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VIKINGLY VISITOR
Jan 14, 2026
Essential duties and responsibilities for a receptionist in 2026
Check In Visitors in Seconds - Stay Compliant Effortlessly
Trusted by 2000+ workplaces. Go paperless in under 10 minutes with digital visitor check-in, host notifications, badge printing, and GDPR compliance - all in one platform.
Trusted by 2,000+ companies in 80 countries
"An amazing experience - we now use Vizito across 55 European locations."
- Tim C., IT Manager, Transportation IndustryEnterprise-Grade Security and Compliance
Vizito meets the highest standards for data protection and cybersecurity.
ISO 27001 Certified
Independently audited and certified according to the ISO/IEC 27001 standard for information security management, ensuring your visitor data is protected by internationally recognized standards.
GDPR Compliant
Fully compliant with the EU General Data Protection Regulation (GDPR). Built-in consent collection, customizable data retention policies, and visitor data deletion on request.
NIS2 Ready
Aligned with the EU NIS2 Directive for cybersecurity. All data hosted in Europe with encryption, monitoring, and incident response procedures in place.
Vizito, Highly Customizable
Vizito is perfect for offices, schools, logistics facilities, construction sites, and across many other industries. Our sign-in app can be tailored to the specific needs and requirements of a business or organization. You can configure settings such as fields to be captured, badge printing, agreements, privacy policy, photo capture, and more.
Our visitor registration app is brandable and gives you the ability to customize it to fully represent your brand. You can add your logo and choose your brand colors to create a professional and consistent look, which can help make a great first impression on visitors.
How our Visitor Management System works
Replace the pen-and-paper sign-in process with a digital system that automates many of the tasks involved in managing visitors. Signing in visitors with a tablet or QR code is much faster and more efficient, especially with the pre-registration feature.
The visitor signs themselves in using the device (or through contactless sign-in), fills in the form, signs agreements, and claims the printed badge.
The host (employee) gets instantly notified of the visitor’s arrival via Email, SMS, Teams, or Slack.
In a short amount of time, the guest is warmly greeted and welcomed by their host.
The visitor signs out by searching their name on the system and optionally fills in a visitor satisfaction survey.
Reimagine Your Digital Visitor Management Process
Vizito will transform your reception area into a modern office reception. Some fear that digital visitor registration systems will replace real-life receptionists or overcomplicate the sign-in process, however, these are both myths. While this solution can and is used to reduce costs for smaller companies, it is actually best used in combination with a receptionist.
Receptionists have heavy workloads and automating repetitive tasks will allow them to prioritize providing a warm welcome and offering assistance with questions. Our customers also often get compliments on how easy and intuitive it is for their visitors to use Vizito. At the same time, you can keep track of your visitors and make data-driven decisions to improve the overall visitor experience with minimal effort.
What is a Visitor Management System (VMS)?
It is a tool that helps keep workplaces safe and secure by tracking people that are entering and leaving the premises. The use of a digital sign-in app leaves an outstanding first impression on visitors and is easier to manage than the traditional pen-and-paper method.
The visitor management process itself becomes less complex with this technology. They are also more advanced because it not only provides a real-time overview of visitors, but they can also send notifications to the host, send alerts in case of emergency, and much more.
Who should do Visitor Management?
Any organization that receives visitors can benefit from a digital visitor registration system. It is a common misconception that it is only for larger enterprises. This solution helps both the visitor and the company save time, making it a useful tool for small to medium-sized companies with limited resources. At Vizito, our subscription tiers depend on the number of visitors you welcome at your establishment every month.
If you are doubtful if it is the right choice for you, read on to learn more about the benefits, how it works, and its key features.
What are the Benefits?
Save Time and Resources
Make the sign-in process easy for everyone involved. Your staff can use their time and energy to focus on more value-adding tasks while your visitors are still welcomed into your office in an exceptional way. By digitizing the workflow, these systems can streamline the sign-in process and eliminate the need for manual data entry, resulting in reduced wait times for visitors.
