Which messages EvTrack sends, to whom, when, and the setting that switches each one on or off. Defaults are what a new system starts with; your administrator may have changed them.
The sender
Every email comes from the Sender Email Address and Sender Name set in your server’s email settings. Ask your administrator for the address, and add it to your safe senders so passes do not land in spam.
To visitors
| Message | When | Setting (default) |
|---|---|---|
| Visit pass (“Visit Access Pass”) | A pass is issued: a host’s invite, or an approved request | Email in Visit Pass > Notification Channels (on) |
| The pass by SMS | A pass is issued | SMS in Notification Channels (off) |
| The pass by WhatsApp | A pass is issued | A WhatsApp gateway and the WhatsApp Invite channel (off); separate from the email |
| Pass updated (“UPDATED:” in the subject) | The visit is changed | Updated in Notification Channels (off) |
| Visit cancelled | The visit is cancelled | Cancel in Notification Channels (off) |
| Pre-registration request | You send a registration link | Sent when you send it |
| Verification code | A visitor proves their email address | Always; a 6-digit code |
| Request declined | A request is declined | The person declining chooses Host and Visitor, Host Only or Visitor Only |
| Thank you after the visit | The visitor checks out | Send Visitor Check-out Follow-up Email (off), for the whole system |
What the pass email carries: the QR code and the visit details, a calendar invite (Include Calendar Invite (ICS), on), and, only where switched on, the Attach Visit Pass Permit (PDF) and Attach Visit Badge (PDF) (both off), any files your administrator added under Attachments, and the Location, Rules, WiFi and Parking blocks (off). The pass can go to the host instead (Send to Host Instead of Visitor, off) or copy the host (CC Host, off). See Emails.
To hosts
| Message | When | Setting (default) |
|---|---|---|
| New Visitor Registration | A request for this host arrives; Process Registration opens it after login | Sent to the request’s host; otherwise to the people your registration settings name, then the location’s managers |
| Approve or deny a walk-in (“Approve/Deny: Visitor …”) | A walk-in names this host and host approval is required | Require Host Approval for Self/Walk-in Check-in (off); Email Host Approval (on); SMS Backup for Host Approval (off) |
| Visitor arrived or left | A check-in or check-out is recorded | Notify Host Mode (IN: arrivals only); Notify Host via Push Notification (on); Notify Host via Email and Notify Host via SMS (off); the host’s own profile must allow the channel |
A walk-in waits for the host for the Host Approval Timeout (120 seconds by default, one value for the whole system). A reception check-in that waits for the host uses Host Approval Timeout (Minutes) under Dashboard Check-in (15 minutes by default; a location can change it). Departures are sent only when Notify Host Mode is OUT or BOTH. See Host Notifications and Host Approval.
To managers and approvers
| Message | When |
|---|---|
| Visitor Approval Request | A request waits for a location’s managers (Require Manager Approval on the location) |
| New Visitor Registration | A request with no host arrives at a location |
Reminders
Reminder emails (upcoming visits, requests waiting for approval, expiring credentials and expiring user accounts) are all off by default; each is switched on separately - see Reminder Emails.
Who receives staff notices
A notice to a member of staff is sent only to a user who is enabled, inside their active and expiry dates, and has one usable email address or mobile number. If nobody qualifies, nothing is sent and EvTrack records the missed notice; it does not fall back to another manager or an administrator.
Timing
| What | How long |
|---|---|
| A verification code is valid | 25 minutes by default; then “Code has expired” |
| Resend Code appears | After 60 seconds |
| A walk-in waits for the host | 120 seconds by default |
| Reception waits for the host | 15 minutes by default |
| Arrival and departure notices | When the check-in or check-out is recorded |
EvTrack hands each message to your mail server or gateway at once; how fast it arrives depends on them.
An email did not arrive
- Check the address on the visitor or user.
- Ask them to check spam, and to add the sender address to their safe senders.
- Check the setting in the tables above: many messages are off by default.
- Send the pass again with Share Visit Pass from the visit’s actions.
More: Passes and Emails.