At many building entrances visitors are still written into a book by hand or leave their ID at the security desk. When someone asks who visited whom and when, the answer cannot be found; the privacy notice is never read, and the factory safety briefing gets skipped. In the system we build, an employee invites a guest in advance and the visitor receives a QR-coded entry invitation. Check-in at the reception tablet takes seconds, GDPR and health-and-safety consent are captured digitally, the host is notified and the badge return is recorded on exit.
Problems we see at building entrances
- A visitor book that is illegible and unsearchable
- Privacy notices not being given
- Visitors waiting until the host is told
- No idea who is in the building in an emergency
Modules
Pre-invitation
Employees invite a guest with a date and time, and a QR code is sent.
Reception tablet
Quick check-in, photo, signature and digital consents.
GDPR and safety consent
Privacy notice, non-disclosure agreement and safety video acknowledgement.
Badge and label
A visitor card, or a photo badge from a label printer.
Host notification
Instant notification and email to the employee when the guest arrives.
Emergency list
A live list of visitors in the building and an entry-exit report.
How it works day to day
- 1
The employee invites their guest through the system.
- 2
The visitor scans the QR code at the reception tablet.
- 3
Digital consents are collected and a badge is printed.
- 4
The host is notified and the guest is welcomed.
- 5
On exit the badge is returned and the visit record closes.
Integrations
Off-the-shelf software or custom-built?
When off-the-shelf is enough
For small single-entrance offices, off-the-shelf cloud visitor apps may be enough.
When custom software pays off
For multi-building sites, turnstile integration, factory safety rules or public-sector security requirements, a custom system is a better fit and easier to audit.
How the budget is built
We launch the workflow that saves you the most time first, then add modules based on real usage. The full scope below is calculated with 15 screens and 9 modules; the final price follows a free discovery call and a written scope.
Maintenance and improvements (optional): €350 / month. Hosting, SMS, WhatsApp and app store fees are listed separately.
Frequently asked questions
Does it work with turnstiles?
Through your access-control provider’s interface, a visitor can be given a time-limited QR or card permission.
How long is visitor data kept?
The retention period follows your GDPR policy, and records are anonymised automatically when it expires.
Is it mandatory to take an ID photo?
No, what information is collected is set according to your building security policy.
Can couriers and suppliers be handled separately?
Yes, different forms, consents and access zones are defined by visitor type.
