Top Contactless Visitor Management Features to Return To Work

by | Sep 01, 2020

In today’s blog, we will list down the features of a revolutionary visitor management system, Vgreet, and how these features help to deliver contactless visitor management. We will cover the following topics:

  • Why do we need contactless visitor management?
  • What is Contactless Visitor Sign in?
  • Key Vgreet Visitor Management System Features
  • The Contactless visitor management system for the ‘new normal’
  • Summary

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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 with a contactless visitor sign in and a long-term positive impact on your business.

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 about how to bring employees and visitors back to the office.

What is Contactless Visitor Sign in?

A contactless visitor sign-in ensures the safety of staff and visitors, minimising human interaction and the need of touching the screen.

Queues, close-proximity human interactions, common surface touchpoints, and footfall build-up at busy times — all are potential headaches for any organisation. Vpod help companies create a contactless visitor management approach by minimising touchpoints, automating check-in processes, screening arrivals and keeping footfall moving.

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


Vgreet’s Key Visitor Management Features

First, let’s start with the basic Vgreet visitor management system features.

1. Host meeting booking

Meeting room 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 into Outlook, guest details can be taken and their data security is ensured. Once your visitor information has been submitted, our integrated system saves the digital 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.

Read more about the process of Microsoft visitor management

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, enabling a contactless sign-in option. 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.

5. Visitor badge Printing & Security Access

With a photo captured technology, Vgreet visitor management system’s visitor badge printing feature gives authorised visitor entry permission to the building.

Vgreet’s integration with industry-lead access control systems gives you full control of which areas of the building your visitors have access to. This includes restricted level access and door entry, streamlining processes even further.

Read more about how we upgrade building security with visitor access control systems

6. Guest Notification System of Client’s Arrival

The host gets notified when the visitor arrives. If your visitor is running late, the Vgreet guest notification system 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 indoor wayfinding feature, an interactive map shown on the screen, gives specific directions to visitor’s meeting room

8. Branding and Customisation

From the meeting invite to the kiosk’s display, everything can be branded and customised to impress your visitor with 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 replace paper-based signing in book and remove manual processes. Eventually, create an efficient and safe working environment to protect your visitors and staff.


Our 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, and enhancing 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, HSBC, CBRE, BNP, Mitie, Workspace Group, Essex Council, Skyscanner, ADP, Sodexo Group, Javits Center 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 Visitor Management System’s Contactless Features

Many visitor management systems now provide COVID-19-relevant contactless features, such as contactless visitor 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




1. Voice Command

With 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, the voice command feature can still guide your visitors to sign in easily.

2. Contactless signing in with QR Code


Although it isn’t a new technology, visitor management systems with QR codes have become a functional part of post-pandemic life for faster and contactless check-in.

You can find them in magazines, on business cards, in product labelling and on 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 apps, it’s become crucial to make the visitor’s check-in process easy and fast.
  • The experience can be even better. A QR code is sent with the branded meeting invite, including meeting details, host contact details, and Google Maps directions.
  • Pre-registration surveys and self-certification questionnaires are done before visitors’ arrival.
  • The QR code enables the 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 a visitor 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

Vgreet visitor management system’s QR code scanning is an ideal feature to implement a contactless visitor sign-in process. 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, and showing directions to meeting rooms. All automated, all happening in seconds and all importantly, without a single key press.


3. Temperature Detection

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

4. 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 technology companies’ research and development. Vgreet’s contactless visitor management system introduced motion detectors to remove the need to touch the screen, removing contamination risk.

5. Digital Receptionist

During visitors’ sign-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 resources 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 employees 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 on your team.

Long Term balanced View

Vpod has found that the leading Facilities Managers have 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 the 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”


Facilities managers should understand the need for contactless visitor management. Introduce contactless visitor management features to your reception area for visitor sign-in, creating physiological safety and taking long-term impact into consideration.

Vgreet visitor management system’s features are designed to deliver a safe workplace, express and contactless visitor sign in, and improve workplace efficiency and visitor experience.

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

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

Want to know more about Vgreet Visitor Management System’s features? Contact us

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