OTHER
Pre-register a visitor, email a QR badge, and alert the host on arrival
When a host submits a visitor pre-registration form, this creates a visitor record, emails the guest a scannable QR badge with arrival instructions.
How it runs
The automated pipeline, trigger to output.
- TriggerHost submits pre-registration formHTTP webhook
- ActionCreate visitor record with badge tokenAirtable
- ActionGenerate QR badge imageImage generation
- ActionEmail guest the badge and arrival infoGmail
- LogicWait for kiosk check-in scan
- OutputNotify host in Teams on arrivalMicrosoft Teams
What it does
Turns a host's pre-registration request into a complete visitor lifecycle: a tracked record, a guest-facing QR badge delivered by email, and a real-time host notification at check-in. No front-desk back-and-forth.
When to use it
Use it when employees host external guests (interviews, client meetings, vendors) and your front desk wants people pre-cleared before they walk in. Best when you already track visitors in Airtable and your staff lives in Microsoft Teams.
How it works
- 1A host submits the pre-registration webhook with the guest's name, email, host, and visit date.
- 2The flow writes a visitor record to Airtable with status `Pre-registered` and a unique badge token.
- 3A QR badge image is generated encoding that token for the kiosk scanner.
- 4The guest receives a Gmail message with the badge, building address, and parking notes.
- 5A second webhook fires when the kiosk scans the badge at arrival; the flow flips the record to `Checked in`.
- 6The assigned host gets a Teams direct message: guest name, location, and check-in time.
Set it up
What you configure once, before turning it on.
- 1Connect HTTP webhookTrigger any URL on agent actions.
- 2Connect AirtableBases, tables, views, automations.
- 3Connect Image generationManaged Nano Banana image renders, metered per image.
- 4Connect GmailRead, draft, send, label.
- 5Connect Microsoft TeamsChannels, chats, files.
- 6Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 7Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 8Test, then turn it onRun once against a sample, confirm the output, then enable the trigger.
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Run this workflow in your colony.
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