Digital visitor management system
The Flexopus visitor management system helps companies implement modern visitor registration and administration. Employees can easily invite external visitors and document them securely using the app.
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Already in use in over 4,000 offices!
Click through the functions
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How does visitor management work with Flexopus?
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Invite visitors
Hosts or office managers can pre-register visitors and automatically send them an invitation via email.
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Visitor verification
Invited or walk-in visitors can conveniently complete their details online in advance or directly on-site at the visitor kiosk.
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Check-in
Once verified, you can check in independently or via the reception or host.
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Check out
Visitors are checked out upon departure. The visitor log is stored in compliance with data protection regulations.
Book parking spaces directly
Hosts can ask if guests are arriving by car during the registration process. If needed, suitable parking spaces can be booked for visitors. Naturally, workstations and meeting rooms can also be reserved for guests. Guests receive a personalized email with the booking time, selected resource, and a floor plan. Admins maintain an overview of the booking history at all times; guest bookings are clearly marked.
Pre-register visitors
Easily register your guests in advance via the Flexopus app to ensure a fast and smooth check-in process on-site and reduce waiting times at reception. At the same time, you will always know who is authorized to enter the office or company premises, thereby increasing corporate security.
Pre-register visitors
Easily register your guests in advance via the Flexopus app to ensure a fast and smooth check-in process on-site and reduce waiting times at reception. At the same time, you will always know who is authorized to enter the office or company premises, thereby increasing corporate security.
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Invite guests flexibly
Invite individual visitors or entire groups in advance – directly in Flexopus or conveniently via Outlook. If preferred, visitors can also be created without an email address. Guests with a registered email address automatically receive a personalized invitation including a calendar entry and can complete their details before arrival.
Invite guests flexibly
Invite individual visitors or entire groups in advance – directly in Flexopus or conveniently via Outlook. If preferred, visitors can also be created without an email address. Guests with a registered email address automatically receive a personalized invitation including a calendar entry and can complete their details before arrival.
On-site visitor check-in with kiosk terminal
Streamline visitor check-in using a kiosk terminal or contactlessly via QR code on their own smartphone. Visitors can verify and update their details on-site, confirm or sign documents, and receive guest Wi-Fi access if needed. Spontaneous visitors can also be registered directly at the kiosk.
On-site visitor check-in with kiosk terminal
Streamline visitor check-in using a kiosk terminal or contactlessly via QR code on their own smartphone. Visitors can verify and update their details on-site, confirm or sign documents, and receive guest Wi-Fi access if needed. Spontaneous visitors can also be registered directly at the kiosk.
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 view and sign company documents such as policies, instructions, privacy statements, or non-disclosure agreements digitally – either in advance via invitation email or directly at the kiosk. For mandatory documents, you can ensure they are read in full before consent is given. Ideal for companies with high security and compliance requirements, such as ISO 27001 or TISAX.
Digital signature for documents
Visitors can view and sign company documents such as policies, instructions, privacy statements, or non-disclosure agreements digitally – either in advance via invitation email or directly at the kiosk. For mandatory documents, you can ensure they are read in full before consent is given. Ideal for companies with high security and compliance requirements, such as ISO 27001 or TISAX.
Individually manage visitor security
Visits can be individually secured through approval processes and security levels. Certain visitor categories can be pre-approved, and visits can be classified as low, medium, or high risk. Roles and permissions also allow you to define which users are authorized to invite visitors, view visitor data, or manage specific buildings.
Individually manage visitor security
Visits can be individually secured through approval processes and security levels. Certain visitor categories can be pre-approved, and visits can be classified as low, medium, or high risk. Roles and permissions also allow you to define which users are authorized to invite visitors, view visitor data, or manage specific buildings.
Automate reception and facility management
Automate your reception and facility management workflows: hosts are notified when their visitors check in and are automatically reminded if a visitor fails to check out. Additionally, facility management can receive a daily overview of expected visitors for each building.
Automate reception and facility management
Automate your reception and facility management workflows: hosts are notified when their visitors check in and are automatically reminded if a visitor fails to check out. Additionally, facility management can receive a daily overview of expected visitors for each building.
Keep track of visitors at all times
Administrators have an overview of all visitor invitations as well as guests who are currently present or have already checked out. They can manage visits on behalf of others, analyze visitor trends, export daily summaries, and view all currently present visitors in the event of an evacuation.
Keep track of visitors at all times
Administrators have an overview of all visitor invitations as well as guests who are currently present or have already checked out. They can manage visits on behalf of others, analyze visitor trends, export daily summaries, and view all currently present visitors in the event of an evacuation.
Recommended hardware solutions
*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 in our partner B2B online shop!
What are the benefits of a visitor management app?
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Professional visitor experience
First impressions are everything, especially when it comes to important clients and visitors. By using modern, professional visitor management software, you can project a credible image and provide a unique visitor experience that reflects the quality of your company.
Process visitor data securely in compliance with the GDPR
According to the GDPR, personal data may only be stored for specific purposes and for a limited time. With Flexopus's custom data anonymization settings, you can protect your visitors' data and ensure it is automatically anonymized securely and on time, in accordance with your specific requirements.
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Manage multiple locations
With the workplace management app Flexopus, you can centrally manage your visitor management across all locations in one piece of software. Depending on their permissions, office managers and reception staff can view visitors at their own or other locations without necessarily being on-site.
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Muster list for fire safety
With the visitor management app Flexopus, authorized personnel can view a list of all active visitors on-site in the event of a fire. This muster list helps ensure that all relevant information is available in real time during an emergency or evacuation, confirming that everyone has safely left the office.
Book a live demo!
Are you interested or do you have any questions?
Customer reviews of the Workplace Management App
Questions and answers about visitor management
What features should a visitor management app have?
A visitor management app like Flexopus should include online visitor registration, smart invitations (for completing personal details, confirming privacy policies, providing visit times, directions, or parking information), a modern digital reception greeting, and a seamless check-in/check-out function. Data should be documented in a privacy-compliant manner, tailored to the specific purpose.
How do I recognize a good visitor registration system?
A good visitor management system should map the entire process—from inviting a guest to reception and check-out—in a user-friendly and self-explanatory way. It should offer extensive customization options to best accommodate individual processes. Pay particular attention to data protection and privacy settings, as well as where the data is stored.
How does digital visitor management ensure greater security?
Visitor management is a vital tool for information and visitor security. Information security: Visitors must be aware of and adhere to company policies, such as prohibitions on video recording or restricted access to sensitive areas. Certifications like ISO 27001 or TISAX may mandate such processes to ensure information protection. Visitor security: Efficient visitor management also supports fire safety. In an emergency, it helps to have a complete list of evacuated persons on hand. Additionally, evacuation plans and safety instructions can be integrated into the visitor registration process.
How do I document visitors in compliance with ISO 27001 / TISAX?
Some documents must be signed by visitors, while others simply need to be acknowledged. The following documents are frequently used for an effective visitor management process. All of these 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: In accordance with GDPR, visitors must be informed about the processing of their personal data, including the purpose, duration, rights, data controllers, and withdrawal rights. Visitor Policy: A policy that establishes rules of conduct for office visits, such as prohibitions on photography and video recording or access to secure areas. Safety Instructions: Information regarding fire safety, accident prevention, and evacuation plans. 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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