Digital Visitor Management System
The visitor management system Flexopus supports companies in implementing modern visitor registration and management. Employees can easily invite external visitors and securely document them using the app.
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Already in use in over 4,000 offices!
Click through the functions
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Are you interested or do you have any questions?
How does visitor management work with Flexopus?
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Invite visitors
The host or office manager can pre-register visitors and automatically send them an invitation via email.
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Visitor verification
Invited or spontaneous visitors can conveniently complete their data online in advance or directly on site at the visitor kiosk.
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Check in
After verification, check-in can be done independently or by reception or host.
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Check out
Visitors are checked out upon departure. The visit log is stored in compliance with data protection regulations.
Book parking spaces directly at the same time.
Hosts can already ask during the registration process whether guests are arriving by car. If needed, suitable parking spaces for visitors can be booked additionally. Of course, workspaces and meeting rooms can also be booked for guests. Guests receive a personalized email with booking time, selected resource and a floor plan. Admins always have an overview of the booking history; guest bookings are marked separately.
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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Invite guests flexibly
Invite individual visitors or entire groups of visitors in advance – directly in Flexopus or conveniently via Outlook. Visitors can also be added without an email address, if desired. Guests with a registered email address will 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 of visitors in advance – directly in Flexopus or conveniently via Outlook. Visitors can also be added without an email address, if desired. Guests with a registered email address will automatically receive a personalized invitation including a calendar entry and can complete their details before arrival.
Visitor admission on site with kiosk terminal
Optimize visitor entry via a kiosk terminal or contactless via QR code on your own smartphone. Visitors can check and update their data on site, confirm or sign documents, and receive guest Wi-Fi access if required. Even spontaneous visitors can register directly at the kiosk.
Visitor admission on site with kiosk terminal
Optimize visitor entry via a kiosk terminal or contactless via QR code on your own smartphone. Visitors can check and update their data on site, confirm or sign documents, and receive guest Wi-Fi access if required. Even spontaneous visitors can register 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 digitally view and sign company documents such as guidelines, instructions, privacy policies or confidentiality agreements – either in advance via invitation email or directly at the kiosk. For mandatory documents, it can also be ensured that they are read in full before approval. Ideal for companies with high security and compliance requirements, for example within the framework of ISO 27001 or TISAX.
Digital signature for documents
Visitors can digitally view and sign company documents such as guidelines, instructions, privacy policies or confidentiality agreements – either in advance via invitation email or directly at the kiosk. For mandatory documents, it can also be ensured that they are read in full before approval. Ideal for companies with high security and compliance requirements, for example within the framework of ISO 27001 or TISAX.
Manage visitor safety individually
Visits can be individually secured via approval processes and security levels. Certain visitor categories can be pre-approved and visits can be classified as low, medium or high. Roles and permissions can also be used to define which users are allowed to invite visitors, view visitor data, or manage only certain buildings.
Manage visitor safety individually
Visits can be individually secured via approval processes and security levels. Certain visitor categories can be pre-approved and visits can be classified as low, medium or high. Roles and permissions can also be used to define which users are allowed to invite visitors, view visitor data, or manage only certain buildings.
Automating reception and facility management
Automate processes related to reception and facility management: Hosts are informed when their visitors check in and automatically reminded if they fail to check out. In addition, the facility management can receive a daily overview of the expected visitors for each building.
Automating reception and facility management
Automate processes related to reception and facility management: Hosts are informed when their visitors check in and automatically reminded if they fail to check out. In addition, the facility management can receive a daily overview of the expected visitors for each building.
Visitors always in view
Administrators have an overview of all visitor invitations as well as guests who are present and those who have already checked out. You can manage visits on behalf of others, analyze visitor trends, export daily summaries, and view all currently present visitors in case of evacuation.
Visitors always in view
Administrators have an overview of all visitor invitations as well as guests who are present and those who have already checked out. You can manage visits on behalf of others, analyze visitor trends, export daily summaries, and view all currently present visitors in case of 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 advantages of a visitor management app?
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Professional visitor experience
The first impression is always crucial, especially for important clients and visitors. By using modern and professional visitor management software, you can leave a professional impression and a unique visitor experience that also reflects the quality of your company.
Process visitor data securely in accordance with GDPR
According to the GDPR, personal data may only be stored for specific purposes and for a limited time. With the individual settings for data anonymization in Flexopus, you can protect your visitors' data and perform automatic anonymization of 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 centrally manage your visitor across all locations in one software. Office managers and reception staff can - depending on their permission - only see the visitors to their own or other locations, without necessarily having to be personally present.
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List of fire protection measures
With the visitor management app Flexopus, authorized personnel can view a list of all active visitors at the location in case of fire. This checklist helps to have all relevant information at hand in real time in case of emergency or evacuation and to ensure that all persons have 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, in addition to online visitor registration, also have a smart invitation (to complete personal data, confirm data protection notices, provide information about the time of the visit, directions or parking options), a modern digital greeting at 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 can I recognize a good visitor registration system?
A good visitor management system should map the process from inviting a guest, through reception and check-out, in a user-friendly and self-explanatory way. It should offer many individual settings options in order to best reflect individual processes. Pay particular attention to the data protection and privacy settings as well as the data storage location.
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 access restrictions 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 on hand. Furthermore, evacuation plans and safety instructions can be integrated into the visitor registration.
How do I document visitors in compliance with ISO 27001 / TISAX regulations?
Some documents must be signed by visitors, others only need to be acknowledged. The following documents are frequently used for an effective visitor management process. All these documents 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: According to the GDPR, visitors must be informed about the processing of their personal data, including the purpose, duration, rights and controllers of the data processing as well as rights of withdrawal. Visitor policy: A policy that sets out the rules of conduct when visiting the office, such as the prohibition of taking photos and videos or access to security 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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