Make a visitor registration

Pre-plan your visitor or off-site colleagues visit. Specify their visit details like date, time, location, and more.

Before you begin

Important: Starting with Workplace Core (sn_wsd_core) version 2.1, all updates, and new features are available only on the Workplace Service Portal. The workplace services provided by ServiceNow® are removed from the Service Portal on Workplace Core (sn_wsd_core) beginning with version 2.1. To configure the Workplace service catalog in the Service Portal, see Configure a catalog in Service Portal.

Role required: sn_wsd_core.workplace_user

About this task

Submit this request to register a guest. Specify if there are any additional requirements for the visit as a private note to the reception staff.

Workplace Visitor Management admin and reception staff can also register visitors directly from the application. Navigate to Workplace Visitor Management > Reception Staff > Register Visitors.

You can also register a visitor using the Virtual agent chat support. Navigate to Workplace Core > Workplace service portal > Workplace Service Portal Home and select the chat icon . Enter your question or select Show Me Everything to select from a list of available options to register a visitor.

Procedure

Navigate to All > Workplace Core > Workplace service portal.

Note: You can also raise a request from the Employee Center. On the home page, navigate to Workplace > Browse all Workplace and select the workplace service.
Open the Visitor Management category.
1. Select Catalog.
2. Select Browse by Categories.
3. In the Workplace Services Catalog, select Visitor Management.
  
  Note: If there are multiple catalogs configured on the portal, go to the Catalogs list and select Workplace Services Catalog > Visitor Management.
Select Register a guest.
On the form, fill in the fields.

Important: The date and time fields are in the time zone of the selected location.

Field	Description
Visit description	Description with details about the purpose of the visit.
Location	The location of the visit. Note: In Workplace Visitor Management version 2.0.0 or later, this field references the workplace_location field. Verify that all field references and dot-walk expressions in your configuration resolve to workplace_location.
Host	The name of the host of the visitor. By default, the field is set to your name.
Arrival date and time	Date and arrival time of the visit, shown as the arrival date and time icon .
Departure date and time	This field is automatically set to one hour after the arrival date and time. You can change this field by selecting your own time using the departure date and time icon ().
All-day invitation	Option for visits that last for an entire day.
Recurring invitation	Option to make a recurring invitation for the visitor.For recurring invitations, you can configure the following fields: Repeat: Frequency of the recurring invitation. It can be Daily, Weekly, or Monthly. Lasts: How long the recurring invitation lasts. You can the following values. For: Specifies how long the invitation lasts based on the Number of days field. Until: Specifies when the invitation expires based on the Ends on this date field.
Private note to receptionist	Additional requirements or a private note to the receptionist.
Co-hosts	Co-hosts for the visitor. The co-hosts and the main host are notified about the registration.

5. Select **Add an external visitor**, to add a visitor.

1.  Select **Add**.

2.  On the form, fill in the fields.

    | | |
    |---|---|
    |Select a known visitor|Option for selecting from a list of known visitors if the visitor has visited before. This selection automatically sets the name, email, and other relevant information of the visitor.|
    |Visitor type|The type of visitor.|
    |First name|The visitor's first name.|
    |Last name|The visitor's last name.|
    |Title|A title for the visitor if necessary.|
    |Visitor's email|The visitor's email address.|
    |Visitor's phone number|The visitor's contact number.|
    |Organization|The organization of the visitor.|
    |Wifi|Option for giving WiFi access to the visitor.|
    |VIP|Option for marking the visitor as an important person \(VIP\). This option helps the receptionist to prioritize the visitor.|
    |Parking preferences|The visitor's parking preference.|
    |License plate|The visitor's license plate details.|

3.  Select **Add**.

You can edit or remove a row from the form table using the add-remove row icon \).

Select Add a company employee, to add a colleague.
1. Select Add.
2. On the form, fill in the fields.


Select a colleague	The name of your colleague. The First name, Last name, and Email fields are automatically set. To edit any details, select the preview record icon and Save the changes.
Email	This field automatically sets t with the email address of the selected colleague. You can edit it.
Parking Type	The colleague's parking preference.
License plate	The colleague's license plate details.

3. Select **Add**.

You can edit or remove a row from the form table using the Add-remove row icon .

Bulk upload a list of visitors by using an Excel or CSV file.
1. Select Add visitors using a file.
2. Download the CSV or Excel template based on your preference.
3. In the downloaded file, fill in the visitor information.
  
  The columns in the file correspond to the fields in the Add an external visitor form. First name, Last name, and Email are required columns. If the visitor email is empty for any row, it’s skipped.
  
  Warning: In Workplace Visitor Management version 2.0.0 or later, Visitor type is optional on bulk upload. In version 1.19 or earlier, Visitor type was a required column.
  
  Note: You can only add 50 internal visitors and 50 external visitors in one file. If you want to increase the number of rows that can be imported, configure the global property glide.sc.multirow_set.rows.size and set it to the desired value which will apply to all portals. For more information, see https://support.servicenow.com/kb?id=kb_article_view&sysparm_article=KB0818277.
4. Upload the file from your system by selecting Upload.
  
  The system displays invalid information in the Invalid values column. Ensure that you fix the issues before submitting the request.
  
  You can edit or remove a row from the form table using the add-remove row icon.
In the Notification preferences section, select the channel to be notified on when the visitor checks into the building.

You can link the Virtual Agent with other channels like Microsoft Teams or Slack. For more information, see Conversational Integration apps for Virtual Agent.
Select Submit.

Result

Your visitor registration is submitted and you can view your requests. The details about the visit are sent to the visitor's email address. The visitors also receive a reminder email with the invite code on the day before the registered date. For recurring invitations, only one email is sent for the visit details, but reminder emails are sent a day before every visit.

Note: For Workplace Visitor Management version 2.0.0 or later, visitor emails include the full address of the campus and building locations along with time-zone based date and time.

If any visitor policies are applicable for the visit, the email sent to the visitor contains options to accept or decline the policies. If the visitor declines the policies in the email, they can still accept them while checking in through the Workplace Services Kiosk. For more information about the kiosk check-in process, see Check in using an invite.

Warning: In Workplace Visitor Management version 2.0.0 or later, the accept and decline policy buttons have been removed from visitor emails. Visitors can acknowledge policies on the visitor portal, or during the check-in process on a kiosk.

What to do next

You can check the details of your request. You can also edit or cancel the request.

You can view your requests by following one of the following steps.
- On the Employee Center, go to the Requests tab to view your requests and reservations.
- On the Now Mobile app navigation bar, select For Me and scroll down to the My Request section to view your requests.
- In the virtual agent chat, enter your question or select Show Me Everything to select from a list of available options to view your visitor details.
On the request details screen, you can cancel a request by selecting Cancel Request.
You can search for registered visitors in the Visitors list using the search option.

Parent Topic:Registering a visitor

Related topics

Use the host portal

Adding visitors

Review visitor policies

title	Make a visitor registration
description	Pre-plan your visitor or off-site colleagues visit. Specify their visit details like date, time, location, and more.
locale	en-US
canonical_url	https://www.servicenow.com/docs/r/employee-service-management/workplace-visitor-management/register-a-guest.html
release	brazil
product	Workplace Visitor Management
classification	workplace-visitor-management
topic_type	task
last_updated	2026-09-10
reading_time_minutes	7
breadcrumb	Registering a visitorWorkplace Visitor ManagementWorkplace Service DeliveryEmployee Service Management