{"id":84889,"date":"2026-04-19T16:28:55","date_gmt":"2026-04-19T14:28:55","guid":{"rendered":"https:\/\/officebooking.com\/?page_id=84889"},"modified":"2026-04-19T16:53:41","modified_gmt":"2026-04-19T14:53:41","slug":"visitor-management","status":"publish","type":"page","link":"https:\/\/officebooking.com\/en\/visitor-management\/","title":{"rendered":"Visitor Management"},"content":{"rendered":"

Every visitor.
\nA seamless<\/span>
\nexperience.<\/span><\/h1>\n

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.\u00a0<\/span><\/span><\/p>\n<\/div>

BOOK A FREE DEMO<\/span><\/a><\/div><\/div><\/div>
<\/div><\/div><\/div><\/div>
INTEGRATED WITH THE TOOLS YOUR TEAM ALREADY USES<\/div>\n<\/div>

Microsoft 365, Outlook, Teams, Nedap, Qpark, HID, Salto, Vecos, Paxton, Gallagher, Servicenow, Topdesk, Ultimo, Google<\/h3>\n<\/div><\/div><\/div><\/div><\/div>
WHY OFFICEBOOKING<\/div>\n

More than a sign-in screen.<\/strong><\/h2>\n

Visitor registration that truly makes your visitors feel welcome – not another form to complete<\/p>\n<\/div>

\"gebouw<\/div>

Your front door, connected to your entire workspace<\/h2><\/div>
<\/div>
\n

Visitor management shares one platform with desk booking, room booking, occupancy analytics, and indoor maps. One login, one data model, one admin panel \u2014 your reception and your operations, finally in sync.<\/p>\n<\/div><\/div><\/div>

\"mail\"<\/div>

Visitors auto-invited from room bookings<\/h2><\/div>
<\/div>
\n

Book a meeting room in Outlook or Officebooking and your visitor invitation goes out automatically \u2014 complete with QR code, pre-arrival form, safety instructions, and parking details. Zero extra admin for the host.<\/p>\n<\/div><\/div><\/div>

\"bezoeker<\/div>

Your host knows the moment their guests arrive<\/h2><\/div>
<\/div>
\n

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.<\/p>\n<\/div><\/div><\/div>

\"\"<\/div>

Know exactly who's on-site \u2014 always, instantly<\/h2><\/div>
<\/div>
\n

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.<\/p>\n<\/div><\/div><\/div>

\"\"<\/div>

Works with the access systems you already have<\/h2><\/div>
<\/div>
\n

No rip-and-replace. Officebooking integrates with the access management systems already installed in your building \u2014 Salto, Nedap, HID, Paxton, and more \u2014 provisioning and revoking visitor access automatically on check-in and check-out.<\/p>\n<\/div><\/div><\/div>

\"\"<\/div>

Built for Europe \u2014 GDPR handled, data stays local<\/h2><\/div>
<\/div>
\n

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.<\/p>\n<\/div><\/div><\/div>

<\/div><\/div><\/div><\/div><\/div><\/div>
<\/i><\/div>

Email invites<\/h2><\/div><\/div><\/div>
<\/i><\/div>

Badge printing<\/h2><\/div><\/div><\/div>
<\/i><\/div>

GDPR-proof<\/h2><\/div><\/div><\/div>
<\/i><\/div>

Self registration<\/h2><\/div><\/div><\/div>
<\/i><\/div>

Integrated catering and services<\/h2><\/div><\/div><\/div>
<\/i><\/div>

Management and report <\/h2><\/div><\/div><\/div>
<\/div><\/div><\/div><\/div><\/div><\/div>
FULL FEATURE SET<\/div>\n

Everything your reception needs – and more.<\/h2>\n

A complete visitor journey, from the very first email to the final check-out<\/p>\n<\/div><\/div><\/div>

Pre-registration & visitor invites<\/h3><\/div>
<\/div>
\n

Hosts send branded invitations with QR codes, pre-arrival forms, safety instructions, and directions \u2014 automatically from a room booking or manually.<\/p>\n<\/div><\/div><\/div>

Self-service Kiosk App<\/h3><\/div>
<\/div>
\n

Visitors check in autonomously on your reception iPad. Supports badge printing, access card provisioning, NDA signing, and wayfinding to the meeting room.<\/p>\n<\/div><\/div><\/div>

