Setting up SMS Notifications
VisitorRego is able to send real-time notifications to staff members to let them know when a visitor has signed in to meet with them. Notifications can be delivered via email, SMS, or a combination of both, depending on your setup.
This article focuses on setting up SMS notifications within your VisitorRego system. It explains the key requirements, walks through configuration options using either VisitorRego’s SMS service or your own SMS gateway, and provides guidance on how SMS notifications work during sign-in.
This article focuses on setting up SMS notifications within your VisitorRego system. It explains the key requirements, walks through configuration options using either VisitorRego’s SMS service or your own SMS gateway, and provides guidance on how SMS notifications work during sign-in.
In addition to notifying staff when a visitor signs in, VisitorRego also supports SMS messages to:
• The visitor themselves – to confirm their registration and let them know their host has been notified.
• Staff upon visitor sign-out – providing confirmation that their guest has now left the site.
These options are covered later in this article.
• The visitor themselves – to confirm their registration and let them know their host has been notified.
• Staff upon visitor sign-out – providing confirmation that their guest has now left the site.
These options are covered later in this article.
Requirements for SMS Notifications
To use SMS notifications in VisitorRego, there are a few key requirements you’ll need to meet:
SMS Gateway Service
An SMS gateway is needed to send text messages. You can either use your own SMS provider or VisitorRego’s SMS service, which charges 17c per message.
An SMS gateway is a service that allows software like VisitorRego to send text messages to mobile phones. It acts as a bridge between the digital system and the mobile networks, converting messages into the format mobile carriers require.
VisitorRego has its own integrated SMS gateway service built into the system, which means you don’t need to set up or manage a separate SMS provider unless you prefer to use your own. Using VisitorRego’s SMS service simplifies setup and management by handling message delivery for you. The cost is charged per message at 17c. If you'd like to use VisitorRego’s SMS service, please let us know so we can ensure everything is set up correctly for your account.
VisitorRego has its own integrated SMS gateway service built into the system, which means you don’t need to set up or manage a separate SMS provider unless you prefer to use your own. Using VisitorRego’s SMS service simplifies setup and management by handling message delivery for you. The cost is charged per message at 17c. If you'd like to use VisitorRego’s SMS service, please let us know so we can ensure everything is set up correctly for your account.
Internet Connectivity
Your VisitorRego unit must have internet connectivity to use VisitorRego’s SMS service. If using your own SMS gateway, internet connectivity is typically still required, although in some setups, local network access may be sufficient.
Staff Mobile Numbers
Ensure the staff list in VisitorRego includes mobile phone numbers for any staff members who should receive SMS notifications. For help with this, see our Overview of Loading Staff article.
Email Notification Settings
For SMS notifications to work, certain email notification settings must be configured (explained further in the configuration section). This is because SMS messages are sent via email-to-SMS gateways.
Accessing SMS Settings in VisitorRego
From VisitorRego’s Admin mode, select Options > Email tab, then expand the SMS section.
This will display all the available SMS configuration settings.
Configuring SMS Notifications Using VisitorRego’s SMS Service
1. In SMS settings, tick the checkbox Send SMS To Staff to enable SMS notifications for staff members.
2. Tick the checkbox Send SMS Using VRF to use VisitorRego’s SMS gateway.
3. Close the System Setup window to save your changes.
Because SMS messages are sent via email-to-SMS gateways, email notification settings must also be configured correctly. See Configuring Email Settings for SMS Notifications.
Configuring SMS Notifications Using Your Own SMS Gateway
1. In SMS settings, tick the checkbox Send SMS To Staff to enable SMS notifications for staff members.
(Leave Send SMS Using VRF unticked when using your own SMS gateway).
2. Enter the SMS domain into the SMS Domain field.
This is the domain provided by your SMS gateway (e.g. @bulletinmessenger.net).
3. Enter the sender email address into the SMS Send From field.
This is the authorised email address your SMS gateway accepts messages from (e.g. reception@yourdomain.com).
2. Enter the SMS domain into the SMS Domain field.
This is the domain provided by your SMS gateway (e.g. @bulletinmessenger.net).
3. Enter the sender email address into the SMS Send From field.
This is the authorised email address your SMS gateway accepts messages from (e.g. reception@yourdomain.com).
4. Close the System Setup window to save your changes.
Because SMS messages are sent via email-to-SMS gateways, email notification settings must also be configured correctly. See Configuring Email Settings for SMS Notifications.
Configuring Email Settings for SMS Notifications
1. From VisitorRego’s Admin mode, select Options > Email tab, then expand the Email section.
2. Depending on your setup:
To send both email and SMS notifications:
Tick Send Email and Use VRF Mail.
This enables email notifications alongside SMS messages using VisitorRego’s mail server.
To send SMS notifications only (no email):
Tick Use VRF Mail but leave Send Email unticked.
This allows SMS messages to be sent without triggering email notifications.
If using your own SMTP server for email:
Tick Send Email but leave Use VRF Mail unticked.
Enter your SMTP server details accordingly.
3. Close the System Setup window to save your changes.
2. Depending on your setup:
To send both email and SMS notifications:
Tick Send Email and Use VRF Mail.
This enables email notifications alongside SMS messages using VisitorRego’s mail server.
