Vgreet Integrated Visitor Management System

Updated: 16 hours ago

What is visitor management

First, Let's start with explaining the concept of visitor management. There are different types of visitors coming to one corporation’s office, including contractors, employees, prospective new hires, delivery drivers, customers, business partners and cleaners. Visitor management is an approach an organisation take to identify different types of visitor, record their visits to ensure the building's safety.

In general, Visitor management combines technology, security, communication and analytics. A reception visitor management system is usually introduced to not only provides a great first impression to visitors and employees but also the tools for Facilities Manager to keep the building running efficiently.

An integrated visitor management system

  • Visitor Management Software: The brains behind the operations to ensure the process is easy to manage and runs smoothly.

  • Database: This is where visitor details and visitor logs are stored.

  • Visitor Management Hardware: They are installed to deliver services such as visitor management kiosk, QR code scanners, visitor pass printers, thermal imaging cameras and more.

We previously discussed the topic of how to choose the best market offerings for visitor management. What's special about an integrated visitor management system? In this blog, we will explain Vgreet's visitor management hardware, database, and software integrations.

We will cover following topics:

  1. Why use visitor management system?

  2. How does visitor management system work?

  3. Vgreet's visitor management software

  4. Vgreet's visitor management hardware

  5. Pandemic Facilities Management Phases

  6. The benefits of using an integrated visitor management system

  7. FAQs: More information about Vgreet visitor management system

The 5 main drivers of using a visitor management system

A visitor management system (vms) is a solution that improves visitor experience and reception management, allows organisations to streamline their visitor management process with technolgy.

Vgreet is an integrated visitor management system in the UK that combines software and hardware. It is an effective visitor management solution which solves many front of house challenges and focus on 5 strategic objectives:

  1. Improve your office/ workplace safety

  2. Increase your workplace and visitor management's digital efficiency

  3. Improve workplace productivity

  4. Deliver a better customer experience and great first impression for visitors

  5. Reduce cost: Cut cost out of the processes to reduce wastage

How visitor management system works

With Vgreet visitor management system, visitors are managed from the moment they’re invited to a meeting even before coming to your building, to when you wave goodbye to them. Vgreet is also an upgraded reception management system which offer catering, directions to the office, meeting room selection, or even taxi bookings. Vgreet visitor management UK creates a unique experience for anyone making a trip to your office.

What is Vgreet's visitor management software

Visitor management software can be categorised into:

  • Legacy on-site software which can be costly to purchase initially and requires maintenance, upkeep, and updates.

  • A cloud-based visitor management system which is more cost and time-efficient without hardware maintenance or repairs (Source: Forbes)

We had a blog talking about the best visitor management software's features, but why and how we integrate with market-leading visitor management software?

Vgreet handles visitor sign-in process, but also partnered with leading desk and room booking provider Condeco, and visitor management software specialist Proxyclick. The software integration ensures its Vgreet visitor management system delivers a fast, efficient and frustration-free visitor experience.

“It’s a true three-way integration that we, Condeco and Proxyclick can offer to clients. We make the entire visitor experience automated, fast and safe”. - Vpod MD, Sam Farrant.

This is what it looks like - Arrivals simply scan their QR code, their host is notified, they are checked in and provided with a visitor pass and way-finding directions to where they need to be. All happens within seconds.

It's an easy visitor management tool for facilities managers and reception's visitor management, so the reception staff can focus on other tasks, not the admission process.

Vgreet visitor management system, ISE 2020 Exhibition in Amsterdam in February 2020.

1. Proxyclick software integration

Proxyclick is a cloud-based visitor management system in the UK for global enterprises, featuring visitor check-in, visitor pass printing, and host notifications. Users can manage visitor lists, information and employee lists using the visitor dashboard feature. Proxyclick integrations enables users to manage visitors, ensure the security of multiple buildings and upkeep a strong brand image.

