Visitor management made easy - with Flexopus Visitor Management

Thanks to the increasingly networked 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 complicated processes. With the Flexopus Visitor Management is easier and more straightforward than ever before.

From the invitation to registration to check-in on site – our system ensures a smooth process and maximum security. Whether it's a one-time visitor or a regular business partner: With Flexopus, you always keep track of everything and make the reception a professional experience.

Visitor management with Flexopus

Flexopus visitor management allows you to register guests in the office paperlessly. The software digitizes the entire visitor management process—from registration and verification to on-site reception, including visit logging. 
Guests receive an invitation via email and can verify themselves in advance or complete the necessary steps later on-site at the visitor kiosk. In addition, the reception provides an overview of all visitors in real time - including statistics. This not only serves as an overview and for administrative purposes, but can also be used in an emergency for security-related issues. In an emergency, for example, it is possible to check who was in the office at the time of an evacuation or who should be contacted again afterwards.

Process of a visitor invitation

The visitor invitation process is intuitive, allowing for meaningful, regular use of the tool. Within the process, adjustments can also be made to customize the visitor reception experience, for example, for signing important documents.
The actual process can be divided into simple steps, distinguishing between visitor registration and a concrete booking for visitors:

Visitor registration

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

Workplace, meeting room or parking space for visitors

1. Book for a visitor
2. Select visitor or create 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 access the live schedule via a link in the email. This means that the visitor can find the resource he has booked independently after registering.
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 overall overview of guest bookings is also available here.

Settings 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 view an overview of all visitors to your company. This means that returning visitors don't have to be created anew each time.
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In addition to the general activation of the module, you can also manage whether the booking users should receive administrative rights over the invitations. Thus, responsibility can either be divided or limited to one admin.
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Access to the cross-user visitor database can also be restricted. This way, users can only see and select the visitor profiles that you have created yourself.
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In the settings you can also store and edit the email greeting text, the mandatory fields to be filled in or the documents relevant to the visitor.

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

Kiosk terminal and digital signage

The optional kiosk terminal and the associated digital signage make reception on the day of the visit quick and uncomplicated. The entrance thus serves as a second interface for registration and fulfills several functions:

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 are allowed in.

Collecting visitor data:

If not all visitor data has been filled in in advance, it can optionally be added later at the kiosk terminal. This way, every visitor is recorded in detail and can also add personal information themselves.

Filling out important documents:

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

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

Protection of visitor data

At Flexopus you enjoy data protection according to GDPR. This is of utmost importance not only for managing user and company data, but also for receiving external visitors and using visitor management. This means that stored user-related data is stored exclusively for the intended purpose. 

Flexopus is hosted in Germany, all data is stored exclusively on Hetzner GmbH servers in Bavaria. Both Hetzner GmbH and Flexopus are certified according to ISO27001. Thus, all processes 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. For sensitive topics, a confidentiality agreement can be signed directly at reception and recorded digitally. Internal company details remain protected without having to deny the possibility of a personal visit.

The storage of user-based analysis data for visitor tracking can be limited in time. This gives you maximum flexibility and allows you to meet the needs of every visitor.

Advantages of visitor management

Here are the advantages of Flexopus visitor management at a glance:

Visitor invitation: External people can easily be invited to the office via email notification. Here you will receive all necessary booking details and your personal entry 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 track who was in the office at what time.

Check-in/Check-out: The check-in function serves the same purpose as that of normal users. This way, you can check in which time slot invited visitors have arrived and only people with an official invitation can enter. 

Kiosk Terminal: A tablet is used here to make visitor registration as uncomplicated 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. This makes it easy to record visitor consent without paper.

Conclusion

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

The user management system impresses not only 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, digitalization reduces manual administrative effort, minimizes sources of error, and ensures transparent documentation of all visitor movements. 

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