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Visitor management system
What is a visitor management system?
A visitor management system is software that registers guests before they arrive, checks them in at reception and tells their host they are here. It replaces paper sign-in books with a digital record, so reception knows who to expect and the organization knows who is in the building.
Why it matters
Visitors judge an organization in the first minutes: whether reception expected them, whether a badge is ready, whether the host knows they have arrived. A visitor management system also helps with security and with handling visitor data in a controlled, GDPR-conscious way.
Where registration should start
Most guests are invited to a meeting, so the meeting invite is the natural place to register them. When the host adds guests while booking the meeting, reception gets the list automatically and nobody has to send it twice.
How AskCody handles visitor management
With AskCody visitor management, hosts register guests from the Outlook add-in while they book the meeting, or reception registers them in the visitor portal. Guests check in on a kiosk on an iPad or Windows touch PC, labels can be printed, and hosts are notified by email or SMS when their guests arrive.
Frequently asked questions
What information does a visitor management system collect?
Typically the guest's name, company, host and visit time. Collect only what you need and set clear retention rules for visitor data.
Is a visitor management system only for large offices?
No. Any office that receives guests benefits from knowing who is expected and from notifying hosts automatically.
Related terms