High-level description
A digital, self-service, and user-friendly solution for visitor management. Guests visiting your employees, deliveries, and other visitors can easily register and quickly be received or admitted without unnecessary time or waiting.
Visitor management makes the journey smooth and efficient, while the company keeps track of visitors and saves resources on manual guest handling. This also means increased security and control over the premises.
How it works
Visitor Journey
1. The guest registers
The guest uses a kiosk or a QR code on their mobile to register as a visitor. They choose the language for registration. If they stop at a screen before completion, they are automatically returned to the start screen after some time.
The guest chooses whether to visit an individual or a company. If visiting an individual (host), the host is notified. If visiting a company, the company receptionist is notified in the same way as another host.
2. The host responds to the request
With compatible access control in the building, guests can be issued a code to get through access control and meet at the agreed/desired location. The host decides whether the guest should receive a code via message to enter the building on their own or if the host will send a message and meet the guest.
If the building does not have compatible access control but has its own building reception, the host can send a message to the building reception to admit the visitor or convey other detailed messages as necessary.
3. The guest receives a message or access code
The guest receives the message on their mobile, either in the form of a text from the host or an access code that allows entry into the building. The automated messages will follow the language used by the guest for registration.
Company Reception
Deliveries to companies and companies that wish to have their own reception use the company reception dashboard. Here, the person or people in this role can choose to admit and send messages to visitors to the company who are otherwise not handled by a host.
Building Reception
Buildings with a staffed reception have their own dashboard for building receptionists. The dashboard provides an overview of visitors not handled by the host or the visited company, including any messages sent by the host/company reception to the building reception and whether the host or company reception has instructed to admit the visitor.
Flowcharts
With compatible access control
Without compatible access control
Roles and responsibilities
Roles | Visitor | User (host) | Company Reception | Real Estate Reception |
Description | One or more persons visiting the building | Responsible person at the tenant who receives visitors | Reception belonging to the company (optional) | Reception belonging to the building (optional) |
Responsibility | - | Handles their own visitors | Handles company visitors, and acts as host if needed | Handles visitors on instructions from the host or company reception |
Visibility | - | Sees their own visitors | Sees company visitors | Sees all visitors for all companies in the building |
Functional Matrix
Function | Description |
“Forgotten Card” functionality | * Requires compatible access control |
Access with code for visitors | * Requires compatible access control |
Alarm Function in Dashboard | Alert symbol appears for unattended visitors after 5 minutes |
Automatic Deletion of Visitors | All visitor information is deleted after 10 days in the system |
Automatically Synchronized Employee Information | Employee information is automatically updated from the company's SSO provider upon login, if SSO is used |
Visits to Company, not to Person |
|
Dashboard for Building Reception | Overview of visitors to the building |
Dashboard for Company Reception | Overview of visitors to the company, notification via SMS and email, and response to the visitor via SMS |
Filter Function in Building Reception Dashboard | Filter function hides visitors that the building receptionist does not need to handle |
Multiple Entrance Areas | Multiple entrance areas can be set up, and information about the visit follows messages in the system |
Quick Function to Admit Visitors | Recipient of the visit can securely admit a single visitor via unique codes within a 15-minute window |
Check-In with QR Poster |
|
Check-In with Touch Screen | Web-based - can use iPad, Android, Surface, and PC |
Manual Deletion of Visitors | If no compatible access control is available, this is supported by notifying and giving console messages to the receptionist in the relevant company or building reception |
Support for Lack of Access Control
| If no compatible access control is available, this is supported by notifying and giving console messages to the receptionist in the relevant company or building reception |
Notification via SMS and Email | Notification via SMS and email to the host, and response to the visitor via SMS. If the visit is to the company, company receptionists are notified via SMS and email. |