Top Contactless Visitor Management Features to Return To the Workplace

Updated: a day ago

How can offices be Covid secure?

As offices, shops, clinics and other public spaces seek to define their ‘new normal’, many are finding their existing processes will need to be updated for the new reality to protect visitors and staff. A contactless visitor management systems (vms) can be a useful tool to keep your office's footfall moving, creating physiological safety and a long-term positive impact on your business.

The ‘new normal’ across the globe, the COVID-19 lockdown is being relaxed as Governments look to ease back into economic activity. People seek to rediscover human interaction under social distancing guidelines, Business starting to think how to bring employees and visitors back to the office. We have discussed the challenges for facility managers during a global pandemic, but what features exactly we need to implement a contactless visitor management?

Contactless Visitor Management System Features

Key Visitor Management Features

  • Host meeting booking

  • Guest details & visitor log creation

  • Branded Invite

  • Pre-registration

  • Visitor Badge Management & Security Access

  • Host Notifications

  • Meeting Room Wayfinding

  • Branding and Customisation

  • Contactless check-in

  • Voice Command

  • Facial Recognition

  • Contactless QR code

  • Temperature Detection

  • Motion detectors

  • Virtual Reception

Advanced Visitor Management Features

1. Host meeting booking

Meeting rooms scheduling can be done through the visitor management system. Employees can choose their own room, and facilities managers have full administration over this process and can implement a method to suit their department and organisation.

2. Guest Details & Visitor Log Creation

After the meeting details have been inputted to Outlook, guest details can be taken and their data security is ensured. Once your visitor information have been submitted, our integrated system saves these details as a visitor log. Returned visitors can save time for checking in and a great experience is ensured.

Changes made to the meeting are automatically reflected in your visitors booking and they’ll be updated should any changes occur. Condeco sync keeps track of changes, updating Condeco calendars and Outlook in real time so you’ll always be in the know.

3. Branded Invite

Branded invites will give your visitors a feel for who you are and what your company represents.

4. Pre-registration

Pre-registration is now a crucial feature of visitor management to save time in the reception. Self-registration and self-certification can be sent to your visitors before they set off for the meeting. Documents such as health and safety information, wi-fi passwords, legal documents, host's contact details and on-location codes of conduct can be shared prior to arrival.

Read more about office 365 visitor registration with Vgreet.

5. Visitor badge Management System & Security Access

Vgreet's visitor badge management system prints the pass with visitor's photo for their entry, while Vgreet's system controls which areas of the building your visitors have access to. This includes restricted level access and door entry. Integrate your chosen security barriers with Vgreet for visitor access control, streamlining processes even further.

6. Host Notifications

The host gets notified when the visitor arrives. If your visitor is running late, they can notify the host using the contact details supplied during pre-registration.

7. Meeting Room Wayfinding

Visitors won't get confused after checking in . Vgreet's wayfaring feature, an interactive map shown on the screen, gives specific directions to visitor's meeting room

Read more about our indoor interactive maps

8. Branding and Customisation

From the meeting invite to the kiosk's display, everything can be branded and customised to impress your visitor by your organised workplace.

A Contactless Visitor Management System for the ‘new normal’: Vgreet

Vgreet contactless visitor management system has always excelled at:

  1. Upgrading all kinds of reception teams

  2. Streamlining visitor management in buildings without receptions

  3. Supporting facilities managers, HR, Legal professionals, CRE, and IT professionals

  4. Automation of its contactless visitor management system

Vgreet’s powerful, automated, contactless visitor management features replaces paper-based sign in book and remove manual process. Eventually, to create an efficient and safe working environment to protect your visitors and staff.

Contactless visitor management or an unmanned reception like this?

The Contactless Visitor Management Approach

At Vpod we develop unique, digital customer experience solutions for the likes of Visitor Management in all sectors. We provide end to end solutions for companies to improve engagement with their visitors, whilst reducing costs, enhance efficiency and experience. We work with individual organisations to automate, personalise and transform their visitor management systems.

Founded in 2008, Vpod has an ever-increasing list of established customers such as Vodafone, Barclays, HSBC, NM Money, CBRE, BNP, Mitie, Workspace Group, The Alan Turing Institute, Microsoft, Google, The BBC, LAX, Essex Council and many more. These pedigree enterprise customers set standards in the facilities management space with effective contactless visitor management.

For example, Vodafone has found that using Vgreet's visitor management features revolutionised their visitor management, vastly speeding up footfall at busy times

Vgreet Contactless Visitor Management System Features

Many visitor management systems now provide COVID-19 relevant contactless features, such as touches sign in and thermal screening. However, a contactless visitor management system can not only be a great way to create a COVID-19 secure workplace but also a seamless visitor experience.

Vgreet visitor management system's features, such as motion detectors, voice recognition and QR code check-in combine to deliver a contactless visitor sign-in and self-registration process

Vgreet Visitor Management System Features for contactless visitor management include:

  1. Contactless check-in: self-registration

  2. Voice Command

  3. Contactless QR codes

  4. Temperature Detection

  5. Motion detectors

  6. Digital receptionist

Contactless visitor management features that make your workplace safe

1. The contactless sign-in

As businesses look over their current visitor entry and admission processes, many are seeing a potential minefield of issues that need to be addressed in a time of social-distancing.

