Digital visitor management software
The visitor management software Flexopus supports companies in implementing modern visitor registration and management. Employees can easily invite external visitors and securely document them using the app.
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Already in use in over 4000 offices!
How does visitor management work with Flexopus?
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Invite visitors
The host or office manager can register visitors in advance. The invitation will be sent by email.
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Visitor verification
Visitors can complete their registration details online in advance or on-site at the visitor kiosk.
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Check in
After verification, visitors can be checked in by reception staff or directly by the host.
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Check out
Visitors are checked out upon departure. The visit log is stored in compliance with data protection regulations.
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Book resources for guests as well
Employees have the option to book workspaces, meeting rooms and parking spaces for guests. Guests then receive a personalized email invitation with information about the booking time, the booked resource, and the floor plan. All bookings can be viewed in the booking history in the admin area. Guest bookings are specially marked so that administrators have an overview of all guest bookings made in Flexopus at any time.
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Book a live demo!
Are you interested or do you have any questions?
Register visitors in advance
Easily register your guests in advance of their visit using the Flexopus app to ensure a quick and smooth check-in process and reduce waiting times at reception. At the same time, you know at all times who is authorized to enter the office or company premises, thus ensuring increased company security.
Register visitors in advance
Easily register your guests in advance of their visit using the Flexopus app to ensure a quick and smooth check-in process and reduce waiting times at reception. At the same time, you know at all times who is authorized to enter the office or company premises, thus ensuring increased company security.
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Online invitation for visitors
Send personalized invitations to your guests via email. Visitors have the opportunity to review their personal data online and add to it if necessary. You can also provide important documents such as directions or safety guidelines in advance. This allows you to digitally verify the identity of your visitors in advance and thus speed up the check-in process upon arrival at the gate.
Online invitation for visitors
Send personalized invitations to your guests via email. Visitors have the opportunity to review their personal data online and add to it if necessary. You can also provide important documents such as directions or safety guidelines in advance. This allows you to digitally verify the identity of your visitors in advance and thus speed up the check-in process upon arrival at the gate.
Visitor admission on site with kiosk terminal
Optimize visitor entry through on-site verification at a kiosk terminal. Anyone who has not already completed their visitor data in advance via email can easily check, add to and confirm their data using a touchscreen tablet. Important documents such as privacy statements or security notices can also be signed.
Visitor admission on site with kiosk terminal
Optimize visitor entry through on-site verification at a kiosk terminal. Anyone who has not already completed their visitor data in advance via email can easily check, add to and confirm their data using a touchscreen tablet. Important documents such as privacy statements or security notices can also be signed.
Customize your visitor management software!
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Select registration fields
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Provide documents
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Privacy settings
Digital signature for documents
Visitors can easily digitally sign and accept company documents. The documents will be sent with the invitation email or can be viewed and signed on-site at a kiosk tablet. Examples: company or visitor policies, training, privacy statements, confidentiality agreements.
Digital signature for documents
Visitors can easily digitally sign and accept company documents. The documents will be sent with the invitation email or can be viewed and signed on-site at a kiosk tablet. Examples: company or visitor policies, training, privacy statements, confidentiality agreements.
Simply check in visitors
As a receptionist or office manager, you can check in visitors or optionally delegate the check-in process to the people who originally invited the guest. Check-in is always carried out digitally in Flexopus by an internal person as soon as the visitor's verification - via email or at the visitor kiosk - is completed.
Simply check in visitors
As a receptionist or office manager, you can check in visitors or optionally delegate the check-in process to the people who originally invited the guest. Check-in is always carried out digitally in Flexopus by an internal person as soon as the visitor's verification - via email or at the visitor kiosk - is completed.
Digital visitor list
Administrators have a complete overview of all visitor invitations in Flexopus and can see which guests are currently in the office. While normal users only see the visitors they have invited themselves, administrators also have the option to create invitations on behalf of others and edit existing visits.
