Excellent visitor management software
The Flexopus visitor management software supports companies in implementing modern visitor registration and administration. With the app, employees can easily register external visitors and securely document them.
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How does visitor management work with Flexopus?
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Invite visitors
The host or office manager can pre-register visitors. 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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Checking in
Once verified, visitors can be checked in by receptionists or directly by the host.
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Checkout
When leaving, visitors are checked out. The visit log is stored in accordance with data protection regulations.
What is a visitor management app?
With a visitor management app, you can record guests in the office paperlessly. The software digitizes the entire visit management process — from registration and verification to on-site reception, including logging of visits. 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. There is also a real-time overview of all visitors, including statistics, for the reception.
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Are you interested or have any questions?
Pre-register visitors
Simply register your guests in advance of their visit via the Flexopus app to enable a quick and smooth check-in process on site and reduce waiting times at reception. At the same time, you always know who is authorized to enter the office or company premises and thus ensure increased corporate security.
Pre-register visitors
Simply register your guests in advance of their visit via the Flexopus app to enable a quick and smooth check-in process on site and reduce waiting times at reception. At the same time, you always know who is authorized to enter the office or company premises and thus ensure increased corporate security.
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Online invitation for visitors
Email personalized invitations to your guests. Visitors have the opportunity to review and, if necessary, supplement their personal data online. You can also provide important documents such as directions or safety guidelines in advance. In this way, you can 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
Email personalized invitations to your guests. Visitors have the opportunity to review and, if necessary, supplement their personal data online. You can also provide important documents such as directions or safety guidelines in advance. In this way, you can digitally verify the identity of your visitors in advance and thus speed up the check-in process upon arrival at the gate.
Visitor entrance on site with kiosk terminal
Optimize visitor entry through on-site verification at a kiosk terminal. Anyone who has not completed their visitor data in advance by e-mail can easily check, supplement and confirm their data via a touchscreen tablet. Important documents such as a privacy policy or security information can also be signed.
Visitor entrance on site with kiosk terminal
Optimize visitor entry through on-site verification at a kiosk terminal. Anyone who has not completed their visitor data in advance by e-mail can easily check, supplement and confirm their data via a touchscreen tablet. Important documents such as a privacy policy or security information 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 simply digitally sign and accept company documents. The documents are sent with the invitation email or can be viewed and signed on site on a kiosk tablet. Examples: company or visitor policies, instructions, privacy statements, confidentiality agreements.
Digital signature for documents
Visitors can simply digitally sign and accept company documents. The documents are sent with the invitation email or can be viewed and signed on site on a kiosk tablet. Examples: company or visitor policies, instructions, privacy statements, confidentiality agreements.
Just 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. The check-in is always carried out digitally in Flexopus by an internal person as soon as the verification of the visitor - by email or at the visitor kiosk - has been completed.
Just 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. The check-in is always carried out digitally in Flexopus by an internal person as soon as the verification of the visitor - by email or at the visitor kiosk - has been completed.
Digital visitor list
In Flexopus, administrators have a complete overview of all visitor invitations and can see which guests are currently in the office. While normal users only see their own invited visitors, administrators also have the option to create invitations on behalf of others and edit existing visits.
Digital visitor list
In Flexopus, administrators have a complete overview of all visitor invitations and can see which guests are currently in the office. While normal users only see their own invited visitors, administrators also have the option to create invitations on behalf of others and edit existing visits.
What are the benefits 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 an app and the visitor confirms their 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
The first impression is always decisive, especially with important customers and visitors. By using modern and professional visitor management software, you can leave a serious 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 collects all data from the visit: host, name of the visitor including contact details, period of visit, company details and confirmed documents from the visitor. As an administrator, you can view this data and always get a transparent overview.
Process visitor data securely in accordance with 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 in accordance with your purpose.
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Managing multiple sites
With the Flexopus workplace management app, you can control your visitor management across all locations centrally in one software. Office managers and reception staff can - depending on their authorization - only see visitors to their or even other locations without necessarily being there in person.
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Collection list for fire protection
With the Flexopus visitor management app, authorized persons can view a list of all active visitors at the site in the event of a fire. This collection list helps to have all relevant information at hand in real time in 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 greeting and includes pre-registration, invitation, recording, verification and logging of visitors, including check-in and check-out, as well as managing necessary documents to comply with security and privacy policies. It controls the entire process — from invitation to approval — and serves as an administrative and control tool. Flexopus is one of the leading software solutions for modern visitor management.
What functions should a visitor management app have?
In addition to online registration of visitors, a visitor management app such as Flexopus should also have a smart invitation (to complete personal data, confirm data protection information, information about the time of visit, route or parking options), a modern digital welcome at reception and a seamless check-in/check-out function. Depending on the purpose, the data should be documented individually in accordance with data protection regulations.
How do I recognize a good system for visitor registration?
A good visitor management system should depict the process from inviting a guest to reception and check-out in a user-friendly and self-explanatory way. It should offer many individual settings in order to be able to best represent individual processes. Pay particular attention to the data protection and privacy settings as well as the storage location of the data.
How does digital visitor management ensure greater safety?
Visitor management is an important tool for information and visitor security.
Information security: Visitors must be aware of and comply with company guidelines, such as prohibiting video recordings or restricting access to sensitive areas. Certifications such as ISO27001 or TISAX may require 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 ready. In addition, evacuation plans and safety instructions can be integrated into visitor registration.
How do I legally document visitors in accordance with ISO 27001/TISAX?
Companies that are certified according to the international standard ISO/IEC 27001 or TISAX confirm that they have implemented an information security management system (ISMS). The documentation of external visitors in an office or on company premises is usually a requirement of the standards in order to comply with safety standards. With visitor management software such as Flexopus, visitors can be digitally documented and stored in a compliant manner for as long as required by their ISMS.
Which documents should visitors sign?
Some documents must be signed by visitors, others simply have to be read. The following documents are frequently used for an effective visitor management process. With Flexopus' digital visitor registration, all these and more documents can be confirmed or signed in advance by e-mail, or on site via a kiosk terminal at reception.
Privacy statement: 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, as well as rights of withdrawal.
Visitor Policy: A policy that sets out the rules of conduct when visiting an office, such as the prohibition of photo and video recordings or access to secure areas.
Safety instructions: Information on fire safety, accident prevention and evacuation plan.
Confidentiality agreement: To protect sensitive information, as visitors could potentially gain access to sensitive information or eavesdrop on conversations
Visitor Management Blog Posts
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