Visitor Management Features

BmyGuest Visitor Management a modern, digital solution that automates visitor management—from invitations and check-in to notifications, access control, and documentation. Developed with a focus on GDPR, security, and user-friendliness, ensuring a seamless experience for both the company and the visitor. Below, you can see some of the most commonly used features in BmyGuest Visitor Management.

Acceptance of access requirements and policies

Visitor Management allows you to present access requirements and policies to visitors as part of the check-in process. This could be an NDA (non-disclosure agreement) or security rules that visitors must accept before they can access the company.

Pre-registered guests can automatically receive an email prior to their visit with access to these documents, making the check-in process even faster and smoother.

The company has a complete overview and a log of guests' acceptance of relevant documents. Visitors can view and review both current and historical documents that they have accepted in connection with their visit to the company at any time.

Custom check-in flows

With VisitorTypes, you can customize the guest check-in process based on the purpose of the visit. Guests, vendors, job candidates, technicians, and couriers can each have their own check-in flow with relevant questions, notifications, and instructions.

This provides a more professional experience for visitors, reduces manual work for the front desk, and provides better information to internal teams.

Doorbell

“Doorbell” is a simplified check-in process (single-page check-in) typically used for drop-off services where speed and simplicity are key factors. Guests are registered and guided through the process correctly, but they do not need to select a host or read and agree to the company’s rules and policies before being met by a staff member.

The doorbell feature ensures that only authorized employees are notified of a visitor's arrival. This way, the company ensures that employees are not disturbed when the doorbell rings.

Integration with access control systems

BmyGuest Visitor Management be integrated into your existing access control system. This allows you to supplement physical access cards for employees and visitors with BmyGuest's digital keys. The digital key allows employees who have forgotten their access card at home, for example, to enter the company using their phone. For visitors, this means that they can open a locked door and wait in the lobby until their host comes to pick them up.

Emergency evacuation notification (EEN)

The evacuation function enables instant SMS and email notifications to employees and visitors in emergency situations. With one click on the EVACUATION button, clear and predefined instructions are sent, reducing uncertainty and minimizing confusion during an evacuation.

The evacuation function strengthens the company's Emergency Notification Systems (ENS) readiness, which is a key part of an effective emergency response process. ENS readiness directly contributes to meeting Health Safety Environment (HSE) compliance requirements by ensuring fast, accurate, and documentable emergency communication in accordance with internal guidelines and applicable industry or country safety requirements.

Automatic host notification

When guests have checked in, hosts are automatically notified via SMS, email, and/or Microsoft Teams.

Pre-registration of visitors

BmyGuest makes it easy to pre-register external meeting participants and larger groups of visitors. Employees can do this directly in the Outlook or Google meeting invitation, or via the BmyGuest solution.

BmyGuest can also communicate with Microsoft Entra ID and automatically find external guests associated with a meeting or event, thereby pre-registering participants. This automated process makes work easier for reception staff and employees.

For guests, pre-registration means, among other things, that 24 hours before the meeting begins, they will receive an email with practical information about their upcoming visit, including parking arrangements, contact information, documents that must be accepted upon arrival at the company, and more. Guest data, approved documents, and other information are stored in BmyGuest, which speeds up the check-in process and ensures a positive experience during the visit to the company.

Guest parking

Your guests will experience hassle-free and ticket-free parking when they visit you.

Let your guests register their car license plate as part of their check-in process.

BmyGuest Visitor Management supports the company's current parking policy, e.g. if your parking spaces are managed and checked by professional parking companies - BmyGuest takes care of registering the guest's license plate with e.g. Q-Park's parking system.

If you just need to print a parking ticket on the windshield of your car, BmyGuest can do that too.

Print personalized guest badge

A guest card can be printed once the guest has checked in. The guest card can be customized with a desired layout and information such as company logo, guest name, WiFi code etc.

Microsoft Entra ID

BmyGuest integrates with Microsoft Entra ID (Microsoft Azure Active Directory) and Google Workspace, which means that the list of employees/hosts is automatically updated. This automates what would otherwise be a time-consuming task.

Guest History

Get a complete event log for internal and external audits. Get a full overview of all visitors to the company, including timestamps, accepted policies and documents, host information, and more. View visitor history for individual locations or aggregated across all company locations. Data can be downloaded as CSV and Excel files.

Branded Check-in experience

With BmyGuest Visitor Management, you can fully customize the check-in flow to reflect your company's brand identity.

The customized layout includes Logo & Images – showcase your brand visually. Fonts & Colors – match your design profile for a consistent look and feel.
By tailoring the check-in layout, you create a professional, welcoming experience that reinforces your brand from the very first interaction.

Features and value

Here is a brief overview of some of the most commonly used features in BmyGuest Visitor Management.

Visitor Management Features

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