Visitor Dashboard <\/h3><\/div>
<\/div>
\n

Reception staff see every visitor moving through the flow: Expected \u2192 Approved \u2192 Checked In \u2192 Re-entry \u2192 Checked Out \u2014 with live status, host details, and quick actions.<\/p>\n<\/div><\/div><\/div>

Access Management Integration<\/h3><\/div>
<\/div>
\n

Connect with Lenel, Nedap, Genetec, and other enterprise access systems to automatically provision and revoke visitor access cards on check-in and check-out.<\/p>\n<\/div><\/div><\/div>

Security Checks & Watchlists<\/h3><\/div>
<\/div>
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Screen visitors against watchlists before approving entry. Flag and alert security automatically when a match is detected, without slowing down normal visitor flow.<\/p>\n<\/div><\/div><\/div>

Teams Video Intercom<\/h3><\/div>
<\/div>
\n

The kiosk can place a Microsoft Teams call directly to the host \u2014 transforming your tablet into a smart intercom. No extra hardware, no separate intercom subscription.<\/p>\n<\/div><\/div><\/div>

Badge Printing<\/h3><\/div>
<\/div>
\n

Custom-branded visitor badges printed automatically on arrival. Supports photo capture (optional), host name, time-limited access indicators, and zone permissions.<\/p>\n<\/div><\/div><\/div>

Catering & Services Integration<\/h3><\/div>
<\/div>
\n

When inviting a visitor, hosts can add catering orders, room setups, and service requests in the same flow \u2014 routed to the right teams automatically.<\/p>\n<\/div><\/div><\/div>

Individual Self-registration for Employees<\/h3><\/div>
<\/div>
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End users can register their own visitors without going through reception \u2014 perfect for hot-desking environments and hybrid teams who book ahead.<\/p>\n<\/div><\/div><\/div>

Reporting & Analytics<\/h3><\/div>
<\/div>
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Track peak visit times, most frequent visitor companies, average dwell times, and check-in SLA. Exportable reports for compliance and capacity planning.<\/p>\n<\/div><\/div><\/div>

<\/div><\/div><\/div><\/div><\/div><\/div>
HOW IT WORKS<\/div>\n

Zero friction for hosts and visitors alike.<\/h2>\n

Five steps from booking to check-out<\/p>\n<\/div>

\"\"<\/div>

Meeting planned<\/h2><\/div>
<\/div>
\n

Hosts plan a meeting in Outlook or Officebooking<\/p>\n<\/div>

<\/div><\/div><\/div>
\"\"<\/div>

Invite sent<\/h2><\/div>
<\/div>
\n

Visitor receives a branded email with QR code, parking spot & pre-arrival form<\/p>\n<\/div>

<\/div><\/div><\/div>
\"\"<\/div>

Pre-check-in<\/h2><\/div>
<\/div>
\n

Visitor completes registration on their phone before arriving<\/p>\n<\/div>

<\/div><\/div><\/div>
\"\"<\/div>

Seamless arrival<\/h2><\/div>
<\/div>
\n

Scan QR at kiosk \u2192 badge prints \u2192 access granted \u2192 host notified via Teams<\/p>\n<\/div>

<\/div><\/div><\/div>
\"\"<\/div>

Checkout & GDPR<\/h2><\/div>
<\/div>
\n

Visitor checks out; data anonymised after your configured retention period<\/p>\n<\/div>

<\/div><\/div><\/div>
<\/div><\/div><\/div><\/div><\/div><\/div>
<\/div><\/div><\/div><\/div><\/div><\/div>
Calendar integration<\/div>\n

Invite visitors straight from your room booking<\/h2>\n
\n

When a host books a meeting room in Officebooking or Outlook, a branded visitor invitation is triggered automatically \u2014 including a QR code, pre-arrival form, safety instructions, parking details, and directions. No separate tool. No copy-pasting links.<\/p>\n<\/div>\n<\/div><\/div><\/div>

<\/span><\/div><\/div><\/div><\/div><\/div>
<\/div><\/div><\/div><\/div><\/div><\/div>
<\/span><\/div><\/div><\/div>
workflow integration<\/div>\n

Add catering and services in the same flow<\/h2>\n
While booking the room and inviting visitors, hosts can add catering orders, AV setups, and service requests \u2014 all in one go. Each request is routed to the right team automatically, no phone calls or follow-up emails needed.<\/div>\n<\/div><\/div><\/div><\/div><\/div>
<\/div><\/div><\/div><\/div><\/div><\/div>
visitor check-in<\/div>\n

