visitor scanning

Visitor Management

Security starts at the door. Guest registration made easy, smart, and secure.

BmyGuest Visitor Management a cloud-based visitor registration solution for registering and managing visitors. BmyGuest Visitor Management quick to set up, requires no hardware, and only minimal maintenance.

  • GDPR-compliant and secure digital solution for guest registration.
  • Digital registration via QR code
  • Streamlines and facilitates visitor management.
  • A professional, safe and time-saving experience for the guest.
  • No screen or terminals required - everything is done on the guest's own mobile device.
  • Data is encrypted and stored on servers in the EU. Data is not shared with third countries.

The solution can be integrated with our BmyGuest Lend & Lease Management and BmyGuest Mailroom Management solutions, giving the reception desk a complete overview.

Try Visitor Management for yourself –
scan the QR code or click here.

How do guests check in with Visitor Management?

All guests scan a QR code with their mobile phone, enter their contact details, select a host, and are now checked in. Pre-registered guests simply scan the QR code with their phone and click "check in"!
All guests can check in at the same time – no more queues at the terminals, stressed receptionists, and delayed meetings.
"Pretty amazing, right?"

check-in

Scan the QR code

fill-in

Enter your contact information

    Select host

    Select host from the list

    Only if the guest is not pre-registered

    enjoy

    Check-in

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      The host is notified

      Features and value

      Here is an overview of some of the most frequently used features in BmyGuest Visitor Management:

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      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 Visitors can view and review both current and historical documents that they have accepted in connection with their visit to the company at any time.

      Read more about visitor registration acceptance of access requirements and policies here...

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      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. 

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      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 start of the meeting, they will receive an email with practical information about the upcoming visit, including parking conditions, contact information, documents that must be accepted when visiting the company, etc. Guest data, approved documents, etc. are stored in BmyGuest, which speeds up the check-in process and ensures a positive experience when meeting with the company.

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      Microsoft and Google Login

      BmyGuest supports SSO (single sign-on) login via Microsoft 365 and Google. This increases security and makes logging into BmyGuest quick and easy.

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      Automatic host notification

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

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      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.

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      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. 

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      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.

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      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.

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      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.

      Read more about evacuation here...

      Q&A: Visitor Management

      YES. BmyGuest solutions can be implemented at a single location or across multiple sites and national borders. Rollout to new locations occurs as your needs arise. 

      BmyGuest Visitor Management documentation, traceability, and standardized processes that support compliance requirements, audits, and external control requirements.

      BmyGuest Visitor Management security through real-time visibility and historical insights into visitors—including accepted policies and rules—across locations, entrances, and access zones. This makes security procedures actionable, measurable, and documentable. At the same time, it strengthens evacuation safety during critical incidents compared to manual processes.

      GDPR compliance means that data is collected lawfully, securely, and in an organized manner, stored correctly, and automatically deleted in accordance with applicable policies. Data can only be accessed by authorized users. At BmyGuest, all data is encrypted and stored on servers in the EU, and data is not shared with third countries.  

      BmyGuest creates value by reducing administrative costs, ensuring enhanced security and compliance, providing a smooth and hassle-free guest check-in and experience, and delivering data to optimize daily operations.  

      YES. BmyGuest is ideal for companies with unstaffed reception areas, locked gates, and entrances. BmyGuest integrates with access control systems and operates without the need for hardware, making it an ideal solution for companies with unstaffed reception areas and locked entrances.

      Curious for more?

      Please contact us for a brief, no-obligation discussion about your current setup and needs.

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