Visitor management starts before guests arrive at the office.
The Virtual Reception and Visitor Log Module allows organizations to plan, register, and manage visits while minimizing manual involvement and automating the entire process.
The system combines visitor pre-registration, check-in, and communication in one place. Guests can register independently, while the host receives arrival notifications without involving the reception team.
Visitor pre-registration
Visits can be planned in advance and managed from the web panel or mobile app.
The system supports:
- creating, editing, and deleting visitor registrations,
- viewing all scheduled visits,
- one shared list of guests and visits.
All visits are available in one view, without information being scattered across different tools.
Automated communication
Every change to a visit can be communicated automatically.
The system supports:
- email communication with guests,
- calendar attachments,
- updates when visits are changed or cancelled.
Guests receive all necessary visit information without extra work from the organizer.
Connection with bookings
Visits can be part of other activities in the system.
The module supports:
- automatic visitor pre-registration when booking a meeting room,
- linking guests to meetings,
- synchronizing visit data.
Adding a guest to a meeting can automatically create their visitor pre-registration.
On-site visitor check-in
Guests can register independently when they arrive at the office.
The system supports:
- check-in on a reception tablet,
- entering visitor details or scanning a QR code,
- a fast and intuitive check-in process.
The tablet works as a digital reception desk, without requiring staff involvement.
Registration from a personal device
Visitor registration does not need to happen physically at the reception desk.
The module supports:
- registration from a smartphone,
- QR code scanning,
- remote access to the registration form.
Guests can register before entering the office.
Arrival notifications
The system automatically informs the right person when a guest arrives.
It supports:
- host notifications,
- real-time arrival information,
- no need to manually report a visitor’s arrival.
The host receives the notification immediately after the guest checks in.
Virtual Reception in the mobile app
Visit registration and handling can also be managed from the mobile app.
The app supports:
- QR code scanning,
- confirming guest arrival,
- access for authorized users.
Reception teams and employees can manage visits without access to a desktop workstation.
Roles and data access
The visibility of information and available actions depends on the user’s role.
The module supports:
- different access levels,
- data visibility controls,
- permission-based editing and visit management.
Each user sees only the data they are authorized to access.
Organizational consents and GDPR
The system allows organizations to collect the required consents from visitors.
It supports:
- GDPR consent handling,
- defining required statements and declarations,
- recording consent information.
The registration process can include all formal requirements related to the visit.
Configuration and flexibility
The module can be adapted to the organization’s visitor management standards.
It supports:
- registration process configuration,
- custom messages,
- tailored visitor forms.
The module can be configured to match the company’s guest service standards.