Make a Great First Impression
Impress your visitors from the moment they enter with a seamless sign-in experience on a modern registration app that reflects your brand identity. With a VMS, visitors can pre-register before they arrive, so they know what to expect when they come on-site. Once they arrive, they can check in easily with a self-service kiosk or a tablet. The process is quick and efficient, saving visitors time and hassle, and ensuring they feel welcome and valued.
Gain visibility and control
With a digital VMS, you can accurately track and audit visitor activity. Compared to paper logbooks, there is better visibility and control over who is on the premises at any given time. By capturing and storing visitor information, these systems can provide valuable insights into visitor behavior, including how frequently visitors come and go, and how long they stay.
Manage and Protect Data
In terms of managing data, digital visitor registration solutions can help protect the data of visitors by eliminating the need for paper logbooks. These sign-in sheets are visible to other people and can potentially expose the information of your other visitors. VMS can help you be in compliance with requirements and privacy regulations like GDPR. According to the European Data Protection Board, organizations processing visitor data must implement appropriate technical and organizational measures.
Increase Safety and Security
Be at ease knowing that you are in a secure place with visitor screening and measures in case of emergency. Enhance visitor safety during a mass evacuation by preventing panic and alerting visitors promptly to promote calmness. Demonstrate that health and safety are a priority in your company by offering contactless sign-in options to keep your workplace hygienic and minimize physical contact.
Standardize Across Locations
Customize your VMS to reflect the needs of your different locations while still providing a consistent check-in process and a standardized framework for managing visitors. Ensure you have a centralized record of visitor activity across all locations to help with compliance and reporting requirements.
Perfect Solution - deployed across 55 European locations
We have an amazing experience with this application Vizito and we now use it in 55 locations in Europe and maybe expanding over more sites. The support is also perfect and when the system is running we do not have any more support needed.
Tim C. | Senior IT employee, Transportation/Trucking/Railroad IndustryFeatures of our Visitor Management System
All these features in our visitor registration system are designed to make visitor management simpler and easier for you.
Automatic Notifications
Hosts instantly receive a notification when a visitor arrives so no one will be unnoticed or unattended.
Visitor Screening
After being notified, hosts can also approve or reject visitors upon signing in.
Emergency Alerts
Alert all your visitors in case of an emergency and have a record of who is on-site.
Contactless Sign In
Let visitors check in from their own smartphone using a QR code - hygienic, fast, and fully touchless.
Badge Printing
Use printed badges to easily identify the visitors who are in your building.
Agreements
Have visitors sign company agreements and policies or watch your instructional videos before entering.
Privacy Policy
Customize your own privacy policy and comply with all the privacy regulations.
Pre-registration
Send an invitation to your visitors and allow them to pre-register and complete the form on the go.
Product, Service and Price all A+++
Vizito has allowed me to pre-register the service user of my project as well as my volunteers and staff team. Vizito allows me to keep the people who use the building safe, allows me to report on usage, and allows me to track and trace visitors down to the minute. It is beyond easy to use, I can add and change parameters very easily and have been able to make it look like our own app with the branding, etc. I tried a few others before finding Vizito and I am so glad I did, you won’t regret using this.
Robin A. | CEOSeamless integrations with your favorite apps
Microsoft Entra ID
Sync your colleagues automatically.
Microsoft Teams
Instant visitor arrival notifications.
Slack
Get notified in your Slack channels.
Microsoft Bookings
Streamline appointment scheduling.
Aerohive
Automatic guest Wi-Fi tokens.
Webhooks
Connect to any system automatically.
REST API
Build custom integrations.
Want to learn more?
Download our detailed brochure to learn about streamlined visitor check-ins, enhanced security measures, and how our system integrates seamlessly with your existing infrastructure.
Frequently Asked Questions About Visitor Management
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What is visitor management?
