The host knows before the visitor sits down.
Email the person being visited as soon as their visitor signs in. If the name typed does not match one person on your staff list, it goes to your reception address instead.
Hi Daniel,
Sarah Mitchell has signed in at reception and is waiting for you.
| Type | Visitor |
| Organisation | Northfield Catering |
| Reason | Kitchen inspection |
| Car registration | AB12 CDE |
What notifications does MassVisit send?
Everyday emails: to the host when their visitor signs in or pre-registers, to reception when the host is unclear, and to visitors with their sign-in code. In an emergency: an email with the on-site list to signed-in staff, and a text to visitors and contractors who gave a phone number, where SMS is set up.
- Arrival email
- To the host, optional
- Registration email
- To the host, optional
- Fallback
- Unmatched hosts go to reception
- Emergency
- Email to staff, text to visitors
- Checked
Everyday emails and emergency messages.
The same on-site list decides who gets the emergency ones.
| Message | Goes to | When |
|---|---|---|
| Visitor has arrived | The host, or reception | A visitor signs in at the kiosk |
| Visitor has registered | The host, or reception | Someone pre-registers to see them |
| Your sign-in code | The visitor | They pre-register and give an email address |
| Emergency alert with the on-site list | Staff who are signed in | An alert is raised, with email set up |
| Emergency text | Visitors and contractors who gave a phone number | An alert is raised, with SMS set up |
The code email, in full.
Pre-registered visitors get their code in large type with three steps for when they arrive. This is the message the service builds, word for word.
Pre-registrationHi Sarah,
You're registered to visit Demo Academy on Friday, 30 October 2026.
Your sign-in code
48217
When you arrive:
- Tap Visitors on the screen at reception.
- Tap Have a code? and enter the 5 digits.
- Confirm your details and collect your badge.
The code only works on the day of your visit. If you didn't register, you can ignore this email.
Switch them on in Settings.
Each one is a tick box or a field in the admin page.
- Email the host on arrivalA tick box in Settings. Off by default.
- Email the host on pre-registrationA second tick box. Off by default.
- Reception emailWhere emails go when the host is blank or matches nobody.
- SMS (Twilio)Account SID, auth token and from number, for emergency texts to visitors.
- Email (SMTP)Your mail server, for the emergency email to signed-in staff.
Three products. One platform.
MassVisit is part of Mass Coms, with MassCasts alongside it. Each works on its own. Together they cover everyone in the building, every day and in an emergency.
Emergency platform
Declare a lockdown or evacuation and reach staff phones, PA, SMS, doors and screens at once, with a record of every step.
masscoms.com
Digital signage
Notices, menus and welcomes every day. The alert and the way out on every screen when it matters.
masscasts.com
Visitor management
Sign-in, badges and host emails at reception, so you always know who is on site.
You are here
- MassVisit
A visitor signs in at reception and prints a badge. Their host gets an email.
- MassCasts
The reception screen welcomes them by name, then goes back to its playlist.
- Mass Coms
Later, staff declare an evacuation from their phone.
- MassCastsMassVisit
Every screen shows the way out, and the roll call lists who is on site, visitors included.
Notification questions.
All featuresCan hosts be told when their visitor arrives?
Yes. Switch on the arrival email and the person being visited is emailed when their visitor signs in, with the visitor's organisation, reason for visit and car registration.
What if the visitor types a name we do not recognise?
If the host name is blank or does not match exactly one person on the staff list, the email goes to your reception address.
Can visitors get emergency texts?
Visitors and contractors who gave a phone number can be sent an emergency text when an alert is raised, where SMS is set up.
Who gets the emergency email?
Staff who are signed in at the time, with the list of everyone recorded on site.
Send yourself a test arrival email.
In a demo we sign in a visitor for you, so you see the email arrive in your own inbox.