Everything You Want to Know About Visitor Management System. Answered.
Your most common questions about how Vizitor works, what hardware you need, how pricing works, and how data is kept secure, all in one place.
Visitor Management System FAQ:
Common Questions, Clear Answers
A workplace management system is a connected platform that manages all core operational workflows of a physical office: visitor check-in, employee attendance, desk and room booking, mailroom management, space utilisation, queue management, and ticketing management, from one dashboard. It replaces disconnected tools and paper processes with an automated digital check-in process, capturing visitor identity, collecting signed documents, printing a dated badge, notifying the host, and logging the visit in an encrypted audit trail. It gives organisations real-time visibility into who is on site, a searchable compliance record of every visit, and automated emergency evacuation rosters accessible from any device.
Vizitor is a workplace management platform with eight modules covering every core workplace workflow. Today it covers visitor check-in, employee attendance, desk and room booking, mailroom management, space management, queue management, ticketing management, and contractor management, all from one admin dashboard. It is used by 500+ organisations across 15+ countries and is ISO 27001 certified and VAPT penetration tested.
A paper logbook records a name and a time. A visitor management system captures a verified identity with photo, collects signed documents, screens against a watchlist, prints a dated badge, notifies the host automatically, logs the departure, and stores an encrypted, searchable audit record. In an emergency, a paper logbook at an unmanned desk cannot produce a live roster. A digital system can, from any phone, outside the building.
If your organisation has a reception desk, multiple visitor types, NDAs to sign, any compliance obligation, or has ever experienced a security incident involving an unverified visitor, yes. If you currently rely on a paper sign-in sheet for visitor records, you already need one. The 30-second self-service check-in alone justifies the switch for most offices with more than 10 visitors per day.
Access control manages physical entry: card readers, turnstiles, door locks, and credentials. A visitor management system manages the identity, documentation, and notification layer before and during a visit. They are complementary: visitor management handles who has been verified and what documents they have signed; access control handles which doors they can open. Vizitor integrates with physical access control systems to connect both layers.
Vizitor handles any visitor type: clients, contractors, vendors, interview candidates, delivery personnel, volunteers, government inspectors, auditors, event attendees, parents, and recurring service providers. Each visitor type has its own configurable check-in flow with different fields, required documents, and badge format. A contractor sees a site safety acknowledgment. A client does not. Both check in on the same kiosk.
Vizitor scales from a single-location small business on the free plan to multi-site enterprise organisations managing visitor check-in across dozens of offices globally. The same platform serves a 20-person startup and a Fortune 500 company. The configuration scales, not the product. Current customers range from startups to global enterprises including Nestlé, Samsung, Hard Rock, and Veolia.
A standard single-location setup, creating an account, configuring visitor types and check-in fields, installing the app on a tablet, and welcoming the first visitor, takes under 30 minutes. No IT team, no implementation consultant, no coding required. For multi-location enterprise deployments with custom NDA workflows and SSO configuration, setup takes longer depending on the number of sites and custom requirements.
No. Vizitor is designed for non-technical administrators. The setup process is guided: configure visitor types, required fields, and documents from the web dashboard, then install the app on a tablet. No server configuration, no coding, no IT ticket required. Anyone on your team can have the kiosk running on the same day they create an account.
Yes. Vizitor's free plan gives you core visitor check-in immediately: no credit card required, no trial period limit, no expiry date. You can experience the full check-in flow, kiosk mode, and host notifications before upgrading. A guided demo is also available if you want to see all paid features before committing.
Three things: an account (free to create at vizitorapp.com), a tablet (any iPad or Android device you already own), and a Wi-Fi connection. Optionally, a compatible label printer for badge printing. That is all. No proprietary hardware purchase, no installation engineer, no setup fee.
Yes. Existing visitor records from paper logs or other systems can be imported manually or via CSV if you need historical records in the Vizitor dashboard. For organisations switching from another VMS platform, the Vizitor team can assist with data migration. Contact support for details.