Visitor management is a process that helps companies to keep track of the people who visit their buildings. Welcoming guests is just a small part of this process, it also includes registering visitors, making sure they comply with your policies and notifying employees that their guest has arrived.
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Why is visitor management important?
Your front desk is your first line of defense against unwanted visitors. A digital visitor registration system makes sure you have visibility over the flow of people in your building, by implementing multiple security-enhancing features.
Using visitor management software brings numerous benefits including:
-Enhanced office security: Visitor management solutions contribute to strengthening a building’s security system by mandating visitor sign-ins, thus alerting the appropriate individuals when someone enters or exits the premises.
-Streamlined check-in process: With visitor management software, there’s no need for manual ID checks or notifying the office about visitor arrivals. The software allows for scanning of IDs like driver’s licenses directly into the system and informs the relevant employee upon visitor arrival.
-Reliable information: The software maintains a record of all visitor data, offering invaluable insights in case of any emergency within the premises. -
How long does it take to implement?
Normally with Vizito, you can get started in less than 30 minutes. Depending on the complexity of your company’s requirements and configuration, this timeline can vary. Another big thing to consider as well is acquiring the hardware and internal approval process.
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What does a VMS do?
This system records the sign-in and sign-out activity and collects data according to your business needs and requirements for audits and data-driven decision-making. It can also capture photos and signatures, do badge printing, as well as send notifications to hosts and visitors among other things.
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What types of VMS exist?
There are three types: analog pen-and-paper, on-premise, and cloud-based. Pen-and-paper is the old traditional method of managing visitors, but with the increasing regulations and security risks, this is no longer sufficient to give ease of mind for most businesses. On-premise software is installed locally on your business servers while on the other hand, cloud-based software, such as Vizito, is software offered as a service that can be accessed via the internet and all hosting is done for you by the provider. Cloud-based systems are more cost-effective and easier to deploy and maintain.
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What do I need?
You would need a tablet or computer (Vizito supports Apple, Android, or any browser-based kiosk) and a tablet mount to secure the device. If your company requires badge printing, then you would also need a label printer. To help you select hardware, we have listed our recommended hardware on this page.
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What to look for in a VMS?
You must always look for the following essential features: Contactless sign-in, Layout customization options, Pre-registration, Photo capture, Badge printing, Host Notifications, Agreements with signature capture, and Emergency measures.
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How much does a visitor management system cost?
Visitor management systems typically range from free basic plans to enterprise pricing. Vizito offers three tiers starting at €29.95/month (billed annually) for Standard, €59.95/month for Pro, and €99.95/month for Enterprise. All plans include a 14-day free trial with no credit card required. The total cost depends on the number of visitors you welcome monthly and the features you need. See our pricing page for full details.
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Is Vizito GDPR compliant?
Yes. Vizito is fully GDPR compliant and ISO 27001 certified. All data is hosted in Europe, and the system includes built-in privacy features such as customizable data retention policies, consent collection during check-in, and the ability for visitors to request data deletion. You can configure your own privacy policy and comply with all relevant privacy regulations. Learn more about our security and compliance.
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How does a visitor management system work with access control systems?
A VMS works by streamlining visitor registration, tracking, and compliance through digital processes, replacing outdated methods like pen-and-paper. It can be integrated with access control systems (ACS) to provide an even more secure environment. By connecting Vizito’s API with your ACS, you can ensure seamless visitor access management. This integration allows for automated access control based on visitor type, duration of stay, or specific zones in your building, all while maintaining a detailed log of entry and exit activity.
With the help of ID card scanning, Vizito makes the check-in process even smoother, eliminating the need for manual data entry. Each visitor’s ID is scanned and stored securely in the system, allowing for reliable records and faster check-ins for returning visitors. This integration provides enhanced security and accountability, giving you complete control over who is accessing your facilities at all times.
Do you have more questions?
Book a meeting or short demo on Vizito, let us discuss together your requirements and the possibilities within our visitor registration system.
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