Visitor management made easy - with Flexopus Visitor Management

Thanks to the increasingly interconnected working world, personal meetings and shared spaces are becoming increasingly important. In the hustle and bustle of everyday life, it is now time to welcome arriving guests — without cumbersome processes. With the Flexopus visitor management, checking in visitors is easier and more simple than ever before.

From invitation to registration to on-site check-in — our system ensures a smooth process and maximum security. Regardless of whether you are a one-time visitor or a regular business partner: With Flexopus, you always have an overview and make the reception a professional experience.

Visitor management with Flexopus

Flexopus visitor management allows you to register guests in the office without paper. The software digitizes the entire process of visitor management — from registration and verification to on-site reception, including logging of visits.

The guests receive an invitation by email and can verify themselves in advance or carry out the necessary steps later on site at the visitor kiosk. There is also a real-time overview of all visitors for reception - including statistics. This is not only used for overview and administrative purposes, but can also be used for safety-related topics in an emergency. In an emergency, for example, it is possible to cross-check who was in the offices at the time of an evacuation or who should be contacted again afterwards.

Visitor invitation expiration

The process of inviting visitors is intuitive and thus enables meaningful, regular use of the tool. Adjustments can also be made within the process to personalize the visitor reception, for example to sign important documents.
The actual process can be divided into simple steps, where a distinction is made between visitor registration and a specific booking for visitors:

Visitor registration

1. Book for a visitor
2. Select a visitor or create a new visitor
3. Select visitor registration. A new visitor can also be added here on the same train
4. Enter booking details
5. Save
6. The created visitor receives an invitation via email with all necessary booking details, as well as a personalized code for registration. Important documents such as data protection information or visitor guidelines can also be viewed and accepted here in advance. This makes the actual registration on the day of the visit as uncomplicated as possible.

‍

Workplace, meeting room or parking lot for visitors

1. Book for a visitor
2. Select a visitor or create a new visitor
3. Select a workplace, meeting room, or parking space
4. Go through the normal booking process
5. Save
6. If required, the selected visitor will receive an email notification with all booking details and can also get an insight into the live plan via a link in the email. This means that visitors can find their booked resource on their own even after logging in.
7. The guest booking is now displayed in the personal booking overview

‍

Visitor invitations and guest bookings can also be made via the admin area. A daily and complete overview of guest bookings is also available here.

Setting options for visitor invitations

All visitor invitations can be viewed and managed via the admin area. Here you can also make subsequent changes to the booking or guest details and see an overview of all visitors to your company. This means that returning visitors do not have to be created every time.
‍
In addition to the general activation of the module, it is also possible to manage whether the booking users should receive administrative rights over the invitations. Responsibility here can therefore either be divided or limited to an admin.
‍
Access to the cross-user visitor database can also be restricted. This means that users can only see and select the visitor profiles that you have created yourself.
‍
In the settings, you can also store and edit the e-mail welcome text, the mandatory fields to be completed or the documents relevant to the visitor.

In addition to visitor invitations, the optional kiosk terminal and the option for digital signage are also approved here.

‍

Kiosk terminal and digital signage

The optional kiosk terminal and the associated digital signage make reception quick and easy on the day of the visit. The entrance therefore serves as a second interface for registration and performs several functions at once:

Visitor admission:
The codes sent via email invitation can be recorded and confirmed via a kiosk terminal set up at the reception. This means that only visitors who have been officially invited come in.

‍

Collecting visitor data:

If not all visitor data has been filled out in advance, it can also be added as an option at the kiosk terminal. In this way, every visitor is recorded in detail and can also add personal information themselves.

‍

Fill out important documents:

If important documents have been forgotten in advance or new ones have been added between invitation and arrival, they can also be digitally signed during the registration process.

‍

The digital signage option allows them to capture signatures directly and paperlessly. Examples include general terms and conditions, NDAs, or information on data protection or data processing. This saves time, space and simplifies the entire receiving process without violating regulations or neglecting important information.

Protecting visitor data

With Flexopus, you enjoy data protection in accordance with GDPR. This is of paramount importance, not only when managing user and company data, but also when receiving external parties and using visitor management. In this way, stored user-related data is stored exclusively for a specific purpose.
‍

Flexopus is hosted in Germany, all data is stored exclusively on Hetzner GmbH servers in Bavaria. Both Hetzner GmbH and Flexopus are certified in accordance with ISO27001. All processes therefore comply with the highest IT security procedures and information security management systems.
‍

With the kiosk terminal and digital signage, you not only protect visitors' data, but also your own. In the case of sensitive topics, a confidentiality agreement can be signed directly at reception and digitally recorded. Internal company details are therefore protected without having to deny them the opportunity to visit them personally.
‍

The storage of user-based analysis data to record visitors can be limited in time. This gives you maximum flexibility and can meet the requirements of every visitor.

Benefits of Visitor Management

Here is an overview of the benefits of Flexopus Visitor Management:

Visitor invitation: External parties can simply be invited to the office via email notification. Here you will find all necessary booking details and your personal admission code. You can also fill out important documents in advance.

Digital visitor list: As an admin, you keep track of all visitors present. Together with the user list, it is possible to see who was in the office at what time.

‍

Check in/out: The check-in feature serves the same purpose as that of normal users. In this way, it is possible to check in which time frame invited visitors have appeared and only people with an official invitation come in.

‍

Kiosk terminal: Here, a tablet is used to make visitor recording as easy as possible. Invited visitors can easily check in using the invitation code. This saves paper and personnel.

‍

Digital Signage: Important or confidential documents can be signed directly on site using a digital signature. Paperless recording of visitor consent is therefore made easy.

Conclusion

With Flexopus Visitor Management, the entire visit process is digitized, optimized and made more efficient. From simple invitations via email to quick and seamless check-in to digitally signing important documents — the system offers a flexible and professional solution for receiving and managing your guests.

The user administration not only impresses with its user-friendliness, but also with the highest security standards and GDPR-compliant data storage. You retain full control over visitor flows at all times and can set individual access regulations. In addition, digitization reduces manual administrative work, minimizes sources of error and ensures transparent documentation of all visitor movements.

Whether for small companies or large corporations, Flexopus makes guest reception easier, smarter and more professional, while maintaining a modern and innovative workflow.

‍