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Guide for GDPR Compliance for Visitor Management

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Guide for GDPR Compliance for Visitor Management

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After coming into effect in May 2018, GDPR, or General Data Protection Regulation, has been the most important decision in data privacy regulation in the Europe Union since 1995. To know more, read this blog!

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Guide for GDPR Compliance for Visitor Management

After coming into effect in May 2018, GDPR, or General Data Protection Regulation, has been the most important decision in data privacy regulation in the Europe Union since 1995.

The decision comes with new changes that can have a major impact on businesses that rely on gathering and processing data, like a visitor management system. Thus, it becomes a legal obligation for you to make sure that your visitor management system is GDPR compliant.

Any business that provides its products and services in the EU, irrespective of where the data is being processed, is bound to follow the new regulation. For non-compliance, you will be penalized up to €10 million, or 2% of the annual global turnover- whichever is higher.

So before getting into the nitty-gritty of the regulation, let's understand the basics first.

What do we mean by GDPR compliance?

Users have a right to know how and why organizations are using their personal data. Thus, GDPR is a crucial step for protecting the personal data and privacy of the users.

Furthermore, we'll get to the core features of GDPR. But if you need a more detailed understanding of the concept, you can check it over here.

Now, let's explore the GDPR r equirements for visitor management systems.

Core Principles of GDPR

1. Before gathering the personal data, request your visitor's consent.

2. Be clear about why and how your user's personal data is to be used.

3. Other than the reason stated, you can't use your visitor's data for any other purpose.

4. Visitors have a full right to request for data deletion.

5. You need to guarantee the security of personal data against external threats.

The basic principles of GDPR for a visitor management system are as follows-

These are the 5 core principles that need to be adhered to by all visitor management systems. Make sure that your new visitor management system (or the already existing one) complies with the above principles.

Now that you have a grip over the topic, let's dive deeper into the key aspects of the GDPR compliance checklist for your visitor management system.

Key Aspects

1. Visitor Consent

The first and foremost aspect of GDPR is visitor consent. It is extremely important to take your visitor's consent before gathering their personal data. Therefore, your visitor management system should allow the user to comprehend the privacy policy contract and opt-in process before submitting personal data. For your Visitor Management System, it means you can have a mandatory check-in box and digital contract documents for your visitors.

2. Transparency

It is essential that you explain to your visitors the purpose of collecting their personal data. This step is crucial in order to gain the trust of your visitors. Hence, the interface of your Visitor Management Systems should be able to communicate important information with your visitors while signing in. It should also be able to provide additional documents for further information.

3. Clear Purpose

Your aim to gather the personal data of your visitors should be defined and only used for business purposes. For example, you cannot ask your visitors to provide their bank account details, birth date, or passport number without valid reasons. Therefore, the Visitor Management System must have a customizable form that allows you to define user inputs. In addition, it should also have a custom check-in process so that repeated information can be avoided.

4. Data Access

Since your visitors have the complete right to access the data stored in your Visitor Management System and also to delete it, you shouldn't keep the information longer than the desired amount of time. Therefore, your Visitor Management System should have an automated process which deletes the data after a definite period.

5. Data Security

A visitor management system is like any other web system and therefore must have an efficient data security structure. It should be capable of protecting your data against theft, loss, destruction, or damage.

Conclusion

To summarize, the basic concept of GDPR is to ensure that your visitors' data is secured and not misused. Thus, you should always make sure that digital solutions or any other technical system do not violate the rights of a visitor's security and privacy.

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Guide for GDPR Compliance for Visitor Management | Visitly

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The basic concept of GDPR is to ensure that your visitors' data is secured and not misused. Thus, you should always make sure that digital solutions or any other technical system do not violate the rights of a visitor's security and privacy.

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7 Effective Ways to Implement Your Visitor Management System

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7 Effective Ways to Implement Your Visitor Management System

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Whether it’s a corporate office, warehouse or a store front, if you have a business that gets a lot of visitors on a daily basis, then it can be difficult to track the records of so many people manually. Therefore, implementing an efficient visitor management system should be one of your top priorities. To know more, read this blog!

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7 Effective Ways to Implement Your Visitor Management System

Whether it's a corporate office, warehouse or a store front, if you have a business that gets a lot of visitors on a daily basis, then it can be difficult to track the records of so many people manually. Therefore, implementing an efficient visitor management system should be one of your top priorities. It can help you in recording visitor data, thereby ensuring the safety of visitors and employees and enhancing productivity.

Take a look at the best ways to implement your visitor management system.

1. User-friendly

Your visitor management system is the first interaction that your visitors are going to have with your organization. Thus, the user experience should be friendly. Select a system with a better user interface which is easy-to-use and easily customizable. The general rule is that visitors shouldn't take more than 20 seconds to check-in.

2. Brand Association

The moment visitors enter your organization, they should get an idea of your company. Your visitor management system should have a unique brand name so that your visitors can relate their experience with your company while signing in.

