After creating guest invitations, you can view upcoming and past visits, track invitation status, and cancel invitations if plans change. The invitation management page gives you complete visibility into who you've invited and when they visited.
Your invitation list updates in real time as guests check in and out, helping you stay informed about visitor activity.
Access your invitation list by clicking Visitors or Guests in the left navigation menu of the resident portal. All invitations you create appear here automatically.
Viewing Your Invitation List
Click Visitors in the left navigation menu to see all your guest invitations. The page displays invitations in a list or card layout depending on your institution's portal design.
Each invitation shows key information at a glance: visitor name or names if you invited multiple people, arrival and departure dates, and current status.
Understanding Invitation Status
Each invitation displays a status badge that tells you where your visitor is in the check-in process.
Invited means you sent the invitation and your guest has not yet arrived. This status appears from the moment you submit the invitation until your guest checks in at the front desk.
Checked-In means your guest arrived and completed check-in. They are currently on campus visiting you. You received a notification when this happened.
Checked-Out means your guest left campus and checked out at the front desk, or the system automatically checked them out at their scheduled departure time. The visit is complete.
Canceled means you or a housing administrator canceled the invitation before your guest arrived. The QR code no longer works and your guest cannot check in.
Status updates happen automatically. You don't need to refresh the page to see changes, though refreshing can help if you're unsure whether updates appeared.
Filtering Your Invitations
Most portals include a toggle or filter to switch between viewing all invitations and only upcoming ones.
Upcoming Invitations
Select Upcoming or toggle Only show upcoming to see invitations for future visits and currently checked-in guests. This view hides past invitations and focuses on active visitor activity.
Use this view when you want to quickly check who is coming soon or who is currently visiting.
Past Invitations
Select Past or All to see your complete invitation history, including checked-out and canceled invitations.
Use this view to track who visited in previous weeks or semesters, or to reference details from a past visit.
Viewing Invitation Details
Click any invitation in your list to open its detail page. This page shows complete information about the invitation and visit.
Visitor Information
The detail page displays each visitor's name, email address, phone number, and date of birth as you entered them when creating the invitation.
If you invited multiple people on one invitation, all their names and details appear together on the same page.
Visit Dates and Times
The scheduled arrival and departure dates and times appear clearly labeled. This helps you confirm when your guest is expected and when they should leave.
Check-In and Check-Out Times
Once your guest checks in, the actual check-in timestamp appears on the detail page. This shows exactly when front desk staff completed the check-in process.
Similarly, when your guest checks out, the check-out timestamp appears. Compare this to the scheduled departure time to see if your guest left early or late.
Special Instructions
Any special instructions you entered when creating the invitation appear in the details. Front desk staff see these notes during check-in.
Form Responses
If your institution requires custom questions during invitation creation, your answers appear in a form responses section. This reminds you what information you provided about parking, dietary needs, or other details.
Canceling an Invitation
If your guest can no longer visit, cancel the invitation to prevent confusion at the front desk.
When to Cancel
Cancel invitations when your visitor's plans change and they will not arrive. This might happen due to travel issues, schedule conflicts, or personal emergencies.
Cancel as soon as you know plans changed. This keeps front desk staff informed and prevents your visitor from trying to check in with an invalid QR code.
How to Cancel
Find the invitation in your list and click it to open the details. Look for a Cancel, Revoke, or Cancel Invitation button.
Click the button and confirm that you want to cancel. A confirmation dialog appears asking you to verify the action.
Once confirmed, the invitation status changes to Canceled immediately. Your visitor's QR code stops working and they cannot check in.
You cannot cancel an invitation after your guest has already checked in. If your checked-in guest needs to leave early, ask front desk staff to check them out manually.
What Happens When You Cancel
The system marks the invitation as canceled. The invitation remains in your list with Canceled status for your records, but it is no longer active.
Your visitor's QR code becomes invalid. If they try to use it at the front desk, staff see an error message and cannot complete check-in.
Front desk staff can see that the invitation was canceled when they search for visitor records.
Your visitor may or may not receive a notification that the invitation was canceled, depending on your institution's settings. Inform your guest directly that their visit is canceled.
Receiving Notifications
The system sends you notifications at important points in the visitor process.
Guest Arrived Notification
When your guest checks in at the front desk, you receive a notification with text like "Your guest [Name] has arrived" or "Your guest has checked in."
This notification appears as an in-app alert in your resident portal. Depending on your notification settings, you may also receive an email or SMS text message.
Use this notification as a signal to meet your guest at the front desk if your institution requires it, or to expect them to arrive at your room soon.
Guest Waiting Notification
If front desk staff click a Notify Host button before checking in your guest, you receive a notification that your guest is waiting at the front desk.
This happens when staff need you to come down to meet your guest in person, verify their identity, or escort them into the building.
Respond quickly to these notifications to avoid keeping your guest waiting.
Managing Notification Preferences
Control whether you receive visitor notifications via in-app alerts, email, or SMS in your notification preferences or settings page. Look for guest or visitor notification options.
Most students keep in-app and SMS notifications enabled for guest arrivals to ensure they don't miss their visitor checking in.
Tracking Visitor History
Your past invitations list serves as a history of everyone who visited you during your time living on campus.
Review past invitations to remember when family visited, which friends stayed overnight, or how many visitors you hosted during a specific period.
This history can be helpful if housing staff ask questions about visitor activity or if you need to reference past visits for any reason.
Invitations You Cannot Modify
Once an invitation reaches certain statuses, you cannot edit or cancel it through the resident portal.
You cannot edit invitation details after submitting. If you entered wrong information, cancel the invitation and create a new one with correct details.
You cannot cancel an invitation after your guest has checked in. Contact front desk staff if your checked-in guest needs to leave early.
You cannot reactivate a canceled invitation. Create a new invitation if your guest decides to visit after you canceled.
Multiple Invitations for the Same Person
You can invite the same person multiple times for different visits. Each visit gets its own invitation with a unique QR code.
If you want the same person to visit again, create a new invitation with new dates. The previous invitation's QR code does not work for the new visit.
Your invitation list shows all invitations for the same person separately. Check status and dates to distinguish between different visits by the same guest.
Finding a Specific Invitation
If you have many invitations and need to find a specific one, use these strategies.
Filter to upcoming or past to narrow the list based on whether the visit already happened.
Scan the list for the visitor's name. Invitations typically display guest names prominently.
Check dates if you remember approximately when the visit occurred or is scheduled.
Some portals include a search box where you can type a visitor name to find their invitation quickly.
Troubleshooting Invitation Issues
Invitation doesn't appear in my list
Refresh the page to ensure the list is up to date. If the invitation still doesn't appear, verify that you successfully submitted it when you created it. Look for a confirmation message or check your email for a copy of the invitation.
Status isn't updating
Status changes like check-in and check-out may take a moment to reflect in your portal. Refresh the page after a few seconds. If the status still doesn't match what you expect, contact front desk staff to verify whether your guest checked in or out.
Cannot cancel an invitation
If the cancel button is disabled or missing, your guest may have already checked in. Once checked-in, you must ask front desk staff to check out your guest if they need to leave early. You cannot cancel from the resident portal.
Invited the wrong person
Cancel the incorrect invitation immediately and create a new one for the correct person. The faster you cancel, the less confusion it causes.
Related Articles
Creating Guest Invitations (For Students)
Understanding QR Codes and Visitor Check-In (For Students)
Guest Invitation Permissions and Restrictions (For Students)
Guest and Visitor Management Overview