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Automate Verified Visitor Management with Email Verification, Badges & Slack Alerts

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Created by: Jitesh Dugar || jiteshdugar

Jitesh Dugar

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Last update 19 hours ago

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Verified Visitor Pass Generator

Overview

Transform your visitor management process with this fully automated, enterprise-grade workflow. The Verified Visitor Pass Generator eliminates manual data entry, prevents fake registrations through email verification, and creates professional branded visitor passes in under 30 seconds.

What This Workflow Does

This comprehensive automation handles the complete visitor onboarding lifecycle:

  1. Captures Visitor Data - Receives form submissions via webhook from Jotform, Typeform, or any custom form
  2. Verifies Email Authenticity - Uses VerifiEmail API to validate emails and block disposable/fake addresses
  3. Generates Unique IDs - Creates visitor IDs with timestamps for tracking and security
  4. Creates QR Codes - Generates scannable QR codes containing visitor information for fast check-in
  5. Designs Digital Passes - Produces professional, branded visitor badges with HTML/CSS to Image
  6. Sends Email Notifications - Delivers passes to visitors with visit details and instructions
  7. Alerts Security Team - Posts real-time notifications to Slack with visitor details
  8. Maintains Audit Trail - Logs all visitor data to Google Sheets for compliance and reporting

Key Features

✅ Email Verification - Blocks fake registrations (95%+ accuracy)
✅ Branded Badges - Customizable design with logo, colors, and QR codes
✅ Instant Delivery - Visitors receive passes within 30 seconds
✅ Real-Time Alerts - Security team gets Slack notifications immediately
✅ Complete Audit Trail - All visitor data logged to Google Sheets
✅ Mobile-Friendly - Passes work on any smartphone
✅ QR Code Integration - Fast scanning for contactless check-in
✅ Professional Templates - HTML email templates included
✅ Error Handling - Invalid emails automatically rejected
✅ Zero Manual Work - 100% automated from submission to delivery

Perfect For

  • 🏢 Coworking spaces and shared offices
  • 🏛️ Corporate offices and headquarters
  • 🎪 Event venues and conference centers
  • 🏥 Healthcare facilities
  • 🏫 Educational institutions
  • 🏭 Manufacturing facilities
  • 🏨 Hotels and hospitality venues

Business Impact

Before Automation:

  • ⏱️ 10-15 minutes per visitor (manual process)
  • 📝 Manual data entry errors
  • 🔒 No email verification
  • 📊 No centralized tracking
  • 💸 High labor costs

After Automation:

  • ⚡ 30 seconds per visitor
  • ✅ Zero manual work
  • 🔐 Email verification prevents fraud
  • 📈 Complete analytics and reporting
  • 💰 99% cost reduction

Use Cases

Scenario 1: Daily Office Visitors
A coworking space receives 50 visitors daily. The workflow automatically verifies each visitor, generates professional passes, and maintains a searchable database for security compliance.

Scenario 2: Event Registration
A conference venue uses the workflow for event check-in. Attendees receive QR-coded passes that security scans for instant verification.

Scenario 3: Contractor Management
A corporate office tracks all contractor visits with automated logging, ensuring compliance with safety regulations and insurance requirements.

Customization Options

Easy Customizations:

  • Change company logo and branding colors
  • Modify email templates and messaging
  • Adjust badge design and layout
  • Add custom visitor fields
  • Update location and contact information

Advanced Customizations:

  • Add SMS notifications (Twilio integration)
  • Implement visitor pre-approval workflow
  • Create recurring visitor fast-track
  • Add NDA/terms acceptance step
  • Integrate with access control systems
  • Build visitor analytics dashboard

What Users Love

⭐⭐⭐⭐⭐ "Reduced our visitor processing time from 10 minutes to 30 seconds. Game changer!"

⭐⭐⭐⭐⭐ "The email verification feature stopped all fake registrations. Security team loves it."

⭐⭐⭐⭐⭐ "Professional badges make our coworking space look enterprise-grade. Clients are impressed."

🔧 Required Integrations & Credentials

1. VerifiEmail API (Required)

2. HTMLCSSToImage API (Required)

3. Gmail OAuth2 or SMTP (Required)

  • Setup: Connect Gmail account via OAuth2 in n8n

4. Slack API (Required)

  • Setup: Create Slack app and get OAuth token

5. Google Sheets OAuth2 (Required)

  • Setup: Connect Google account and create spreadsheet

🎯 Quick Start Guide

Step 1: Setup Credentials

  1. Create VerifiEmail account and get API token
  2. Setup HTMLCSSToImage API credentials
  3. Connect Gmail account via OAuth2
  4. Create Slack app and get bot token
  5. Connect Google Sheets account

Step 2: Configure Nodes

  1. Update company name in HTML badge template
  2. Replace logo in badge design (line 76 in HTML/CSS node)
  3. Update email template with your contact info
  4. Set Slack channel ID for notifications
  5. Create Google Sheets with proper column headers

Step 3: Test Workflow

  1. Click "Execute Workflow" with test data
  2. Verify email is sent to test address
  3. Check Slack notification appears
  4. Confirm data logs to Google Sheets
  5. Scan QR code to verify it works

Step 4: Activate

  1. Toggle workflow to "Active"
  2. Copy webhook URL to your form
  3. Submit first real visitor registration
  4. Monitor execution logs for issues

📈 Monitoring & Analytics

Track these metrics in Google Sheets:

  • Total visitors processed
  • Email verification success rate
  • Peak visitor hours/days
  • Most common visit purposes
  • Visitor company frequency
  • Average processing time

📄 License

This workflow is provided as-is for use in your n8n instance. Feel free to modify and adapt to your needs.