No. Vizitor's paid plans are available on monthly billing with no long-term contract required. Annual plans are available at a discounted rate. You can upgrade, downgrade, or cancel at any time.
A tablet (iPad or Android) for the reception kiosk and an optional badge printer. No proprietary hardware required. Vizitor runs on standard consumer tablets: no specialist kiosk terminal to purchase, no hardware lead time, no installation engineer. The admin dashboard runs in any browser on any desktop or laptop. The host notification app runs on any iOS or Android phone.
Yes. Vizitor runs on any iPad with iOS 13 or later. Apple's Guided Access or an MDM policy locks the tablet to the Vizitor kiosk interface so visitors cannot access other apps. iPad is the most common device used with Vizitor due to its camera quality, display, and compatibility with a wide range of badge printers.
Yes. Vizitor runs on any Android tablet with Android 8.0 or later. Vizitor's built-in kiosk mode locks the device to the check-in interface without requiring MDM configuration, suitable for organisations standardised on Android or Google Workspace. All features available on iPad are equally available on Android.
Yes, as long as the device meets the minimum OS requirement: iOS 13+ for iPad or Android 8.0+ for Android tablets. Most devices purchased in the last five years qualify. A front camera is required for visitor photo capture. Performance may vary on older devices for photo-intensive workflows.
Yes. Vizitor has an offline mode that captures visitor data locally during an internet outage. Records sync automatically to the cloud when the connection is restored. No check-in data is lost during connectivity interruptions. Some features requiring real-time cloud access (live dashboard, host notifications) are unavailable offline and resume when connectivity is restored.
Yes. Multiple kiosks can run at the same location, for high-volume reception desks with simultaneous visitor flows, or at different entry points within the same building. All check-ins from every kiosk feed into the same live dashboard and visitor log, giving administrators a unified view regardless of which entrance each visitor used.
Pre-registration with QR invite, self-service kiosk check-in on any tablet, visitor photo capture, automatic badge printing (under 5 seconds), host notifications via email/SMS/Slack/Teams, digital NDA and document signing, OTP identity verification, watchlist and blocklist screening, live on-site emergency roster, evacuation email alerts from the dashboard, and encrypted audit logs. All are available from the free plan upward. See pricing for specific plan inclusions.
Yes. The check-in form is fully configurable: add, remove, or reorder fields, make fields mandatory or optional, and set different forms for different visitor types. A contractor check-in can include a site safety declaration that a regular visitor check-in does not. Forms can be updated from the admin dashboard without any developer involvement.
Yes. NDAs, visitor policies, safety acknowledgments, and any custom document can be attached to visitor types. Visitors sign directly on the kiosk screen at check-in, or in advance during pre-registration from their own device. Every signed document is stored with a timestamp against the visit record and is exportable for legal review.
The moment a visitor completes check-in, the host receives an automatic notification, via email, SMS, Slack, or Microsoft Teams, with the visitor's name, photo, and arrival time. No phone call from reception is required. If the host does not respond within a configurable time, an escalation alert can be sent to a secondary contact.
Yes. Every visitor's details are screened against the organisation's configured watchlist at the point of check-in, before a badge is issued or the host is notified. A match triggers an immediate, discreet alert to configured security contacts. The visitor sees only a standard waiting message. Watchlists are configured and maintained by authorised administrators.
Yes. Each visitor type, client, contractor, vendor, volunteer, interview candidate, delivery driver, has its own configurable check-in flow with different fields, documents, badge format, and host notification routing. All visitor types check in on the same kiosk. The system serves the appropriate flow based on the visitor's selection at the start of check-in.
Yes. The Vizitor Pass app is available for iOS and Android. Hosts use it to send pre-registration invitations, receive visitor arrival notifications, view expected visitors for the day, and check in visitors manually if required. It is separate from the kiosk app installed on the reception tablet.
