Uncomplicated visitor management software
With the Flexopus Visitor Management System, companies can manage their visitors quickly and securely. The app enables easy registration and pre-registration of external guests and ensures digital, seamless visitor processing.
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How does visitor management work with Flexopus?
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Invite guests
The host or office manager can pre-register guests, and the invitation will be sent via email.
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Verification of guests
Guests have the option to complete their registration details either online in advance or on-site at the visitor kiosk.
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Check in
After verification, check-in is carried out either by the reception staff or the host.
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Check out
Upon departure, guests are checked out and the log is stored in compliance with data protection regulations.
What is a visitor management app?
With visitor management software, you can record guests in the office without using any paper. The software digitizes the entire visitor management process – from registration and verification to on-site reception and logging. External visitors will receive an invitation via email, can verify themselves in advance, or complete the steps directly at the visitor kiosk on site. The reception receives a real-time overview of all visitors, including meaningful statistics for visit management.
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Are you interested or have questions?
Register visitors in advance
Optimize your visitor management by registering your guests in advance using the Flexopus app. This ensures a quick, smooth check-in on site, reduces waiting times and gives you control at all times over who is authorized to enter the office or company premises – for greater security in your company.
Register visitors in advance
Optimize your visitor management by registering your guests in advance using the Flexopus app. This ensures a quick, smooth check-in on site, reduces waiting times and gives you control at all times over who is authorized to enter the office or company premises – for greater security in your company.
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Digital invitation for visitors
Send personalized invitations to your guests via email so they can check their information online and add any necessary information. Additionally, you can provide important documents such as directions or safety guidelines in advance. This allows for early verification of your visitors’ identities and speeds up the check-in process at reception.
Digital invitation for visitors
Send personalized invitations to your guests via email so they can check their information online and add any necessary information. Additionally, you can provide important documents such as directions or safety guidelines in advance. This allows for early verification of your visitors’ identities and speeds up the check-in process at reception.
Visitor management at reception via kiosk terminal
Optimize your visitor management by handling visitor admission on-site via a kiosk terminal. Guests who have not already completed their details in advance via email can easily check, complete and confirm them on a tablet. In addition, important documents such as privacy statements or security notices can be signed digitally.
Visitor management at reception via kiosk terminal
Optimize your visitor management by handling visitor admission on-site via a kiosk terminal. Guests who have not already completed their details in advance via email can easily check, complete and confirm them on a tablet. In addition, important documents such as privacy statements or security notices can be signed digitally.
Customize your visitor management software!
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Select registration fields
Provide documents
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Privacy settings
Digital signature for important documents
With the Visitor Management System, visitors can easily sign company documents digitally and thus give their consent. The documents are either sent with the invitation email or can be viewed and signed on site via a kiosk tablet. Examples include company policies, visitor regulations, privacy statements, and confidentiality agreements.
Digital signature for important documents
With the Visitor Management System, visitors can easily sign company documents digitally and thus give their consent. The documents are either sent with the invitation email or can be viewed and signed on site via a kiosk tablet. Examples include company policies, visitor regulations, privacy statements, and confidentiality agreements.
Check in guests easily
With visitor management software, receptionists or office managers can take over the check-in of guests or delegate this process to the people who originally invited the guest. Check-in is always carried out digitally by an internal person once the visitor's verification has been completed – either by email or at the visitor kiosk.
Check in guests easily
With visitor management software, receptionists or office managers can take over the check-in of guests or delegate this process to the people who originally invited the guest. Check-in is always carried out digitally by an internal person once the visitor's verification has been completed – either by email or at the visitor kiosk.
Electronic visitor list
With visitor management software, administrators have a complete overview of all visitor invitations at all times and can see which guests are currently in the office. Unlike regular users, who can only see their own invited guests, administrators have the ability to create invitations on behalf of others and edit existing visits.
Electronic visitor list
With visitor management software, administrators have a complete overview of all visitor invitations at all times and can see which guests are currently in the office. Unlike regular users, who can only see their own invited guests, administrators have the ability to create invitations on behalf of others and edit existing visits.
Why do you need visitor management software?
Efficient visitor management
The use of visitor management software speeds up the process. The host collects the visitor’s basic data in advance via the app. The visitor confirms his data online or on-site on a tablet in just a few seconds. Make the admission process more digital and efficient thanks to Flexopus.
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Professional visitor experience
First impressions are always crucial, especially for important customers and visitors. By using modern and professional visitor management software, you can leave a serious impression and provide a unique visitor experience that also reflects the quality of your company.
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Manage multiple locations
With the Workplace Management App Flexopus, you can control your visitor management across all locations centrally in one software. Office managers and reception staff can - depending on their authorization - only view visitors to their or other locations without necessarily being there in person.
Process visitor data securely according to GDPR
According to the GDPR, personal data may only be stored for a specific purpose and for a limited period of time. With the individual settings for data anonymization in Flexopus, you can protect your visitors' data and automatically anonymize the data in a timely and secure manner according to your purpose.
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Collection list for fire protection
With the visitor management app Flexopus, authorized persons can view a list of all active visitors at the location in the event of a fire. This collection list helps to have all relevant information at hand in real time in the event of an emergency or evacuation and to ensure that everyone has left the office.
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Visit data at a glance
Our visitor management software Flexopus digitally records all visit data: host, visitor name including contact details, time of visit, company information and confirmed visitor documents. As an administrator, you can view this data and always have a transparent overview.
Questions and answers about visitor management
What is visitor management?
Visitor management goes beyond the welcome and includes pre-registration, invitation, registration, verification and logging of visitors including check-in and check-out as well as the management of necessary documents to comply with security and data protection guidelines. It controls the entire process – from the invitation to the farewell – and serves as an administrative and control tool. One of the leading software solutions for modern visitor management is Flexopus.
What functions should a visitor management app have?
In addition to online visitor registration, a visitor management app such as Flexopus should also offer a smart invitation (for completing personal data, confirming data protection information, information about the time of the visit, how to get there, or parking options), a modern digital greeting at the 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 do I recognize a good visitor registration system?
A good visitor management system should map the process from inviting a guest, through reception to check-out, in a user-friendly and self-explanatory manner. It should offer many individual setting options in order to be able to map individual processes in the best possible way. Pay particular attention to the data protection and privacy settings options as well as the storage location of the data.
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 restriction of access 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 at hand. In addition, evacuation plans and safety instructions can be integrated into visitor registration.
How do I document visitors in accordance with ISO 27001 / TISAX?
Some documents must be signed by visitors, others simply need to be acknowledged. The following documents are frequently used for an effective visitor management process. All these and even more documents can be confirmed or signed in advance via email using Flexopus' digital visitor registration, or alternatively on-site via a kiosk terminal at the reception. Data protection declaration: According to the GDPR, visitors must be informed about the processing of their personal data, including the purpose, duration, rights and persons responsible for data processing, and withdrawal rights. Visitor policy: A policy that sets out the rules of conduct when visiting the office, such as prohibiting photography and video recording or access to secure 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.
Blog posts on visitor management
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