3. Photo Badge

From a security viewpoint, it is vital to print a photo badge for visitors. This will ensure that the person who's wearing the badge is the one who checked in. In addition, you will have a visual record of all people who came into your company.

4. Automatic Alerts and Messages

Every time any new visitor arrives, the visitor management system should alert all the employees. In case an employee is sick or forgets to cancel his/her appointment, the other employee should be automatically notified of the changes by messaging.

5. Check-Out

Your visitor log should show an accurate record of the people who are in your organization. When there is an emergency, evacuation would be necessary and in that situation, an accurate visitor's log will help you in ensuring that everyone has been tracked. Thus, it should be made mandatory that the visitors check-out while leaving the premises.

6. Data Analysis

You should analyze your visitor data on a regular basis. It lets you determine the areas for improvement. For example, are the appointments scheduled timely or are they running past their time limits? Is the UPS making multiple pickups which can be collaborated into one? By analyzing all these factors about your business operations through your visitor data, you will be able to fix any loopholes in your organization.

7. Digital access to legal documents

To protect confidential information from falling into the wrong hands, it has become necessary for organizations to make their visitors sign NDAs or other legal agreements.

The first interaction of a visitor happens at your workplace reception. This is the first time your front desk staff greets your guests and help them in check-in. This is also the perfect time to make your visitors sign any legal documents. A quick sign on an NDA won't take too much of their time.

Moreover, the sooner you have access to the signed NDA, the better it is. With the help of , you can manage multiple legal documents. You can also use the template with the corresponding visitor type and the app will display it to the visitor for signature. This implies that if your visitors need to sign a different document according to their reason of visit, then there are multiple options to pre-select documents as per your visitor type from the dashboard.

There are a lot of great aspects of using to get an NDA signed such as convenience, time-savvy and working with individuals in different jurisdictions. Since hard copies of documents are never found when needed, it's a wise decision for any organization to keep an electronically signed copy of the same on the cloud.

Another advantage of a digitally signed NDA is that if you want to make visitor sign an NDA, then no visitor will be able to go through the sign-in process without providing their signature. Thus, you can make sure that whoever walks into your premises at any time has already signed a confidentiality agreement with your organization.

Conclusion

An efficient visitor management system enhances security and cuts down unnecessary administrative tasks. The productivity at the workplace enhances thanks to a hassle-free system.

For managing the flow of your visitors, you need a holistic solution catering to your organization's needs. is a one-stop solution for your organization.

With , you can create the best first impression on your guest and visitors with an easy and modern sign in experience. You don't have to worry about data security. With , all data is securely stored and regularly backed up. So take a bold step towards an efficient and enhanced workplace with .

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7 Effective Ways to Implement Your Visitor Management System | Visitly

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Whether it's a corporate office, warehouse or a store front, if you have a business that gets a lot of visitors on a daily basis, then it can be difficult to track the records of so many people manually. Therefore, implementing an efficient visitor management system should be one of your top priorities.

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7 Things to Look for When Choosing A Visitor Management System

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7 Things to Look for When Choosing A Visitor Management System

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Whether it is a potential client, a candidate for an interview, a supplier, or a lawyer, a visitor is any person other than your employees in your workplace. To identify and manage the visitors, organizations require a robust visitor management system. Read this blog to know more!

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7 Things To Look For When Choosing A Visitor Management System

Whether it is a potential client, a candidate for an interview, a supplier, or a lawyer, a visitor is any person other than your employees in your workplace. To identify and manage the visitors, organizations require a robust visitor management system. But choosing an efficient visitor management system is crucial because it not only enhances the security but also offers valuable insights for your business operations.

Therefore, you should pick a visitor management system which meets your organization's needs. Let's take a look at the factors which you should look for while choosing a visitor management system.

1. Basic VMS vs Cloud-based VMS

To determine which type of VMS will be more suitable for your organization, staffing is a vital factor. Some organizations have open lobbies while others rely on the receptionist. In case of a staffed front desk, a basic VMS that will assist the receptionist is good enough.

Nevertheless, a modern, cloud-based visitor management system would be more appropriate if you want to provide a user-friendly experience to your guests. So even if there is no receptionist at the desk, the guests can easily fill in their details and check-in themselves.

2. Simple and Intuitive

Visitor management is a simple problem and should have a simple solution. You should be able to setup and be up and running with your VMS in minutes without any expert installation. The system should give you required customization options but they should be very simple for a common user or receptionist to navigate and configure.

3. Large Data or Small Data

Do you often get stuck when your visitor logs are full and you don't know what to do with them? Well, a simple solution to fix this problem is a cloud-based system. With a cloud-based system, a visitor can simply feed his/her data in it and the cloud stores it. So, no more tedious data entry.

In addition, with a cloud-based system, you can access your data from any part of the world. You can easily keep track of who checked-in, checked-out, time of arrival, etc.

Thus, opt for a visitor management system such as where everything is cloud-hosted and available 24×7.

