Professional Visitor Management
Pre-register guests, streamline check-in with QR codes, print visitor badges instantly, and maintain a complete digital visitor log.
Everything you need for visitor management
Pre-Registration
Hosts pre-register visitors with all the details. Guests receive a confirmation email with a QR code before they arrive.
QR Code Check-In
Visitors scan their QR code at a lobby kiosk or reception tablet. Check-in takes under five seconds.
Badge Printing
Professional visitor badges are printed automatically on check-in, including the visitor photo, host name, and access zone.
Host Notifications
Hosts are notified by email and in-app alert the moment their guest checks in at reception.
Watchlist Screening
Screen visitors against internal watchlists and deny-lists. Flag VIPs for a premium welcome experience.
Visitor Analytics
Track visitor volume, peak arrival times, average visit duration, and top hosts across all buildings.
How it works
Pre-Register
The host enters visitor details — name, email, company, expected date, and purpose of visit.
Check In
The visitor arrives and scans their QR code at the lobby kiosk. Photo capture and badge printing are automatic.
Visit
The host is notified instantly. The visitor log tracks time on-site, access zones, and any notes.
Check Out
Visitors check out at the kiosk or are auto-checked out at end of day. The visit record is archived.
Trusted by Global Organisations
ISO 27001
Information Security Certified
ISO 9001
Quality Management Certified
GDPR Compliant
EU Data Protection
Frequently Asked Questions
Get answers to common questions about OSBase Visitor Management and how it can streamline your front-of-house operations.
When a host pre-registers a visitor, the guest receives a confirmation email containing a unique QR code. On arrival, the visitor scans this code at a lobby kiosk or reception tablet, completing check-in in under five seconds. The system can also capture a photo and print a visitor badge automatically.
Yes. You can maintain internal watchlists and deny-lists. The system automatically screens every visitor during check-in and flags any matches. VIPs can also be flagged for a premium welcome experience.
Absolutely. All visitor data is processed and stored in compliance with GDPR. Data retention periods are configurable, and visitor records can be automatically purged after a set period. The system also supports data subject access requests.
OSBase Visitor Management integrates with major access control systems, allowing you to grant temporary access to visitors for specific zones and time periods. Integration with Active Directory ensures host verification is always current.
Yes. Hosts can send a pre-registration link to their guests, allowing visitors to fill in their own details before arrival. This reduces reception workload and speeds up the check-in process.
Hosts receive instant notifications via email and in-app alert the moment their guest checks in at reception. Notifications include the visitor's name, photo (if captured), and the time of arrival.
Yes. The platform supports multi-site deployments with centralised reporting. Each building can have its own kiosks, badge printers, and reception configuration whilst sharing a unified visitor directory and analytics dashboard.
The analytics dashboard provides visitor volume trends, peak arrival times, average visit duration, top hosts, and building-by-building breakdowns. Reports can be exported for compliance audits and workplace planning.
See Visitor Management in action
We'll walk you through the check-in flow, badge printing, and analytics — and explain how we built it.