Excellent visitor management software
The visitor management software Flexopus supports companies in implementing modern visitor registration and management. Employees can easily register external visitors and securely document them using the app.
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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 in advance online or on-site at the visitor kiosk.
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Check in
After verification, visitors can be checked in by the reception staff or directly by the host.
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Check out
Visitors are checked out upon leaving. The visit log is stored in compliance with data protection regulations.
What is a visitor management app?
With a visitor management app, you can register guests in the office paperlessly. The software digitizes the entire visit management process – from registration and verification to on-site reception, including visit logging. External personnel receive the invitation by email and can verify themselves in advance or carry out the necessary steps later on site at the visitor kiosk. In addition, there is an overview of all visitors in real time including statistics.
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Are you interested or have 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
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.
What are the advantages of a visitor management app?
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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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.
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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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.
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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.
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 privacy notices, 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?
Companies that are certified according to the international standard ISO/IEC 27001 or TISAX thereby confirm that they have implemented an information security management system (ISMS). Documenting external visitors in an office or on company premises is usually a requirement of the standards in order to maintain security standards. With visitor management software such as Flexopus, visitors can be digitally documented and stored in compliance with your ISMS for as long as required.
Which documents should visitors sign?
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 more documents can be confirmed or signed in advance via email using the digital visitor registration from Flexopus, 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 rights of withdrawal.
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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