they can click the Forgot Password? link and enter their email in the pop-up window. 

First Time Check-in

First-time visitors start on the Check-in Form tab of the Check-in section. Here, they will fill out their check-in information. Once saved, the website will automatically navigate them to the Survey tab and then the Induction tab.

Additional instructions can be provided to visitors on the right side of the screen. To customize these instructions, refer to the Check-in Instructions article.

Check-in Form Tab

The Check-in Form tab includes Reserved Fields and Custom Fields enabled on the ALICE Portal. These fields can be modified in the Reserved Fields and Global Custom Fields tabs.

After selecting Confirm & Save, a green checkmark will appear on the Check-in Form tab indicating completion. The visitor will then be moved to the Survey tab.

Survey Tab

The Survey tab will allow the visitor to fill in any surveys enabled in the Survey section of the ALICE Portal.

After selecting Submit, a green checkmark will appear by the Survey tab indicating completion. The visitor will then be moved to the Induction tab.

Induction Tab

The Induction tab will allow the guest to complete any induction documents or videos uploaded and published through the Inductions tab of the ALICE Portal.  Before viewing the document, the visitor can see the Company listing it is associated with, the document name, if a signature is required, and if the document has been completed. Clicking the VIEW button on the right-hand side of the document listing will open the document or video for the guest to read or watch.

At the bottom right-hand corner of the page, an acknowledgment button will be used to acknowledge the document or video. "I AGREE" is the example used below.

If a signature is required for a document, an "Add Signature" window will pop up, allowing the visitor to provide their signature. After providing their signature, clicking the acknowledgment button at the bottom of the window will save it.

Once the documents have been completed, a green check mark will appear next to the Induction tab, and the view buttons will indicate completion. Selecting the View button will allow visitors to review the document they accepted and signed.

Creating a Registered Visitor Account

If the "Enable Registered Visitor Sign Up" option is enabled in the Reserved Fields tab on the ALICE Portal, the visitor will have the opportunity to create a Registered Visitor using the Create Account section. Registered Visitors can retain and review their records between multiple visits. It also allows them to check in more quickly using a QR or Visitor Code.

On the Create Account tab, the user will fill in their details. The next time they visit the ALICE Preregistration Site, they will use the email and password they provided. If they forget their password, they can use the Forgot Password? link on the sign-in screen.

Once logged in, the Registered Visitor can review their information, new visitor requirements, and retrieve their QR or Visitor Code.

After filling out the fields, they can click the CREATE button to create their account. The menu options on the sidebar will change to show options only available to Registered Visitors.

Registered Visitor Account Options

Registered Visitors have various options that typical one-time guests do not.

• QR or Visitor Codes for faster check-ins.
• Review upcoming and past appointments.
• Review acknowledged and signed documents.

My Appointment Section

If a Registered Visitor logs into the preregistration site, they will first be taken to the My Appointment section. They can view upcoming appointments and details about their past appointments. Clicking the Pre Check-in button in the "Status" column will open the Check-in section to review their information and any new visitor requirements.

My Account Section

In the My Account section, the visitor can use the Edit Profile option to review and update details related to their account, including their name, company, photo, and contact information. In addition, the visitor can change their password or delete their account.

At the top of the My Account page, there will be two codes for the visitor. The "Check-in Code" is the number associated with their account. The visitor can use this code when using the "By Code" option in both the Fast Track Check-in and Check-Out options.

Clicking the  icon in the top right corner of the page will open a pop-up window. The visitor will have the option to send their QR code to their mobile number or email. Visitors can scan this QR code during the Fast Track Check-in and Check-Out processes.

An admin can also send Registered Visitors their QR code from the ALICE Portal's Registered Visitors tab in the Visitor Management section.

My Documents Section

The My Documents section contains the induction documents filled out during previous check-ins. The row will display the Company listing associated with the induction, the name of the document, whether the document has a signature, the current status of the document, and the date the document was accepted. Clicking the VIEW button will open the document for review.