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Visitor Management

Digital visitor management that gives the organization an overview - without unnecessary administration.

BmyGuest Visitor Management brings together and simplifies visitor handling – from visitor registration, access requirements and documentation to incident handling – in one digital process. This gives the organization better control over visitors and supports its work with GDPR and data protection requirements, physical security, emergency preparedness and relevant EU requirements.

  • Digital check-in via QR code. No screen or terminal required; check-in is completed on the guest’s own device.
  • A professional, safe and time-saving experience for the guest.
  • 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.

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Security and compliance integrated into visitor management

BmyGuest Visitor Management makes visitor check-in an integral part of the organization's work on security and compliance.

During check-in, guests are presented with relevant access requirements and policies such as NDAs and hygiene regulations which must be accepted before they are granted access to the premises. The organisation thereby ensures that guests are fully informed of, and have accepted, the applicable guidelines.

The organisation gains a historical overview and full traceability for audits, along with a real-time overview of registered guests to support emergency evacuations.

BmyGuest supports the organisation's work on GDPR, physical security and documentation, as well as relevant NIS2 and CER requirements.

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Automated visitor management

BmyGuest automates the manual tasks around visitor management and reduces the workload for reception.

When meetings are created, BmyGuest can automatically pre-register the external attendees, for example by reading Microsoft 365/Entra ID. Employees don't have to do anything - it happens entirely by itself. Companies that use Google Workspace / Calendar can also have their external attendees pre-registered as visitors directly from the calendar appointment.

This means that hosts and reception spend less time registering visitors, updating information and coordinating visits. Visitor data and relevant information are already in place for everyone before the visitor arrives.

Less manual administration. Fewer tasks for reception. More consistent visitor management.

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A good visitor experience

The visitor scans a QR code with their own phone and completes the registration in a few clicks.

As a natural extension of the registration, the visitor can also register parking, be given personal Wi-Fi access, receive relevant information about the visit and accept the requirements and documents that apply to the visit. The host is notified automatically when the visitor has checked in, and can then grant the visitor access to, for example, doors or areas directly via BmyGuest.

Pre-registered visitors can go straight to check-in, because their details are already in place.

No shared terminals. No queues. No delayed meetings.

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?"

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Scan the QR code

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Enter your contact information

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Select host from the list

Only if the guest is not pre-registered

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Check-in

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The host is notified

Features

BmyGuest brings together the features for handling visitors, from invitation and registration to access, documentation and emergency preparedness.

For more details about the features, click below:

Learn more about the features here

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Access requirements and policies

As part of the check-in process, guests are presented with access requirements and policies that they must accept before being granted access to the organization.

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Customised check-in process

Customise the guest check-in process with VisitorTypes. Guests are presented with relevant questions, instructions, and more, tailored to the purpose of their visit.

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Doorbell

A simplified check-in process typically used for drop-offs, where the guest must be registered but does not need to locate the host or approve an NDA, etc., prior to check-in.

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Access Control System Integration

Ensure a safe, efficient, and automated daily routine for your employees and guests through integration with your access control system.

BmyGuest Visitor Management, Evacuation notification functionality
Emergency Notification (ENS)

Send predefined instructions to employees and guests via text message and email with a single click of the EVACUATION button.

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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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Controlling guest access to Wi-Fi

BmyGuest automatically creates personalized Wi-Fi access for guests as part of the check-in process.

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Pre-registration of visitors

Easy pre-registration of external meeting participants and large groups of visitors, directly within the Outlook or Google meeting invitation.

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Guest parking

Let guests enter their license plate number as part of the check-in process, with or without a printed parking ticket for the windshield.

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Microsoft Entra ID

Automatic employee updates via integration with Microsoft Entra ID and Google Workspace.

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Microsoft and Google Login

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

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Print personalised guest badge

A guest badge can be printed once the guest has checked in. The layout and details, such as company logo, guest name, Wi-Fi code, etc., can be customised to your preferences.

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Guest History

Complete history of all visitors, approved policies, and more. With a full event log, the documentation is ready for audits.

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Branded Check-in experience

Make a strong visual first impression. Customise the layout and design of the check-in flow to match your organisation’s brand identity.

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Supports multiple languages

BmyGuest supports multiple languages. Your guests can therefore check in using their own language when arriving at your premises.

Value for the Organisation

Visitor Management creates value for the whole organisation – not just for the reception.

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Your visitors

  • No queues at reception – check in on your own phone.
  • Register parking directly on your phone.
  • Returning guests are remembered – check-in is completed in seconds.
  • Start the meeting with a mental surplus, as check-in has been smooth, quick and hassle-free.

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The Employee

  • Pre-register guests directly from the meeting invitation.
  • Less practical coordination before the visit.
  • Receive a notification as soon as guests check in.
  • Give employees and guests a smoother, more professional experience.

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Reception & Facility

  • Less time spent on manual visitor administration.
  • A complete overview of the day’s visitors.
  • Employee details kept up to date automatically.
  • Secure and professional visitor management, even with unmanned receptions.
  • One visitor management process across entrances and locations.

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Management

Inventory of IT equipment such as card readers and monitors, including their locations

IT

  • An automatically updated employee directory.
  • Less complexity across locations.
  • Better integration with the organisation’s existing systems.

Employees' own error reports and their status on their cell phones

Security & Compliance

  • Security requirements become part of the visitor registration process.
  • Documented acceptance of requirements and policies by guests.
  • Full traceability of visits and access.
  • Full control over who is on site.
  • Immediate overview during incidents and evacuations.

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 provides the documentation, traceability and standardised processes needed to 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?

Book a no-obligation demo. We’ll go over your needs and show you the solution. So we can help you as best as possible, please feel free to write a little about what you’re looking for below.

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