Yes. All locations are managed from one admin dashboard, each with its own visitor types, check-in flows, branding, and NDAs. Visitor logs, live rosters, and reports are available per location or across the full portfolio. Adding a new location does not require a new account, a new vendor, or a separate subscription.
Yes. Every visitor checked in through Vizitor appears on a live on-site roster accessible from any internet-connected device, including a phone at the muster point outside the building. In an emergency, evacuation alert emails are sent to everyone currently checked in from the dashboard in one click. The live roster shows every visitor by name, photo, and last known access area.
Pre-registration is the process of inviting an expected visitor before they arrive so they complete their check-in details: name, company, NDA, purpose of visit, in advance from their own device. They receive a personal QR code. On arrival, they scan it at the kiosk and check in in under 10 seconds without filling in any form. Total lobby time for a pre-registered visitor is under 30 seconds.
From the Vizitor web dashboard or the Vizitor Pass app on their phone. The host enters the visitor's name and email or phone number, sets the visit date and time, and sends. Vizitor dispatches a branded invitation email automatically. The host does not compose the email or attach documents manually.
A branded email containing their personal QR code, the visit date and time, the office address and map, any arrival instructions added by the host, and a link to complete their check-in details and sign any required documents before arriving.
Yes. Multiple visitors can be pre-registered for the same date, time, and host. Each visitor receives their own unique invitation and personal QR code. All arrive and check in independently using their individual QR codes.
Walk-in visitors complete the standard kiosk form on arrival: name, host selection, purpose of visit, NDA signing. The process takes under 30 seconds. Pre-registered and walk-in visitors use the same kiosk simultaneously with no separate queue or device. All visits are logged identically regardless of arrival method.
Yes. Documents required for the visit, NDAs, health declarations, safety acknowledgments, are included in the pre-registration flow. The visitor signs from their own device before the visit day. The signed documents are stored with a timestamp against the visit record before the visitor arrives.
Vizitor is ISO 27001 certified (information security management), GDPR compliant, and VAPT (Vulnerability Assessment and Penetration Testing) certified, meaning Vizitor's systems are tested by independent third-party security assessors. Visitor data is encrypted at rest with AES-256 and in transit with TLS 1.2. A 99.9% uptime SLA is available on enterprise plans.
Yes. Vizitor stores visitor records with AES-256 encryption, configurable retention periods, role-based access controls, and individual deletion capability to support right-to-erasure requests. A GDPR-compliant data collection consent notice is presented to every visitor at check-in. Data processing activities are documented in formats suitable for GDPR Article 30 compliance records.
Retention periods are configurable by the administrator: 30 days, 90 days, one year, or any period that aligns with your organisation's data protection policy or regulatory requirements. Records older than the configured retention period are deleted automatically. Individual records can be deleted on request to fulfil GDPR right-to-erasure obligations without affecting surrounding records.
Access is role-based. Reception staff see check-in records for their location. Location administrators see records for their site. Organisation administrators have access across all locations. Individual visit records are not visible to general employees. Every data access action is logged in the system audit trail.
Yes. The complete visitor log for any date range or any location is exportable in under 60 seconds, in formats suitable for GDPR audits, ISO 27001 assessments, Joint Commission surveys, and internal compliance reviews. The export includes visitor identity, check-in and check-out times, purpose of visit, host name, and document signing status for every visit.
Visitor data is retained for a defined period after subscription cancellation to allow export. After that period, all data is deleted from Vizitor's servers. Contact the Vizitor team before cancellation to ensure you have exported any records you need to retain for compliance purposes.
Vizitor's encryption, access controls, configurable retention, and audit logs support the physical safeguard requirements of healthcare environments. Healthcare organisations should verify specific HIPAA configuration requirements with the Vizitor team and their compliance officer for their individual policy context.
