Editing the Email Template
VisitorRego can send email notifications to staff when a visitor arrives on site. These notifications are based on an HTML file known as the email template, which controls the wording, layout, and information displayed in the email.
You may want to customise the template to adjust the message content or include specific visitor details relevant to your site. This article explains how to edit the email template used for visitor arrival notifications. The same process can be applied to other templates in the system if needed.
You may want to customise the template to adjust the message content or include specific visitor details relevant to your site. This article explains how to edit the email template used for visitor arrival notifications. The same process can be applied to other templates in the system if needed.
Locating the Email Template
Most VisitorRego units already have an editable email template file stored locally at:
C:\ProgramData\VisitorRegoLtd\VisitorRego\Res\
The file is usually named EmailTemplate.htm.
If the file isn’t present on your unit, you can either:
• Create a new template using Notepad (or another plain text editor) and save it as EmailTemplate.htm with the .htm extension.
• Contact VisitorRego Support to get a copy of the default template.
C:\ProgramData\VisitorRegoLtd\VisitorRego\Res\
The file is usually named EmailTemplate.htm.
If the file isn’t present on your unit, you can either:
• Create a new template using Notepad (or another plain text editor) and save it as EmailTemplate.htm with the .htm extension.
• Contact VisitorRego Support to get a copy of the default template.
It is recommended to make a backup copy of your email template before making any changes. This allows you to restore the original version if needed.
Editing the Email Template
Once you've found the EmailTemplate.htm file, you can customise it by opening it in Notepad:
1. Right-click the file.
2. Select Open with > Notepad.
(If Notepad isn’t listed, click Choose another app and find it there.)
This will open the file in a basic text editor where you can make changes.
After opening the file, you’ll see a mix of visible text and structured code. This file is written in HTML (HyperText Markup Language), the same language used to build websites and format emails. It might look unfamiliar, especially if you haven't worked with HTML before, but the parts you’ll usually want to change are fairly easy to spot.
After opening the file, you’ll see a mix of visible text and structured code. This file is written in HTML (HyperText Markup Language), the same language used to build websites and format emails. It might look unfamiliar, especially if you haven't worked with HTML before, but the parts you’ll usually want to change are fairly easy to spot.
Look for the visible text in the file. This is the message content that appears in the email staff receive when a visitor signs in. For example, you might see text like “Has arrived and is waiting at”. You can update this wording to better suit your site.
You can also insert database fields to include specific information such as the visitor’s name, company, host, and more. These fields appear as short codes inside square brackets (e.g. [VISITORNAME], [VISITORCOMPANY], [MEETINGWITH]) and are automatically replaced with the correct values when the email is sent.
List of Supported Database Fields
Use the following fields to change the message content:
[VISITORNAME]
[VISITORCOMPANY]
[VISITORPHONE]
[VISITORVEHICLE]
[MEETINGWITH]
[TIMEIN]
[FIELD1] to [FIELD10]
[REQUIRESASSISTANCE]
[REGISTERNOTE]
[SITE]
[WORKSTATIONNAME]
You can include any combination of these fields in your message.
[VISITORNAME]
[VISITORCOMPANY]
[VISITORPHONE]
[VISITORVEHICLE]
[MEETINGWITH]
[TIMEIN]
[FIELD1] to [FIELD10]
[REQUIRESASSISTANCE]
[REGISTERNOTE]
[SITE]
[WORKSTATIONNAME]
You can include any combination of these fields in your message.
3. Once you’ve made your changes, go to File > Save.
To preview the changes, simply double-click the EmailTemplate.htm file. It will open in your web browser so you can see how the email will appear.
Editing HTML can be a complex task. We recommend contacting the VisitorRego support team for assistance with any changes to your email template. Our team is ready to help ensure everything is customised correctly and smoothly, saving you time and effort. Get in touch with us, and we’ll take care of it for you.Setting the Active Email Template for Use
Follow these steps to change the email template:
1. In VisitorRego’s Admin Mode, go to Options > Email tab, then expand the Email section.
2. Click in the Email Template field. An ellipsis button (…) will appear on the right.
3. Select the ellipsis button (…) to open the file browser.
4. Navigate to the folder where your email templates are stored (typically:
C:\ProgramData\VisitorRegoLtd\VisitorRego\Res) and select the desired HTML file.
5. Click Open to confirm the selection.
6. Close the System Setup window to save your changes.
1. In VisitorRego’s Admin Mode, go to Options > Email tab, then expand the Email section.
2. Click in the Email Template field. An ellipsis button (…) will appear on the right.
3. Select the ellipsis button (…) to open the file browser.
4. Navigate to the folder where your email templates are stored (typically:
C:\ProgramData\VisitorRegoLtd\VisitorRego\Res) and select the desired HTML file.
5. Click Open to confirm the selection.
6. Close the System Setup window to save your changes.
Once you’ve set the template in VisitorRego, you can test it by toggling to Self-Registration mode and registering as a visitor to meet with yourself. This will generate a real email notification using the template you selected, allowing you to see exactly how it will appear to staff. Any database fields you included, such as the visitor’s name, company, or host, will be populated with actual data from the test sign-in, so you can confirm that the message content and formatting work as intended.
For email notifications to be sent, whether during testing or in normal operation, email functionality must be enabled and configured correctly in VisitorRego. This ensures that staff will receive the emails generated from your template. For detailed setup instructions, see Setting up Email Notifications.VisitorRego uses several different email templates for different notifications. These can be created or edited in the same way as described in this article.Related Articles
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