Proxyclick is a perfect product to be integrated into Vgreet. Facilities Managers can feel at ease knowing the Vgreet offers considerable security options, including:

  • Emergency text messages to all site visitors

  • Digital compliance document signing process

  • Visitor pass printing

  • Pre-registration/ Self-registration

  • Compliance to GDPR and other processes

  • Integration with building access control

In addition to security, the Vgreet with Proxyclick integration offers optimum efficiency:

  • Self check-in and out

  • Address books

  • Delivery notifications

  • Bulk visitor management

  • Recurring visitor options

2. Condeco software integration

Condeco create integrated workplace management, meeting room booking software, and desk booking system for enterprises around the world.

As with Proxyclick, Condeco is another fantastic addition to Vgreet visitor management system. Condeco’s major USP is Condeco Sync. No matter where you create your meeting room booking, it keeps the room directory up to date.

This means your visitor data and meeting information are always accurate to the minute. It also extends its visitor data via its API to industry-leading tools like Proxyclick and Vpod.

Meeting room management, utilisation and scheduling is a key feature of Condeco. They offer a cloud-based system on Microsoft Azure and have all of the key features that you need. For those looking for desk management and future workspaces booking requirements, Condeco Software provides a perfect solution:

  • Vendor management solutions with cleaning, workplace management, floor plan control, capacity control and added contact tracing. All can be done from their desk management solution.

  • Desk management solution is ideal when half of the building space is out of use for safe distancing. A phased return to the office needs to be implemented.

  • Condeco has a large installed base of thousands of seats, with the detailed requirements that enterprise clients need.

  • Condeco’s visitor management software enables the Facilities Manager to manage meeting rooms on their desktop or visitor management APP. You can find a colleague or the signal of you working from home. From another building or time zone, with additional workplace insight to monitor space and resource usage.

  • Workplace insight software allows for space and costs to be managed effectively.

  • The same vendor can be used for room and desk, and they have moved to a far better commercial model. Charging by a number of users which means the previously premium price tag now has a better value taste to it.

Read the full explanation of the process of Vgreet visitor management in office 365

By partnering with Condeco and Proxyclick, Vgreet's visitor managemnt software integration enables the following functions:

Condeco meeting room booking

Whether your visitor is sent an invitation through Condeco or Office 365, Condeco is able to acknowledge the invitation details. This means enabling you to add visitors and services.

Condeco’s visitor management software integration with Vgreet is key to make your visitor management much more easier with the following feature:

  • Whether you need multiple room bookings, video conferencing or catering, Condeco can handle this automatically with external vendors when your meeting details change. Your catering won’t turn up too early.

  • Because Condeco works so closely with Office 365, meeting room bookings are synced and automatically updated by Condeco. No matter who makes changes to your booking, and where they are when they update it, everyone will be kept up to date.

  • You can find meeting rooms, manage bookings, and update your meeting anywhere at anytime via Condeco's meeting room booking app.

Guest details

Condeco visitor management software is able to record visitor details and share them with front of house staff. This means your front desk will never need visitor books, or manually re-key the visitor details with Vgreet reception visitor management system.

Instead, our reception staff will have real-time oversight of the visitors, such as who is expected in your building at what time through Vgreet reception visitor management system. This saves time, is efficient, and gives the option to have a tailored welcome to your guests.

Visitor log software

Guest details can be saved, so they won’t have to pre-register if they visit again. It makes the process even more seamless for returning visitors.

Visitor log software allows your to monitor visitors entering your building on a daily, weekly or monthly basis. You can discover when your peak visiting times are, how many no-shows you’ve had, or how many times you have booked catering services.

The software is also surfaced in a tidy APP that adds features like the ability to find a colleague or signal you are working from home.

Invite generated

All meeting attendees will be sent a calendar invite that they can respond to. Visitors will be asked if they wish to pre-register to the building for a smoother check-in.

Pre-registration can be completed here by providing visitor’s name, company name, email address, building access requirements or dietary preferences. They’re then given a unique QR code via email to sign into your building with Vgreet's visitor management kiosk.

