Automatic Visitor Invites via Calendar Integration

PULT can turn meetings with external guests into visitor invitations automatically. Your colleagues simply invite a visitor mailbox (or book a synced meeting room) in Outlook or Google Calendar – PULT registers the external guests as visitors, sends them the PULT invitation email and updates the visit when the meeting changes. This article shows admins how to set it up.

📌 Before you start: Your organization must be connected via the Microsoft or Google calendar integration (see How to connect PULT Rooms with Microsoft). For the visitor mailbox, your IT team needs to create a regular or shared mailbox, e.g. visitors@yourcompany.com.

How it works

There are two ways to create visitors from the calendar. We recommend the visitor mailbox, because nobody has to book a "fake" room for it:

• Visitor mailbox (recommended): Your IT team creates a regular or shared mailbox and you link it to an office in PULT. When someone invites this mailbox to a meeting, PULT registers each external guest as a visitor at the linked office. No room booking is needed, and the mailbox never declines overlapping meetings.

• Synced meeting rooms: When someone books a connected meeting room with external attendees, PULT registers them as visitors for the office of the room.

In both cases:

• The visitors receive an invitation email with all details (if invitation emails are switched on).

• If the meeting is moved or cancelled, the visit is updated or removed automatically. Visits that are already checked in are never changed.

• If AI assistance is enabled for your organization, PULT uses AI to extract the visitor's name and company from the calendar event.

Settings

In the PULT dashboard, go to Settings → Visitors → Calendar integration.

1. Calendar integration

Switches the automatic visitor registration on or off.

2. What creates a visitor

Choose which meetings create visitors:

• Meetings in synced rooms – only meetings booked into a connected meeting room. The visit is assigned to the office of the room.

• Any meeting with an external guest – also includes meetings booked without a room.

• Meetings that invite a visitor mailbox – only meetings that invite one of your visitor mailboxes (see 8). Visitors are registered at the office linked to that mailbox.

Online-only calls and private appointments are always ignored.

3. Send invitation emails

When switched on, detected visitors automatically receive the PULT invitation email. When switched off, the visits are still created, but no PULT email is sent. This only applies to visits from the calendar integration – visitors you invite manually still receive the invitation email.

4. Attach a calendar invitation

Adds a calendar entry (.ics) to the PULT email. Switch this off if your guests already receive the meeting invitation from the organiser, so they don't get two calendar entries.

5. Visitor type for auto-created visitors

Choose which visitor type is assigned to visitors created by the calendar integration. The visitor type determines the check-in flow at the kiosk (see How to add/create different Visitor types).

Rooms that are not synced

This section is only relevant if you create visitors from meeting rooms (Meetings in synced rooms).

6. Rooms without an office

Meetings in these rooms do not create visitors. Click Manage meeting rooms and link the rooms to an office. Once a room is linked, its upcoming meetings start syncing.

7. Rooms in excluded offices

These rooms belong to an office that is excluded from visitor booking. To include them, switch off Exclude from visitor booking for the office (see Exclude Specific Offices from Visitor Management).

Visitor mailboxes

This section is used when What creates a visitor (2) is set to Meetings that invite a visitor mailbox.

8. Mailbox and office

Enter the email address of the visitor mailbox and choose the office where its visitors should be registered. Then tell your colleagues which address to invite.

Setup for your IT team:

• Use a regular or shared mailbox, not a room resource. Rooms decline overlapping bookings – a mailbox accepts every invitation.

• PULT reads the mailbox's calendar through your calendar integration. If your organization limits which calendars the integration may read, include this mailbox.

9. Add mailbox

Adds another mailbox, e.g. one per office. Each mailbox is linked to exactly one office. Use the bin icon to remove a mailbox.

10. Save

Saves your mailboxes. New meetings show up within a few minutes. Meetings created before a mailbox was added are not imported.

Sync activity

11. Source

The sync activity shows everything the calendar sync has captured, most recent first: visitor, meeting time, source, status (e.g. Active or Cancelled) and when the entry was captured. The source shows where the visit came from – a room, an office or a visitor mailbox, e.g. Visitor mailbox (visitors@yourcompany.com).

Frequently asked questions

What does the meeting organiser have to do?

With a visitor mailbox, the organiser simply adds the mailbox (e.g. visitors@yourcompany.com) as an attendee when creating the meeting with external guests in Outlook or Google Calendar. With synced rooms, it is enough to book the meeting room with the external attendees.

Why should we use a mailbox instead of a room resource?

Room resources decline overlapping bookings, so parallel visits would be rejected. A regular or shared mailbox accepts every invitation, and nobody has to book a "fake" room just to register visitors.

A meeting with the visitor mailbox doesn't show up. Why?

Only meetings created after the mailbox was added in PULT are picked up – older meetings are not imported. New meetings appear within a few minutes. Also check that your calendar integration is allowed to read the mailbox's calendar.

What happens if the meeting is cancelled?

The visit is removed automatically and shows as cancelled in the sync activity (11). Visits that are already checked in are never changed.

Is our reception informed about these visits?

Yes, if reception email addresses are set up for the office (see Guest Booking Settings).

I don't see the calendar integration in my settings.

Please contact our support team – we will check whether it can be activated for your organization.

Related articles

• How to connect PULT Rooms with Microsoft

• How to Invite Visitors in PULT

• Visitor Notifications: Who Is Notified When?

• Guest Booking Settings

• Exclude Specific Offices from Visitor Management

If you have any questions, feel free to contact our support team at support@pult.com.