Visitor - visitor management system


The Visitor management system facilitates the job of a receptionist by helping in the management of visitors, while also increasing safety in places where unauthorised people are not allowed access. In the event of an evacuation, an evacuation list (a list over all current visits) should be printed out and used to easily get an overview over the company‘s visitors with complete contact information. A professional guest reception is key to good future relationships. With a visitor terminal that follows the company‘s own graphic profile with logo types, colours, slogans or other, separates the comp-any from the others. With our visitor management system, your company can create trust and an identity, and also facilitate the work of your staff by providing smart and simple features 

Visitor is installed by hundreds of companies and organisations. Some of our largest customers have many receptions, throughout the country, connected to a common database. When the safety requirements are extremely high, some customers need managers for some areas to approve the booked visits. Other customers use features such as automatic notification of visits, temporary Wi-Fi accounts or connection to the access system. For many, the possibility to easily design the graphic layout on the guest terminal is important, while others need to manage several companies in the same reception. Our visitor management system has been used by companies and organisations to create trust, identity, and easily manage visitors in different environments. 


How It Works

Visitor is an easy and efficient visitor management system that helps you to register and administer your visitors. The system gives a professional impression that increases security and is suitable for all sizes of companies and organizations, where you need a reliable system to have control over who stays on the premises. It is a complete solution where the visitor system handles all parts before, during and after the visit. 

  • Before the visit 
    The invitation is usually made in Visitor Web, or with an simple integration to Office 365. A calendar invitation is then sent to the visitor with an automatic welcome email that can be customized with information such as itinerary and parking. Visitor can also automatically send a reminder to the visitor just before the visit, so that the visitor has the QR code easily available at check-in. 
  • At arrival 
    When the visitor arrives, they register their arrival with their QR code at a self-service terminal. A visitor label is automatically printed at the same time as an text message or email is sent to the visitor recipient with information that  the visitor has arrived. Rules, GDPR or other information can be adapted and presented on the terminal for  the visitor, who must approve these before the visit. Parking permits or WIFI access can also be automatically assigned upon arrival. If a passage through an locked door is required, it can be opened via a QR code scanner, alternatively, an integration can be made with the access system that provides access with a PIN code. 
  • During and at the end of the visit 
    If an emergency occurs during the visit, an evacuation list of all visitors can easily be drawn up. At the end of the visit, the visitor is checked out via the QR code on the visitor label. If the need exists, the label can be placed in a lockable mailbox, or alternatively order labels that become unreadable after 24 hours. 
  • Reception 
    The self-service terminal is suitable in an unmanned reception but works just as well when it is manned. It helps to minimize waiting times but also to inform and approve rules during the visit. The receptionist can easily look up the visitors details in the visitor list, verify and check-in visitors with just one click. The management of a group visit is as quick and simple as of an individual visit. For visits that are not pre-booked, the visitor can be registered directly via the self-service terminal, or alternatively registered by the receptionist. 


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Besökssystem Reception Seriline


Why a visitor management system?

  • Increase the security
  • Pre-register visits
  • Manage visitor badges
  • Manage visitors
  • Professional approach



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With this package, you get everything needed to get started. 


  • Software Visitor Basic (Reception) 
  • Etiquette printer 
  • QR scanner 
  • 1 Etiquette roll (500pcs/roll) 
  • 100 plastic cases with thumb grip 
  • 100 crocodile clips on a strip 


This package is for those who want to set up an unmanned reception or want to let visitors enter themselves to facilitate the reception. 


  • Software Visitor Reception 
  • Software Visitor Guest 
  • Etiquette printer 
  • QR scanner 
  • 1 pcs Etiquette roll (500pcs/roll) 
  • 100 plastic cases with thumb grip 
  • 100 crocodile clips on a strip 

This package is fully equipped with all modules, which provides the possibility of a web-based preregistration of visits and of self-registration. 


  • Software Visitor Reception 
  • Software Visitor Guest 
  • Software Visitor Web 
  • Etiquette printer 
  • QR scanner 
  • 1 pcs Etiquette roll (500pcs/roll) 
  • 100 plastic cases with thumb grip 
  • 100 crocodile clips on a strip 

Customize functionality with add-ons and plug-ins

Thanks to our modular-structured system, you can start with the Entry model that contains all the basic functions. As the needs arise, you simply extend the functionality with additional modules for eg. self-registration. This is useful when the visitor checks in at arrival or when setting up the system for an unmanned reception. With plug-ins, there are endless possibilities to adapt the system to the specific needs of your company. For example, there may be an automatic assignment of Wifi access, control of connected technical equipment such as doors, turnstiles etc. The system can also be configured for SMS functionality to notify the visiting recipient and visitors.