Vgreet Visitor management hardware

1. QR code scanner and visitor pass printing

When the visitor arrives at your reception, they’ll see the Vgreet visitor management kiosk in your building. The visitor regitration kiosk will prompt them to use their pre-registration QR code without doing the self-registration again in three seconds. A fully automated and contactless check-in experience starts at scanning the QR code with Vgreet visitor management system hardware. Visitor pass is printed after they are checked in.

“Ultimately, we’re delighted to work with Condeco and Proxyclick to provide a complete end-to-end solution for our clients. To address their concerns about safety, enhance the visitor experience and save money”. - Vpod MD, Sam Farrant.

2. Motion detector and voice activation

The concept of touchless interactivity has become a key part of today's visitor check-in process. Vgreet's visitor registration kiosk is equipped with motion detectors and voice activation to remove the need to touch the screen and contamination risk.

3. Facial recognition and thermal imaging

Using a visitor management system with facial recognition and thermal imaging, every arrival can be fully screened for extra safety.

Read more about Vgreet visitor management system's facial recognition and thermal imaging technology

4. Vgreet visitor management kiosk

The visitor registration kiosk itself doesn't just provide service of self-registration, checking in.

Visitors can self-register at Vgreet's visitor management kiosk through its motion detector, voice activation, facial recognition technology, thermal imaging camera, ID check, visitor pass printing, QR code express check in. The kiosk enables a touchless visitor management process with its contactless features.

The key feature of Vgreet visitor management kiosk includes:

1. Designed to be customised

Vgreet visitor management kiosk is fully customisable, you can decide:

  • which information you want to put on the screen: live traffic, office map, a survey, and much more.

  • branded with your company logo or design your theme colour

2. Remotely update your display notices

You can display notices on the Vgreet's visitor management kiosk. If a company’s health and safety policies change, Vpod simply updates all their units remotely. Best of all, none of this means you have an impersonal, robotic service. Teams still can speak face-to-face with visitors via video.

3. A more personalised customer service to impress your visitors

Vgreet visitor management kiosk also additional information and services such as:

  • Direction to the meeting room via an interactive map

  • Live traffic information

  • Face-to-face digital receptionist video concierge when visitors need help

  • A dashboard of smart building's information such as building usage.

  • Leave a feedback

  • and more.

Pandemic Facilities Management Phases

Vpod believe there are four key stages to Facilities Management and the pandemic. Each stage should be observed by Facilities Managers to ensure their visitor management delivers a positive experience for your visitors and employees. Here's a short summary:

1. React

During the React phase, Facilities Managers will be working on dealing with the emergency. Reacting to its threat and understanding the new challenges.

2. Respond

Governmental guidance put many “return to the office” plans on hold in August. Whilst frustrating for some, it has bought companies valuable extra time to put in visitor management solutions. It allows them to seamlessly move from a React stage to Re-Engineering Phase in one move.

3. Recover

Introducing an integrated system during the recovery phase is important for the Facilities Manager, IT team, HR, Corporate Real Estate and Covid Committee.

Condeco operates with a customer-first mindset, aiming to create a better workplace. Whether the meeting invites are keyed into Condeco or Microsoft, the visitor data populated Condeco. This enables the pass down of an integrated link to visitor management partners like Vpod with its Vgreet Visitor Management System.

4. Re-engineer: Modern Visitor Management

Workplace Engineers will use connected systems to drive the change to an intuitive workplace. Business technology will start to catch up with consumer technology. Evaluate your reception visitor management system (vms), so your workplace can always adapt quickly to the change.

With the integration of Vgreet's visitor management hardware and software, re-engineered visitor management could take two routes:

Visitor Journey with Vgreet Reception Visitor Management system

Journey 1 - Starts in Microsoft Outlook.

  • A host invites visitors to a meeting.

  • Office 365 synchronises with Condeco visitor management software which passes the visitor details into the Vgreet reception visitor management system.

  • Presenting your company's professional image through the invites that the visitor gets. Host details, google map direction, pre-registration documents, and a QR code for express check-in are all sent to their inbox.