Vizitor integrates with Google Workspace (directory, calendar sync, SSO), Microsoft 365 (Outlook calendar sync, Teams notifications, directory), Slack (host notifications, visitor alerts), and Microsoft Teams (same as Slack for Teams-first organisations). SSO is supported for enterprise identity management. Contact the Vizitor team for supported identity providers and configuration details.
Yes. Desk and room bookings in Vizitor sync two-way with Google Calendar. Rooms and desks booked in Vizitor appear as confirmed resources on Google Calendar events. Cancellations in Google Calendar release the booking in Vizitor automatically.
Yes. The same two-way calendar sync applies to Outlook and Microsoft 365. Meeting room and desk bookings appear in Outlook automatically. The integration also supports Teams notifications for visitor arrivals and employee alerts.
Yes. Host visitor arrival notifications, delivery alerts, and ticket assignments can be delivered directly in Slack channels. Hosts receive the visitor's name and photo in Slack the moment check-in is confirmed.
Yes. Vizitor supports SSO for enterprise identity management, enabling employees to access the platform using their existing organisational credentials. Contact the Vizitor team for details on supported identity providers and configuration requirements for your environment.
Contact the Vizitor team for API documentation and integration options. Custom integrations connecting Vizitor to other enterprise systems are available for organisations with specific workflow requirements not covered by the standard integration set.
Yes. Vizitor has a free plan that covers core visitor check-in for a single location: no credit card required, no trial period limit. The free plan is not a time-limited trial; it is a permanent free tier. Upgrading to a paid plan adds features including badge printing, advanced integrations, multi-location support, NDA signing, watchlist screening, and additional platform modules.
Paid plans start from $36 per month. Pricing scales by the number of locations, features included, and visitor volume. Contact the Vizitor team or see the pricing page for current plan details. Pricing may have been updated since this page was published.
Vizitor's pricing is primarily location-based: per site managed, not per visitor checked in. There is no per-visitor charge on standard plans. Enterprise plans with very high visitor volumes or bespoke requirements are available on custom pricing. Contact the Vizitor team.
No. Monthly billing is available with no minimum contract. Annual billing is available at a discounted rate. You can upgrade, downgrade, or cancel at any time without penalty.
Features vary by plan tier. Core visitor check-in, badge printing, host notifications, and NDA signing are available from entry-level paid plans. Advanced features including multi-location management, watchlist screening, SSO, and platform modules (attendance, room booking, mailroom) may be available on higher plan tiers. See the pricing page for the current feature breakdown per plan.
Yes. Vizitor's attendance management module supports GPS and QR code check-in, real-time attendance dashboard, shift management, leave tracking, WFH and WFO tracking, and payroll-ready monthly exports. It is separate from the visitor check-in module and runs alongside it on the same platform.
Yes. The desk booking module gives employees real-time visibility into which desks are available, lets them book in advance, and shows which colleagues have booked for the same day. Desks not confirmed within a configurable window release automatically. Available through the Vizitor app, web, and integrated with Google Calendar and Outlook.
Yes. The meeting room booking module covers real-time room availability, automatic release for unused bookings, Google Calendar and Outlook sync, room display panels, and utilisation reports. All rooms across all managed locations are visible from one dashboard.
Yes. The mailroom management module logs incoming and outgoing packages, automatically notifies recipients when their delivery arrives, and produces delivery reports by location and date. No more sticky notes at reception. No more uncollected deliveries.
Yes. The space management module captures desk and room occupancy data, actual usage, not just bookings, and produces utilisation reports by floor, zone, and location. These reports support real estate right-sizing decisions with data from the organisation's own workplace patterns.
Yes. The queue management module replaces physical waiting lines with digital token-based queuing. Visitors receive a token on arrival and track their queue position from their phone. Service teams see the full queue in real time. Used in high-volume environments including clinics, government offices, and financial service branches.
Yes. The ticketing management module routes IT, facilities, and HR requests automatically to the right team, with priority levels, escalation alerts, Slack and Teams notifications, and a full audit trail. All requests are visible from one operations dashboard across all locations.
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