Digital visitor list
Administrators have a complete overview of all visitor invitations in Flexopus and can see which guests are currently in the office. While normal users only see the visitors they have invited themselves, administrators also have the option to create invitations on behalf of others and edit existing visits.
Empfohlene Hardwarelösungen
*We currently only offer official software support for devices listed in the B2B partner shop. You can also use Flexopus on other devices with limited support.
Order from the B2B partner online shop!
Order the recommended hardware solutions from our partner B2B online shop!
What are the advantages of a visitor management app?
Efficient visitor management
Using visitor management software speeds up the process. The host collects the visitor's basic data in advance via app. The visitor confirms their data online or on-site on a tablet in just a few seconds. Make your entry process more digital and efficient with Flexopus.
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Professional visitor experience
First impressions are always crucial, especially with important clients and visitors. By using modern and professional visitor management software, you can leave a professional impression and a unique visitor experience that also reflects the quality of your company.
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Overview of visit data
Our Visitor Management Software Flexopus digitally records all data of the visit: host, visitor's name including contact details, period of visit, company information and confirmed documents of the visitor. As an administrator, you can view this data and always have a transparent overview.
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Securely process visitor data in accordance with GDPR
According to the GDPR, personal data may only be stored for specific purposes and for a limited time. With the individual data anonymization settings in Flexopus, you can protect your visitors' data and perform automatic anonymization of the data in a timely and secure manner according to your purpose.
Manage multiple locations
With the Workplace Management App Flexopus, you can centrally manage your visitor across all locations in one software. Office managers and reception staff can – depending on their authorization – view visitors to their own or other locations without necessarily being physically present.
List of fire protection measures
With the visitor management app Flexopus, authorized personnel can view a list of all active visitors at the location in the event of a fire. This checklist helps to have all relevant information at hand in real time in case of emergency or evacuation and to ensure that all persons have left the office.
Book a live demo!
Are you interested or do you have any questions?
Questions and answers about visitor management
What features should a visitor management app have?
A visitor management app like Flexopus should, in addition to online visitor registration, also have a smart invitation (to complete personal data, confirm data protection notices, provide information about the time of the visit, directions or parking options), a modern digital greeting at reception, and a seamless check-in/check-out function. The data should be documented individually – depending on the purpose – in compliance with data protection regulations.
How can I recognize a good visitor registration system?
A good visitor management system should map the process from inviting a guest, through reception and check-out, in a user-friendly and self-explanatory way. It should offer many individual settings options in order to best reflect individual processes. Pay particular attention to the data protection and privacy settings as well as the data storage location.
How does digital visitor management ensure greater security?
Visitor management is an important tool for information and visitor security. Information security: Visitors must know and comply with company policies, e.g. Prohibition of video recordings or access restrictions to sensitive areas. Certifications such as ISO27001 or TISAX can prescribe such processes to ensure the protection of information. Visitor safety: Efficient visitor management also supports fire protection. In an emergency, it helps to have a complete list of evacuated people on hand. Furthermore, evacuation plans and safety instructions can be integrated into the visitor registration.
How do I document visitors in compliance with ISO 27001 / TISAX regulations?
Some documents must be signed by visitors, others only need to be acknowledged. The following documents are frequently used for an effective visitor management process. All these documents and more can be confirmed or signed in advance via email using Flexopus' digital visitor registration, or alternatively on site via a kiosk terminal at reception. Privacy Policy: According to the GDPR, visitors must be informed about the processing of their personal data, including the purpose, duration, rights and controllers of the data processing as well as rights of withdrawal. Visitor policy: A policy that sets out the rules of conduct when visiting the office, such as the prohibition of taking photos and videos or access to security areas. Safety instructions: Information on fire protection, accident prevention and evacuation plan. Non-disclosure agreement: To protect sensitive information, as visitors may gain access to confidential information or overhear conversations.
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