Solutions for Facilities Managers

Journey 2 - Starts at the invite.

  • A visitor follows the map details on the invite and arrives at reception.

  • They approach Vgreet's visitor management kiosk.

  • Motion detectors tell the Vgreet visitor management system they have arrived and voice activation prompts them to check-in.

  • The visitor registration kiosk is equipped with facial recognition and thermal imaging scanned for extra safety

  • One scan of a QR code enables a visitor pass to be printed

  • Vgreet visitor management kiosk displays the direction to the meeting room.

  • The kiosk provides further assistance by its on-demand digital receptionist.

Here, the workplace of the future will enable “all workplaces” to have a safe workplace. The invites to a meeting flows from Microsoft Office 365 or Condeco Software to Vgreet visitor management system. You can read more about the entire touchless visitor management process here.

Features of Vgreet visitor management system

Vgreet reception visitor management system is fully loaded with

  • Market-leading visitor management software: Proxyclick and Condeco,

  • A touchless visitor management kiosk and hardware

Vgreet visitor management solution creates a unique experience for anyone making a trip to your office with the features:

  • Meeting room bookings

  • Google map directions to your office

  • Pre-registration for express check in

  • Visitor management kiosk self-registration with QR code

  • Facial recognition

  • Motion detector

  • Voice activation

  • Thermal imaging

  • Internal wayfinding

  • Security barrier integration

  • Visitor pass printing

  • Bulk visitor management

  • Security and compliance

  • Data and analytics

  • Live face-to-face video help from external executive PA’s

  • and more features

The benefits of using an integrated visitor management system

So we elected to tackle all of those shortcomings, by adopting three fundamental approaches:

1. Own the whole journey

You can control your visitor's experience from meeting invite to them leaving your building. Visitor management apps or iPad are not always available for integration. Owning the whole journey means you can easily manage your meeting room, visitor entry, building usage all at once.

2. Outstanding in every area

Integrate with partners that are best in class. It means your reception management system have the ability to scale and stay at the forefront of each respective fields.

3. Bring your visitor's journey to the next level

Think ahead. Most visitor management starts with one simple task - to improve the all-important first impression. However, an integrated visitor management system can:

  • Improve workplace safety strategy that readily communicates that you take employee and visitor safety seriously.

  • Express check-in drastically reduces transition times through the reception area

  • Remote receptionists upgrade the staff and team safety whilst maintaining a ‘service-first’ culture.

  • Flexibly designed into the solution! The customised visitor journeys cater for every enterprise-grade need and can be accommodated with ease.

Read more about how visitor management system can benefit your business.


The integration of visitor management software and hardware is crucial to provide your visitors with a complete and frustration-free experience. That's why Vpod partnered with cloud-based visitor management systems Proxyclick and Condeco, bringing you a smart answer to visitor management.

Vgreet visitor management system is not designed to replace human services, but it's in Vpod's DNA that our solution is to combine people and technology to:

  1. Improve workplace safety

  2. Increase workplace and visitor management's digital efficiency

  3. Deliver a better visitor experience

  4. Reduce cost


1. How much is Vgreet visitor management system?

Vgreet  visitor management offers a great ROI compared to the cost of FOH and reception staff. Vodafone's return-on-investment of £80k in year 1 and £175k in year 2 with Vgreet.

You can calculate the price and how much money you can save with Vgreet here with our free ROI calculator.

What's more, Vpod has launched leasing options with a more flexible price plan to meet different needs for customers.

2. Does Vgreet integrate with corporate visitor management apps?

Vgreet visitor management system is a front-end interface for both visitors and employees to access third-party visitor management software integrations. Vgreet visitor management kiosk is able to integrate with your existing visitor management apps, or an organisation's pre-existing workflows, systems and processes.

A list of useful links to know more about Vgreet visitor management system

Interested in hearing more about how Vgreet's visitor management solution? Get in touch.

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Tel: +44 (0)20 7621 6300

Address: Chester House, Unit 2:02, 1-3 Brixton Rd, London SW9 6DE

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