Visitor Management

Visitor Management: A Key Component of Corporate Security

A professional visitor management system not only shapes the first impression but also plays a crucial role in ensuring your company’s security. As a business, you are responsible for all external individuals present on your premises. This is especially important if your company is part of critical infrastructure and must comply with specific regulations and guidelines, such as the Incident Ordinance. You need a reliable and controlled overview of who was on-site, when, where, and with whom. Ideally, attendance records should be clearly documented and easily accessible for analysis and audit purposes.

With Interflex’s visitor management solution, you get the ideal system to securely and efficiently capture and manage visitor data—from invitation to check-out. It enables smooth, structured processes while meeting the highest standards for security and compliance.

How to Optimize Your Reception Process

With visitor management, you simplify and streamline the reception process for your guests.

• Relieving the Reception Team: Reduce the workload at reception by decentralizing routine tasks such as data entry. Visitor data is typically collected by the person who knows the guest best - either the host or the visitor themselves. Fully digitalized data collection processes support the reception team by eliminating the need for manual entry, resulting in high data quality.
• Consistent Data Protection: Whether the data comes from business partners, customers, suppliers, or applicants, it is collected in accordance with data protection regulations and securely managed in a central application. The solution supports various user roles and permissions to ensure that sensitive data is only accessible to authorized personnel.
• Tailored to Your Needs: No two visitor processes are the same. We understand that requirements vary depending on location, visitor types, company size, or compliance standards. That’s why our solution is fully digital and modular — from invitation to check-out. This allows you to configure a setup that fits your needs and implement tailored solutions across different sites without compromising security standards.
• One Platform, One Interface: Your reception team and employees work within a single interface - the Visitor or Employee Self-Service portal. This eliminates the need to switch between applications during the visitor process, making check-in and check-out more efficient and user-friendly. The intuitive interface also reduces training requirements.
• Integrated Security: As part of the IF-6040 software platform, our solution integrates seamlessly with Interflex’s access control system - without the need for external interfaces. This makes visitor management a powerful addition to your security strategy, further optimizing access control processes. For example, when using turnstiles, personalized and controlled access for visitors and groups can be managed through follow-up bookings.
• Flexible ID Media: Thanks to integration with access control, visitor permissions can be assigned and managed via visitor badges. The system supports traditional RFID media as well as modern technologies like Mobile Credential or Wallet Pass (pkpass).
• Reliable in Emergencies: During fire drills or actual evacuations, it’s crucial to quickly identify which guests are on-site. Visitor data captured by our system is easily accessible, supporting targeted and reliable evacuation procedures. Combined with the Interflex Evacuation Management module within the IF-6040 platform, your emergency response processes are optimally supported.

Software Modules for Your Custom Solution

Interflex’s visitor management solution is highly flexible thanks to its modular design and can be tailored to meet your company’s specific requirements and security processes. It can be operated either on-premises on local servers or as an Interflex Cloud Service.

The modules within the solution allow you to create a visitor process that fits your needs precisely. In addition, optional extension modules offer further enhancements to your security measures - such as evacuation management, license plate recognition, temporary badge management, or the invitation portal for self-registration by suppliers and service providers.

Supporting Hardware Components

Interflex’s hardware components perfectly complement the software solutions. Using the IF-73 desktop reader or a QR code scanner enables fast and contactless check-in and check-out processes for guests at reception. Group registrations and multi-day visits are easily supported.

Additional kiosk terminals offer visitors the option to complete check-in and check-out independently and go through safety instructions. This setup is especially suitable for environments without reception staff, as well as for side entrances and remote locations.

The Complete Solution: From Invitation to Check-Out

Interflex’s visitor management system is a comprehensive solution that covers the entire reception process. Every component - from the initial email contact to the visitor’s check-out - is seamlessly connected, delivering a smooth, efficient, and professionally positive experience for both your team and your guests.

Inviting and Pre-Registering Visitors

Key visitor data is collected even before the visit. Employees can conveniently invite guests via Outlook or the Employee Self-Service portal. The invitation automatically includes all essential information for the visit, such as directions. A QR code enables fast check-in at reception or via a kiosk.

• Convenient Invitations: Employees can quickly enter visitor data in advance, reducing administrative effort at reception.
• Personalized Communication: Customized invitation templates tailored by location, language, and content create a professional first impression.
• Controlled Parking Access: Include a QR code in the invitation to grant special access for opening the parking gate on the day of the visit.

Self-Registration for Visitors

To shorten the check-in process at reception, guests can enter their data and submit it ahead of time. Required safety instructions and privacy agreements can also be completed from home, saving time on the day of the visit.

• Fast Check-In on the Day of the Visit: Pre-registered visitors can receive access credentials in advance, such as a Wallet Pass (pkpass), PIN, or QR code. This speeds up identification and check-in when they arrive.

At reception: convenient and secure check-in

Reception is the central hub of visitor management. Traditional visitor administration is often time-consuming and prone to errors. Especially during periods of high visitor volume, the solution relieves your reception staff and ensures fast, accurate capture of visitor data.

• Efficient check-in: through visitor data entry in advance or directly on-site.
• Improved data quality: self-registration helps prevent incorrect data entry.
• Optimized security processes: reception staff can verify whether required safety instructions and privacy agreements have already been completed.
• Issuing temporary badges: if employees forget, lose, or misplace their badge, reception can quickly issue or deactivate temporary replacement badges.

At reception: on-site safety instructions

An additional kiosk solution in the foyer offers even more relief for reception staff. Companies subject to regulations such as the Incident Ordinance must ensure that visitors can move safely on the premises and that accidents are prevented. Visitors can conveniently complete required safety instructions at the kiosk and also provide any missing personal data needed for registration. This significantly reduces wait times during check-in. Reception staff can then focus on key security tasks such as data verification, safety checks, and badge issuance.

Unstaffed reception: secure check-in and check-out

If reception is permanently or temporarily unstaffed for example, at side entrances or branch offices, visitors can check in and out independently using a kiosk solution in the entrance area. This enables reliable registration regardless of business hours and ensures that external individuals are properly recorded even in locations without reception personnel.

• Convenient self-registration: pre-registered visitors can enter or complete their data at the kiosk and complete required safety instructions. Spontaneous visitors go through a full registration process including instructions.
• Simple badge issuance: visitor passes or ID media are issued directly at the kiosk.
• Controlled check-out: after the visit, the kiosk enables a logged check-out. Issued card badges are returned via collection.

At the end of the visit: check-out

It is essential to know whether your guests have left the premises. ID media should be returned and access rights deactivated upon check-out. Interflex’s visitor management solution offers various options for controlled visitor check-out depending on your needs and site setup via reception, at a kiosk, by the host, or at an access terminal when leaving the premises.

Visitor documentation for enhanced security

Digital visitor management increases your company’s efficiency and security by providing complete documentation of all external individuals present. This feature is especially valuable in emergencies and evacuations. The solution also enables the storage and management of visitor data in compliance with data protection regulations (GDPR), with access to sensitive information strictly controlled through a role-based user permission system. All data is securely stored and can be systematically deleted according to legal retention requirements.