The software is also used by receptionists in manned receptions. The Visitor Reception software collects all information about the company's upcoming, ongoing and completed visits to a database. From the reception area you can easily print out visitor tags, parking permits, compile reports and manage statistics as well as open doors and gates remotely. Visitor is also integrated into the RCO M5 access system, this integration gives you the opportunity to give the visitor temporary access, during the time the visit is intended, and you can automatically transfer visitor recipients from the access control system.

Evacuation lists

Design the alarm list according to your own need to get a full overview of those staying in the premises in case of an emergency situation. crisis situation. The list can be sent by e-mail, SMS or be printed directly from the reception area. 

Smart notifications

Notify visitors by SMS, e-mail, or both in connection with the visit being booked. The content of the notification can easily be edited directly in the software.

Statistics Report

Visitor Reception helps you to create statistics reports over the visit history. You can use it to easily to plan the reception and check when more staff is required.

Pre-booking via Office 365

Through our integration with Office 365, you can pre-book your meetings directly in Outlook and invite the participants in one place.

SSG integration

This is a popular and much-appreciated feature that facilitates check-in and ensures that all security aspects are met by checking valid training and information about contractors in SSG's database.

Health declaration and infection tracing

During pandemics or epidemics, it is extra important to inform your visitors about how they should relate to new rules and approaches to reduce the risk of spreading disease. A feature that has existed and been used, among others within the food industry, but is being actualized for many is a health declaration. If a visitor or employee is found to be ill, it is important to be able to go back and see who they may have come in contact with during the time they may have been contagious.


In Visitor, you have the option to ask the visitors to the organization to approve the GDPR conditions: i.e. whether they approve storage of their data and the camera images (CCTV) taken for security reasons in connection with the visit. In addition, we have expanded the functionality to delete data as this is a necessary prerequisite to meet the GDPR requirements.

Lightning-fast search feature

Thanks to the quick search feature, the administration work is reduced to a few minutes. Easily create one or two more revisits in just a few seconds. The smart filtering in the search feature helps you to determine how you want to filter in order to optimise your search.

Check-in and check-out with QR

To facilitate check-ins and check-outs, a QR code is sent along with the notification of a preregistered visit. This makes it possible for the visitor to check in and check out just by scanning the QR code on the mobile phone.

Software Features

You choose features for your own needs. The visitor management system consists of three softwares, Reception, Guest & Web. Visitor Guest and Web require Visitor Reception to work.

Visitor Reception Visitor Guest Visitor Web
Support for Access database, MS-SQL, DSN - ODBC, NAS or similar.
Support for common database at several places.
Manage the recipient.
Register the recipient from file or AD.
Import visitors from the database or Excel.
Check in/out visitors
Pre-book visit.
Pre-book groups .
Manage groups of visitors.
Print out visitor badges with own layout
Automatic printout with check-in
Configurable printout buttons with separate features.
Create own reports with selectable information
Edit notification
Notify visitors and recipients via SMS/Email.
Notify pre-booked visit.
Notify recipients for checked-in visit.
Create layouts for visitor badges, forms, lists and etiquettes.
Create and print out statistics over the visit flux.
Extra safety
Manage users and authorisations
Block visitors
Password protection
Wifi - create a guest account for visitor automatically.
I/O unit - open for instance doors or bars. Or create an alarm list with the help of buttons or automatically from the alarm system for instance fire alarm.
Approve visit - request for approval of visits to facilities with extra high security.
Scan and save pictures/appendixes linked to visitors
Support for several readers with different functions.
Export visits to, for instance, access systems.
Export visits to the calendar.
Check visitors in/out with QR or bar code.
Language support - translate easily to any language.
Tailor the visit interface.
Multifunctional for several companies, for instance, a company hotel.
Let the visitor take his picture at the time of check-in.
Photograph the visitor at the time of check-in.
Import visit pictures.
Overview of, for instance, checked in/out visits.

Packaged Visitor management systems

To make it easy to get started with your visitor management software, we have put together some appropriate packages. The package consists of both software, hardware and consumption items.

795 SEK

per month*

With this package you have everything you need to get started.

* The price refers to the signing of an agreement for 48 months.


995 SEK

per month*

For those who want to set up an unmanned reception or want visitors to check-in themselves.

* The price refers to the signing of an agreement for 48 months.

1595 SEK

per month*

Fully equipped package with all three parts, which gives the possibility of web-based pre-registration of visitors as well as self-registration.

* The price refers to the signing of an agreement for 48 months.

Get started with your visitor management system today

It is at the reception that visitors get their first contact with the company, a professional guest reception is the key to good future relationships. A guest who is quickly, easily and kindly guided through his visit gets a positive image of the company.