SV3 Visitor | Email Troubleshooting | Best Practices: Email Deliverability

Overview

These best practices help prevent email failures, reduce missed notifications, and ensure visitors always receive their QR codes.

Best Practices for Hosts

1. Add Multiple Organizers

Prevents single point of failure.

2. Double-Check Visitor Email Addresses

Before submitting the invitation.

3. Encourage Visitors to:

• Add your building’s domain to their safe-sender list

• Check spam & promotions folder

4. Include Mobile Number for SMS Backup

If available.

Best Practices for Tenant Admins

1. Maintain a Clean Contact Directory

• Remove duplicates

• Update employee email changes

• Remove old or inactive hosts

2. Standardize Email Entry Rules

Example: always use company emails over personal.

3. Audit Host Permissions Quarterly

Ensure correct roles receive notifications.

Best Practices for Building Admins

1. Monitor Watchlist Notification Recipients

Ensure contact lists are valid and updated.

2. Test Email Deliverability Periodically

Send internal test invites to confirm delivery.

3. Keep Kiosk Messaging Updated

Avoid outdated instructions that confuse visitors.

Best Practices for Visitors

• Check spam folder

• Add building email to safe senders

• Screenshot QR code for backup

• Provide accurate email and phone info

Building Policy Recommendations

1. Quarterly Internal Audits

Review host lists, tenants, and organizer accuracy.

2. New Staff Training

Ensure hosts know how to send invites and check organizer settings.

3. Support Escalation SOP

Create an internal workflow for when email issues arise.

Outcome

Following these best practices dramatically improves email success rates and reduces delays during visitor check-in.