Check-in reminders

Check-in reminders help regular site visitors remember to check in each day. Site admins can choose when reminders are sent, how they are delivered, and who should be excluded. Visitors can then respond from a personalised link to check in, snooze the reminder, or manage their own reminder settings.

This feature is designed to reduce missed check-ins without manual follow-up from admins.

Who this feature is for

Check-in reminders help workers or regular visitors remember to check-in, while helping administrators improve check-in compliance.

They are intended for returning visitors or workers with a check-in history at the site. Visitors who have never checked in since reminders were enabled are not included.

Quick guide: how to set up check-in reminders in EVA Check-in

Set-up steps

• Make sure you have access to the relevant site.
• Confirm which visitor types should receive reminders.
• Decide which notification method you want to use: push notification, email, SMS, or Microsoft Teams.

Main steps

1. Open check-in reminder settings
   Go to Site information > Options > Check-in Reminders.
2. Turn reminders on
   Enable Send check-in reminders for the site.
3. Choose whether visitors can check in from the reminder
   Turn on Add check-in button to reminders if you want visitors to be able to start check-in directly from the reminder page.
4. Set the reminder schedule
   Choose the reminder time in the site's local timezone and select the active days. The default reminder time is 08:30 and the default active days are Monday to Friday.
5. Set exclusions
   Add any visitor types or date ranges that should never receive reminders.
6. Choose how reminders are sent
   Select the notification method you want to use - e.g. SMS, e-mail, Teams, push notification, or a combination.
7. Update relevant message templates
   Customise the notification content for the channels you use.
8. Save your changes
   After saving, EVA checks whether the current day's reminder needs to be scheduled straight away.

Setup details - what admins can configure

At Site information > Options > Check-in Reminders

What happens after reminders are enabled

When reminders are enabled for the first time, EVA records an activation date for the site. Only visitors who are not of an excluded visitor type and check in on or after that date become eligible for future reminders. This avoids sending reminders to prior/historical visitors on day one.

Who receives a reminder

At the configured day and time, EVA sends reminders to visitors when all of the following conditions are met:

• The site has reminders enabled.
• Today is an active day and is not excluded by a date range.
• The visitor has checked in at least once on or after the date reminders were enabled for the site.
• The visitor has not checked in today.
• The visitor's type is not excluded.
• The visitor has not paused or opted out of reminders.
• The visitor has not already received a reminder today.

How reminders work for visitors

Receive a reminder

At the configured time, eligible visitors receive a reminder by the configured method/s. The reminder contains a personalised link with an encrypted token that identifies the visitor.

The reminder link is valid for 24 hours.

Example - push notification

Use the reminder page

The visitor reminder page opens without a login. What the visitor sees depends on whether they have already checked in.

If they have already checked in today: they see a confirmation message and do not need to do anything else.

If they have not checked in today: they can use the options below.

1. Check in now — available only when the admin has enabled this option. This starts the check-in flow with the visitor's details pre-filled.
2. Snooze — lets the visitor choose 30 mins, 1 hour, 2 hours, or 4 hours before receiving another reminder.
3. Skip reminders for today — stops any further reminders for the rest of the current day.
4. Manage check-in reminders — opens the visitor's personal reminder settings page.

Update reminder settings

Visitors can open their reminder settings from any reminder link. This page is also token-authenticated and does not require a login.

Visitors can:

1. choose their own active days
2. set a different reminder time from the site default
3. pause reminders until a selected date
4. stop reminders permanently

These preferences are saved against the visitor's profile for that site.

Manage reminders after check-in

After a successful check-in, EVA can show a Manage check-in reminders button on the success screen when reminders are enabled for the site.

This button is shown only when the check-in was not completed through the dedicated kiosk app or as an admin-on-behalf check-in.

It can, howvere, be available after methods such as QR code scan, contactless check-in, pre-registration, mobile app check-in, and checking in directly from a reminder link.

Analytics and reporting

To understand how check-in reminders are performing, and whether visitors are opting out or ignoring reminders, go to Reports > Check-in reminder logs.

This report is available to users with the Operations, Customer Administrator, or Cloud Manager role.

Filters

Reports can be filtered by name, date and site. Select your filters and then click Run report.

Summary cards

Summary cards are updated based on your selected filters. Select a summary card to filter the visitor breakdown table by that result.

Visitor breakdown table

The report includes a visitor table with sortable columns, for example:

Each row shows:

• name
• site
• reminders sent
• conversions
• checked in late count
• ignored count
• snoozed count
• status badges such as  Active, Disabled, and Custom schedule

Manage visitor reminder preferences as an admin

Admins can open a visitor's profile and use the Check-in reminder settings tab to view or update reminder preferences for each site the visitor can access. When the profile is saved, the changes are applied on the visitor's behalf. 

Key concepts explained

Consistently ignoring

A visitor is marked as Consistently ignoring when both of these are true within the reporting time period specified:

• they have been sent at least 3 reminders
• they have ignored at least 50% of them

Order does not matter. EVA uses the overall ratio, not a streak.

Examples:

• Visitor A: Ignored, Checked in, Ignored, Checked in, Ignored — qualifies.
• Visitor B: Checked in, Checked in, Ignored, Ignored, Ignored — qualifies.
• Visitor C: 10 sent, 4 ignored — does not qualify because the ignored rate is 40%.

Conversion

A conversion means the visitor checked in within 4 hours of the reminder being sent. If the visitor checks in more than 4 hours after the reminder, they are counted as Checked in late.

Snooze

Snoozing means the visitor asks to be reminded again after 30 minutes, 1 hour, 2 hours, or 4 hours. If they check in before the snooze ends, the deferred reminder is cancelled automatically.

Active days

Site defaults and visitor-specific active days are stored as a day-of-week pattern. In the UI, this appears as a set of checkboxes. If a visitor has custom active days, EVA uses those days instead of the site default.

Activation date

When reminders are first turned on, EVA records an activation date. Only visitors who have checked in since that date are eligible for reminders. This helps keep reminders focused on active site users.

Token-based access

The reminder and settings pages do not require an EVA admin login - to allow visitors to manage their own reminder settings and preferences. Instead, each link includes a secure token that identifies the visitor.

• The reminder link used in notifications is valid for 24 hours.
• The reminder settings page token is valid for 7 days.

Excluded dates

Excluded dates stop reminders being sent during selected date ranges such as public holidays or shutdown periods. Both the from and to dates are inclusive.

Constraints and known limits