Visitor management

Visitor management system with invitations from Outlook and Teams

Visitors check themselves in at the terminal and the host knows at once that their guest has arrived.

aReception terminal on the reception desk by the entrance door at SCHOTT in Lanškroun

Trusted at 70+ sites

How it works today

Who came in? And who are they here to see?

Visitors write themselves into a paper book. Reception staff retype their details, phone the host and hand out cards. When reception is busy or closed, visitors wait.

With aReception, visitors check themselves in and every visit is on record.

The visitor book in the aReception portal

The visit, step by step

Five steps from invitation to exit

01
Step 1
Invite your visitor
Invite them from Outlook, Google Calendar, MS Teams or the Portal. The visitor gets a QR code. Uninvited visitors register at the terminal.
02
Step 2
Check in at the terminal
The visitor scans the QR code from the invitation or enters their name, in their own language. No retyping details at reception.
03
Step 3
Sign what your site requires
What the visitor signs depends on your settings: the site rules, an NDA or consent to data processing. Documents are saved automatically.
04
Step 4
The host gets a message
The host is notified by Microsoft Teams, email or SMS. Depending on your settings, the terminal prints a visitor label or issues an access card.
05
Step 5
Check‑out is recorded
Depending on your settings, the visitor checks out at the terminal, you check them out with one click in the Portal, or a connected turnstile records the exit.

Offices and business centers

One terminal for every company in the building

Many tenants, one terminal

Each tenant has its own check‑in flow, opening hours and message recipients.

Tenants send their own invitations

Each tenant has its own users in the Portal and invites its own visitors.

When the host does not answer

Depending on your settings, the terminal calls the tenant's next contact or the back office, or texts the host or the next contact.

Outside reception hours

Your staffed reception stays. The terminal covers for it after hours and when the receptionist is away.

Overview and records

A view of your visitors. Every visit on record.

Who is on site right nowA live list of everyone present and a muster list for evacuation.
Who is expected todayInvited visitors, their hosts and the time they are due.
What each visitor signedSigned documents and entry records are a few clicks away.

Customer results

Results from live sites

350+visits a month
A multi‑tenant building in Prague 4. The terminal checks visitors in and the elevator takes them only to their tenant's floor.
Antal Business CentreRead the case study
3buildings, one reception
A business park in Brno. Contactless entry by QR code and NFC across the whole site.
Purkyňka Business ParkRead the case study
24/7visitor handling
A technology company in Ostrava. The terminal connects visitors to their host by phone and opens the door for them.
ELVACRead the case study

All case studies

Deployment

We set the terminal up for your reception

The Basic plan comes preconfigured. On the Premium and Enterprise plans, we work with you to set up the check‑in steps, languages and documents to sign. The terminal only needs internet. Without an integration it needs no access to your internal network, with one only to the connected system. The license includes updates and remote monitoring.

aReception terminal at the entrance of the ELVAC building

Jaromír DrozdekOperations Director, ELVAC a.s.

We chose aReception to modernize and automate our entrance. We needed a multi‑tenant workflow with per‑tenant rules and elevator control.

Lukáš ProcházkaHead of Controlling, Antal Business Centre

Pavla BolackáH&S Manager, Model Obaly a.s.

Questions and answers

Frequently asked questions

Does a visitor need an invitation?

No. An invited visitor scans the QR code. Anyone else registers at the terminal and enters who they are visiting.

How does the host find out their guest has arrived?

The terminal sends them a notification by MS Teams, email or SMS. The visitor can also call the host straight from the terminal.

What if the visitor does not speak the local language?

The terminal interface comes in 50+ languages. You provide the documents in the languages you need.

What is a visitor management system?

A visitor management system replaces the paper visitor book at reception or the gatehouse. You invite a visitor from Outlook, Google Calendar, MS Teams or the Portal, and they get a QR code. They check themselves in at the terminal, in their own language: they scan the QR code, or enter their name and who they are visiting. What they sign during check‑in, such as the site rules, an NDA or consent to data processing, depends on your settings. The host gets a notification by MS Teams, email or SMS. The visit and the signed documents are saved in the Portal. There you see who is on site right now, who is expected today and what each visitor signed, and you have a muster list for evacuation.

How much does it cost?

Software for one terminal starts at €199 a month, billed annually, on the preconfigured Basic plan. Label printing, card issuing, ID scanning and opening doors and elevators via relay are on the Enterprise plan. From the Premium plan up, each company in the building can have its own check‑in flow. The terminal is paid for separately and stays your property. Details are on the pricing page.

Where is the data stored?

In Google Cloud. The data is encrypted and backed up regularly. The system is GDPR‑ready and you set how long records are kept.