Every visitor.
A seamless
experience.

From the first invite to the final check-out – Officebooking connects your frond door to your meeting room, access system , and Microsoft 365 environment. All in one platform built for the hybrid workplace. 

INTEGRATED WITH THE TOOLS YOUR TEAM ALREADY USES

Microsoft 365, Outlook, Teams, Nedap, Qpark, HID, Salto, Vecos, Paxton, Gallagher, Servicenow, Topdesk, Ultimo, Google

WHY OFFICEBOOKING

More than a sign-in screen.

Visitor registration that truly makes your visitors feel welcome – not another form to complete

Your front door, connected to your entire workspace

Visitor management shares one platform with desk booking, room booking, occupancy analytics, and indoor maps. One login, one data model, one admin panel — your reception and your operations, finally in sync.

Visitors auto-invited from room bookings

Book a meeting room in Outlook or Officebooking and your visitor invitation goes out automatically — complete with QR code, pre-arrival form, safety instructions, and parking details. Zero extra admin for the host.

Your host knows the moment their guests arrive

The instant a visitor checks in at the kiosk, their host receives a notification via Microsoft Teams and email. No more calling reception, no more guests waiting in the lobby. A warm welcome, every time.

Know exactly who's on-site — always, instantly

A live dashboard shows every visitor and employee on-site at any moment. Generate a full evacuation list filtered by floor or zone in one tap. Built for compliance, indispensable in an emergency.

Works with the access systems you already have

No rip-and-replace. Officebooking integrates with the access management systems already installed in your building — Salto, Nedap, HID, Paxton, and more — provisioning and revoking visitor access automatically on check-in and check-out.

Built for Europe — GDPR handled, data stays local

All visitor data is stored in European data centres and automatically anonymised after your configured retention period. ISO 27001 certified. A straightforward answer for UK and EU procurement and compliance teams.

Email invites

Badge printing

GDPR-proof

Self registration

Integrated catering and services

Management and report

FULL FEATURE SET

Everything your reception needs – and more.

A complete visitor journey, from the very first email to the final check-out

Pre-registration & visitor invites

Hosts send branded invitations with QR codes, pre-arrival forms, safety instructions, and directions — automatically from a room booking or manually.

Self-service Kiosk App

Visitors check in autonomously on your reception iPad. Supports badge printing, access card provisioning, NDA signing, and wayfinding to the meeting room.

Visitor Dashboard

Reception staff see every visitor moving through the flow: Expected → Approved → Checked In → Re-entry → Checked Out — with live status, host details, and quick actions.

Access Management Integration

Connect with Lenel, Nedap, Genetec, and other enterprise access systems to automatically provision and revoke visitor access cards on check-in and check-out.

Security Checks & Watchlists

Screen visitors against watchlists before approving entry. Flag and alert security automatically when a match is detected, without slowing down normal visitor flow.

Teams Video Intercom

The kiosk can place a Microsoft Teams call directly to the host — transforming your tablet into a smart intercom. No extra hardware, no separate intercom subscription.

Badge Printing

Custom-branded visitor badges printed automatically on arrival. Supports photo capture (optional), host name, time-limited access indicators, and zone permissions.

Catering & Services Integration

When inviting a visitor, hosts can add catering orders, room setups, and service requests in the same flow — routed to the right teams automatically.

Individual Self-registration for Employees

End users can register their own visitors without going through reception — perfect for hot-desking environments and hybrid teams who book ahead.

Reporting & Analytics

Track peak visit times, most frequent visitor companies, average dwell times, and check-in SLA. Exportable reports for compliance and capacity planning.

HOW IT WORKS

Zero friction for hosts and visitors alike.

Five steps from booking to check-out

Meeting planned

Hosts plan a meeting in Outlook or Officebooking

Invite sent

Visitor receives a branded email with QR code, parking spot & pre-arrival form

Pre-check-in

Visitor completes registration on their phone before arriving

Seamless arrival

Scan QR at kiosk → badge prints → access granted → host notified via Teams

Checkout & GDPR

Visitor checks out; data anonymised after your configured retention period

Calendar integration

Invite visitors straight from your room booking

When a host books a meeting room in Officebooking or Outlook, a branded visitor invitation is triggered automatically — including a QR code, pre-arrival form, safety instructions, parking details, and directions. No separate tool. No copy-pasting links.

workflow integration

Add catering and services in the same flow

While booking the room and inviting visitors, hosts can add catering orders, AV setups, and service requests — all in one go. Each request is routed to the right team automatically, no phone calls or follow-up emails needed.
visitor check-in

Seamless self check-in at the kiosk

Visitors scan their QR code at the reception kiosk — their badge prints automatically, access is provisioned, and the host receives an instant notification via email and Microsoft Teams. No queue. No receptionist dependency.
Access & Security

Branded badges and access control

Custom-branded visitor badges print on arrival, with photo, host name, and time-limited access zones. Integrated with leading access management systems including HID, Salto, Paxton — access cards provisioned and revoked automatically.
Reception Dashboard

Full control: view status of every visitor

Reception staff and facilities managers see a live dashboard with every visitor moving through the flow: Expected → Approved → Checked In → Re-entry → Checked Out. Filter by floor, zone, or host. Generate an emergency evacuation list in one tap.

Visitor Checkout and data management

Visitors check out at the self service station or checked out by your reception staff. Simply scan the QR code on your invite or badge and you’re good to go! Visitor details may be anonimised after a given period of time. This way you comply with all (European) personal data regulation and get to keep the data!
officebooking vs the others

The honest comparison

Sure, other visitor management tools can be helpful. But for organisations that prioritise safety, hospitality and ease-of-use, the choice is clear.

Feature Offiebooking Others
Integrated Desk & Room booking

✔

 Add-on
Visitor auto-invited from Outlook & Roombooking

✔

✖
Microsoft Teams Video Intercom

✔

 ✖
Native parking reservation

✔

✖
Emergency Evacuation List

✔

 Premium
GDPR Compliant EU Data Hosting

✔

US-Based
Access Management Integration

✔

 ✔
Self-service Kiosk App ✔ ✔
Badge printing

✔

 ✔
Catering & Services

✔

 ✖
Analytics

✔

 Add-on
Per-location pricing

✔

 Variable
book a demo

See the full visitor experience in 30 minutes

One of our workplace specialists will walk you through a live session tailored to your organisation — from kiosk setup to Microsoft 365 integration and the evacuation dashboard.

  • Live walkthrough of the full visitor journey
  • Tailored to your access management setup
  • GDPR Compliancy discussed
  • Transparent pricing — no hidden per-visitor fees
  • How to get rid of the paper list? We’ll make it easy.