Is this your visitor management 1st impression?

Queues, close-proximity human interactions, common surface touchpoints, footfall build-up at busy times — all are potential headaches for any organisation. We ensure the safety of staff and visitors, minimising the risk of shutting down a building that has only just reopened. Vpod help companies create a ‘contactless’ visitor management by minimising touchpoints, simplifying check in processes, screening arrivals and keeping footfall moving.

In complicated times, it’s a very simple solution.

2. Voice Command

Artificial intelligence (AI) devices such as Amazon’s Echo and Google Home, people are becoming more comfortable with the new method of interacting with self-service devices: by voice. Simply by saying 'hi' without touching the screen, voice command feature can still guide your visitors sign in easily.

3. QR Codes

Although it isn't a new technology, visitor management QR codes have become a functional part of post-pandemic life for track and trace systems. You can find them in magazines, on business cards, product labelling and displays. They have become so popular! Users with a camera phone can scan the QR code to display text, a webpage, register attendance or enter data.

but why is a visitor management system's QR code so crucial?

  • Particularly popular in visitor management apps to sign visitors in, it's become crucial to make visitor's check in process easy and fast.

  • The experience can be even better. QR code is sent with the branded meeting invite, including meeting details, host contact details, and google map direction.

  • Pre-registration surveys and self-certification questionnaires are done before visitors' arrival.

  • The visitor management system's QR code enables Vgreet scanner to recognise them instantly against the invite. The QR code can check them in with any validation process.

  • The self-registration journey is simple. 7 seconds and your express check-in is complete.

  • The host gets notified instantly when the visitor scanned their QR code and the pass is printed.

  • It saves a lot of manual processes.

When a visitor scans the QR code, the information is instantly collected:

  • Who has entered the building

  • When they arrived or checked in

  • Who or how many people are expected to check-in

  • The visitor type, such as couriers, staff, visitors and more

  • An alert or rejection of suspicious visitors

QR code scanning is an ideal feature of Vgreet visitor management system when trying to implement a contactless environment. Every appointment generates a unique code for your guests. On arrival, a simple scan kickstarts the entire admission process: checking-in, notifying hosts, visitor badge printing, showing directions to meeting rooms . All automated, all happening in seconds and all importantly, without a single keypress.

Want your visitor management process decongested?

4. Temperature Detection

Previously only seen at some airports, thermal screening is going to become a far more familiar facet of everyday life. Vgreet’s contactless visitor management system with thermal imaging feature provides a fast, discreet and hands-free method for contactless check in. Vgreet’s stand-alone kiosk unit allow contactless monitoring, accurately screening visitors for an increased temperature with its core scanning technology.

5. Motion detectors

When we think of interactive visitor management kiosks, what stereotypically comes to mind is the touch-enabled screens as today’s self-service devices. Recently, the concept of touchless interactivity has become a key part of many technologies company’s research and development. Vgreet's contactless visitor management system introduced motion detectors to remove the need to touch the screen, removing contamination risk.

6. Digital Receptionist

During visitor's check in processes, they can still get instant help through Vgreet's contactless kiosk. Reception teams can be moved to safer, more positive environments. Move reception teams to a back office, centralised resource or completely outsource whilst upgrading safety. Our partnership with Moneypenny's digital receptionist is always here to help.

Psychological safety

Psychological safety is crucial to employee and visitors at work; this has increased tenfold during the COVID-19 pandemic. Communicating the current risks with hazard tape, signage and plastic screens that you are going to put in the basement in 6-9 months will have the opposite effect with your team.

Long Term balanced View

Vpod has found that the leading Facilities Managers has a keen eye on the post COVID world. It means the perception of personal safety is vital. Employees take a huge amount of comfort from not just the short-term return to work. However, in a longer-term, the efficient process and upgraded experience will always impress customers, clients and partners.

“At Vpod we develop unique, digital customer experience solutions for the likes of Visitor Management in all sectors. We combine technology with people to create empowered and engaging visitor management solutions”

Scanning a simple QR code can kickstart the entire check-in procedure video here


Across the globe, the COVID-19 lockdown is being relaxed as governments look to ease back into economic activity. People seek to rediscover human interaction under social distancing guidelines. Facilities managers should understand the need of contactless visitor management. Introduce contactless visitor management features to your reception area for visitor sign in, creating physiological safety and take long-term impact into consideration.

Vgree't visitor management system advanced features include:

  • Host meeting booking

  • Guest Details & Visitor Log Creation

  • Branded Invite

  • Pre-registration

  • Visitor badge Management System & Security Access

  • Host Notifications

  • Meeting Room Wayfinding

  • Branding and Customisation

The key Contactless Visitor Management Features to return to the workplace

  • Contactless check-in

  • Voice command

  • Contactless QR codes

  • Temperature detection

  • Motion detectors

  • Digital Receptionist

Review your reception and visitor check in processes. You may realise you need to radically rethink how to be ready when your staff and visitors return.

Read more about our full visitor management guidelines.

Read more about how we keep your visitors safe with touchless visitor management

Read more about improving your front desk's digital efficiency with visitor management framework

Vgreet: It’s that easy

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