Seamless self check-in at the kiosk<\/h2>\n
Visitors scan their QR code at the reception kiosk \u2014 their badge prints automatically, access is provisioned, and the host receives an instant notification via email and Microsoft Teams. No queue. No receptionist dependency.<\/div>\n<\/div>
Read more<\/span><\/a><\/div><\/div><\/div>
<\/span><\/div><\/div><\/div><\/div><\/div>
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<\/span><\/div><\/div><\/div>
Access & Security<\/div>\n

Branded badges and access control<\/h2>\n
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 \u2014 access cards provisioned and revoked automatically.<\/div>\n<\/div><\/div><\/div><\/div><\/div>
<\/div><\/div><\/div><\/div><\/div><\/div>
Reception Dashboard<\/div>\n

Full control: view status of every visitor<\/h2>\n
Reception staff and facilities managers see a live dashboard with every visitor moving through the flow: Expected \u2192 Approved \u2192 Checked In \u2192 Re-entry \u2192 Checked Out. Filter by floor, zone, or host. Generate an emergency evacuation list in one tap.<\/div>\n<\/div><\/div><\/div>
<\/span><\/div><\/div><\/div><\/div><\/div>
<\/div><\/div><\/div><\/div><\/div><\/div>
<\/span><\/div><\/div><\/div>

Visitor Checkout and data management
\n<\/span><\/h2>\n
\n
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\u2019re good to go! Visitor details may be anonimised after a given period of time. This way you comply with all<\/span> (European)<\/span> personal data regulation and get to keep the data!<\/span><\/div>\n<\/div>\n<\/div><\/div><\/div><\/div><\/div>
officebooking vs the others<\/div>\n

The honest comparison<\/h2>\n

Sure, other visitor management tools can be helpful. But for organisations that prioritise safety, hospitality and ease-of-use, the choice is clear.<\/p>\n<\/div>\n

\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n
Feature<\/th>\nOffiebooking<\/th>\nOthers<\/th>\n<\/tr>\n<\/thead>\n
Integrated Desk & Room booking<\/td>\n\n

✔<\/p>\n<\/td>\n

Add-on<\/td>\n<\/tr>\n
Visitor auto-invited from Outlook & Roombooking<\/td>\n\n

✔<\/p>\n<\/td>\n

\n

✖<\/p>\n<\/td>\n<\/tr>\n

Microsoft Teams Video Intercom<\/td>\n\n

✔<\/p>\n<\/td>\n

✖<\/td>\n<\/tr>\n
Native parking reservation<\/td>\n\n

✔<\/p>\n<\/td>\n

\n

✖<\/p>\n<\/td>\n<\/tr>\n

Emergency Evacuation List<\/td>\n\n

✔<\/p>\n<\/td>\n

Premium<\/td>\n<\/tr>\n
GDPR Compliant EU Data Hosting<\/td>\n\n

✔<\/p>\n<\/td>\n

\n

US-Based<\/p>\n<\/td>\n<\/tr>\n

Access Management Integration<\/td>\n\n

✔<\/p>\n<\/td>\n

✔<\/td>\n<\/tr>\n
Self-service Kiosk App<\/td>\n✔<\/td>\n✔<\/td>\n<\/tr>\n
Badge printing<\/td>\n\n

✔<\/p>\n<\/td>\n

✔<\/td>\n<\/tr>\n
Catering & Services<\/td>\n\n

✔<\/p>\n<\/td>\n

✖<\/td>\n<\/tr>\n
Analytics<\/td>\n\n

✔<\/p>\n<\/td>\n

Add-on<\/td>\n<\/tr>\n
Per-location pricing<\/td>\n\n

✔<\/p>\n<\/td>\n

Variable<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/div>\n<\/div><\/div><\/div><\/div>
book a demo<\/div>\n
\n

See the full visitor experience in 30 minutes<\/h2>\n<\/div>\n
\n

One of our workplace specialists will walk you through a live session tailored to your organisation \u2014 from kiosk setup to Microsoft 365 integration and the evacuation dashboard.<\/p>\n<\/div>\n

\n
    \n
  • Live walkthrough of the full visitor journey<\/li>\n
  • Tailored to your access management setup<\/li>\n
  • GDPR Compliancy discussed<\/li>\n
  • Transparent pricing \u2014 no hidden per-visitor fees<\/li>\n
  • How to get rid of the paper list? We’ll make it easy.<\/li>\n<\/ul>\n<\/div>\n<\/div><\/div><\/div>
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