To send SMS notifications only (no email):
Tick Use VRF Mail but leave Send Email unticked.
This allows SMS messages to be sent without triggering email notifications.
If using your own SMTP server for email:
Tick Send Email but leave Use VRF Mail unticked.
Enter your SMTP server details accordingly.
3. Close the System Setup window to save your changes.
For a detailed overview of how to configure email notification settings, please refer to our knowledge base article: Setting up Email notifications
How To Change The SMS Message To Staff
You can customise the SMS message that is sent to staff when a visitor signs in. This allows you to include specific information that’s relevant for your site or staff members.
To change the SMS message content:
1. From VisitorRego’s Admin mode, select Options > Email tab, then expand the SMS section.
To change the SMS message content:
1. From VisitorRego’s Admin mode, select Options > Email tab, then expand the SMS section.
2. In the SMS Message To Staff field, enter your desired message.
You can use database fields (listed below) to automatically include visitor and sign-in details.
3. Close the System Setup window to save your changes.
You can use database fields (listed below) to automatically include visitor and sign-in details.
3. Close the System Setup window to save your changes.
List of Supported Database Fields
Use the following fields to personalise 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. For example:
[VISITORNAME] from [VISITORCOMPANY] has signed in to [SITE] to meet with [MEETINGWITH].
[VISITORNAME]
[VISITORCOMPANY]
[VISITORPHONE]
[VISITORVEHICLE]
[MEETINGWITH]
[TIMEIN]
[FIELD1] to [FIELD10]
[REQUIRESASSISTANCE]
[REGISTERNOTE]
[SITE]
[WORKSTATIONNAME]
You can include any combination of these fields in your message. For example:
[VISITORNAME] from [VISITORCOMPANY] has signed in to [SITE] to meet with [MEETINGWITH].
Overview of SMS Settings
The following settings are available in the SMS section of System Setup. Each one controls a specific aspect of how SMS notifications are sent when a visitor signs in:
Send SMS To Staff | If ticked, and a mobile number is set up for the staff member an SMS will be sent to notify them of a visitors arrival. |
Send SMS using VRF | If ticked SMS will be sent via the VisitorRego SMS service at a cost of 17c per message. |
Send SMS to Visitor | If
ticked, and a mobile number has been captured from Self-Registration, a
SMS will be sent to the visitor after they have registered. |
SMS Message to Staff | This is the content of the message sent to staff. Data from Self Registration can be included in the message by putting the Database Field name in [brackets]. For example [PHONE]. |
SMS Message to Visitor | This is the content of the message sent to visitors. You can specify any Self Registration data in the same way as above. |
SMS Send From | The email that the SMS notification will be sent from |
SMS Domain | If you are not sending SMS using VRF, enter your SMS gateway domain here |
Additional SMS Notification Options
Beyond notifying staff when a visitor signs in, VisitorRego also supports additional SMS notifications to:
- The visitor themselves, confirming their registration and letting them know their host has been notified.
- The host, when the visitor signs out, confirming the visitor has left the site.
These features require that SMS is already fully set up, including SMS enabled in System Setup, and a working gateway configured. If those steps haven’t been completed, these notifications won’t work.
SMS Notification to the Visitor
To enable the SMS sent to the visitor:
1. From VisitorRego’s Admin mode, select Options > Email tab, then expand the SMS section.
1. From VisitorRego’s Admin mode, select Options > Email tab, then expand the SMS section.
2. Tick the checkbox Send SMS To Visitor to enable SMS notifications to visitors upon sign-in.
3. Close the System Setup window to save your changes.
You can customise the message sent by editing the SMS Message To Visitor field. By default, the message reads:
Thank you for registering. [MEETINGWITH] has been notified you are here. Please talk to reception if they don't meet you soon.
If you’d like to include other database fields (e.g. [VISITORPHONE]) in your message, refer to the list of supported database fields in the How To Change The SMS Message To Staff section earlier in this article for guidance.
Thank you for registering. [MEETINGWITH] has been notified you are here. Please talk to reception if they don't meet you soon.
If you’d like to include other database fields (e.g. [VISITORPHONE]) in your message, refer to the list of supported database fields in the How To Change The SMS Message To Staff section earlier in this article for guidance.
SMS Notification on Visitor Sign-Out
To enable the SMS sent to staff on visitor sign-out:
1. From VisitorRego’s Admin mode, select Options > Email tab, then expand the Sign Out section.
To enable the SMS sent to staff on visitor sign-out:
1. From VisitorRego’s Admin mode, select Options > Email tab, then expand the Sign Out section.
2. Tick the checkbox Send SMS to enable SMS notifications to staff upon visitor sign-out.
3. Close the System Setup window to save your changes.
You can customise the message sent by editing the SMS Message field. By default, the message reads:
[VISITORNAME] from [VISITORCOMPANY] has signed out at - [TIMEOUT].
If you’d like to include other database fields (e.g. [VISITORPHONE]) in your message, refer to the list of supported database fields in the How To Change The SMS Message To Staff section earlier in this article for guidance.
[VISITORNAME] from [VISITORCOMPANY] has signed out at - [TIMEOUT].
If you’d like to include other database fields (e.g. [VISITORPHONE]) in your message, refer to the list of supported database fields in the How To Change The SMS Message To Staff section earlier in this article for guidance.
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