4. Level of Security

In 2015-16, 79% of public schools in the US reported one or more incidents of violence, theft or other crimes that amount to 1.4 million. Simply put, 28 crimes per 1000 students enrolled in 2015-16.

Clearly, organizations like schools, hospitals, etc, where visitors come and leave on a daily basis, need a proper identification system. A paper-based system or a basic VMS is inefficient in such cases as it does not add extra layers of security. A biometric visitor management system that utilizes fingerprint and iris technology is perfect for such places that need a high level of security.

The ability of a VMS to provide security depends on its software and hardware. Features like face detection, emergency notifications, permission to carry electronics and more give your organization multiple levels of security.

Thus, depending on the nature of your business, choose a system which guarantees hundred percent security of your employees.

A visitor management system such as is facial recognition enabled, thus making the sign-in process really quick and you can get a hold of a particular visitor's data within a few seconds. It also prints instant photo badges for visitors along with their information.

5. Customizable

Whether you run a hotel or a law firm, big or small business, government or private, every organization is different as are their needs. That's why there is no one size fits all solution visitor management system. A customizable visitor management system can cater to your different business demands.

A modern and up-to-date CMS offers a high degree of customizability. For example, when a visitor is arriving, they will be greeted at the portal with your company's logo and color theme. The branding experience of your company can start right from the entrance, setting you apart from your competitors. On the other hand, if you would rather use the VMS for its main function, you can go for a basic version.

With , you can use the default setup or customize the system as per your needs. You can design your own look, sign-in flows, visitor categories, and many more things.

6. Data Reports

Another important feature that you should look for in visitor management is the ability to generate reports. You should be able to learn about your visitors at any given time. Reports should include real-time data, visitor information and it should also be able to export the data in a shareable format.

Although there is a first-time installation cost involved when you switch to a VMS, it is totally worthy. You can boost your efficiency by getting a report of all the visitors. For instance, when there is a walk-in interview, all the candidates get registered with minimal effort and you get their important details. This can also work for frequent suppliers or vendor visits. So if you want to make the most of your VMS, choose one that is feature-rich. Not only will it enhance the accuracy of visitor data but will also help you to search, sort and analyze the data.

With , you can export and archive all the visitor data. You can also access the visitor log with live search which gives you visitor data with the picture, important documents, etc.

7. Multiple Locations Vs Single Location

Before deciding which visitor management system is best for you, you should consider the size of your organization. If there is a single location entrance, then you can opt for any basic reliable VMS. Conversely, if you need to manage multiple sites from a central hub, you should definitely go for an upgraded automated visitor management system. The dashboard of such VMS will keep you updated on all networks from a single location.

The rich web dashboards of help you in managing your sites, locations, devices and any other settings with an easy to use navigation and UI. You can manage your staff based on the visitor traffic and other key metrics provided by the dashboard.

Conclusion

Choosing a visitor management system doesn't have to be so complicated if you are clear about the needs of your business. First, determine the size, nature, degree of security and other requirements of your organization. Then, select the option that best fits your needs and budget.

A trendy system like is not only customizable but also comes with up-to-date features and integration. So, create the best first impression on your guests with .

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7 Things To Look For When Choosing A Visitor Management System | Visitly

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Whether it is a potential client, a candidate for an interview, a supplier, or a lawyer, a visitor is any person other than your employees in your workplace. To identify and manage the visitors, organizations require a robust visitor management system.

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3 Ways A Visitor Management System Improves Workplace Security

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3 Ways A Visitor Management System Improves Workplace Security

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In today’s digital age, the meaning of workplace security has expanded vastly. Organizations should not only consider employee, customers and financial safety from external factors such as fire, natural disasters, chemical spills, civil disturbances, robbery, etc. Read this blog to know more!

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3 Ways A Visitor Management System Improves Workplace Security

In today's digital age, the meaning of workplace security has expanded vastly. Organizations should not only consider employee, customers and financial safety from external factors such as fire, natural disasters, chemical spills, civil disturbances, robbery, etc., but also from internal factors like workplace violence, employee theft, intellectual property theft, and data theft.

There are a variety of security issues that can occur within the premises of your workplace. Thus, it should be your top priority to provide a safe and secure work environment for your employees and visitors.

But security threats don't just harm your employees. Office theft, fraud, or data theft can cost your company a lot more than you think. Take a look at the impact of security breaches on the U.S. market.

Impact of Security Risks

As per Statistics Brain, employee theft alone is costing U.S. companies $50 billion every year. It is not only the most common but also the costliest workplace security risk that goes unnoticed for years. From office supplies, computer hardware to sneaking cash and committing fraud, all these acts fall under the umbrella of employee theft.

Intellectual property theft is another form of employee theft. The exact cost of intellectual property theft is yet to come out, but even the estimate is shocking. As stated by the Commission on the Theft of American Intellectual Property, the approximate annual cost due to the loss of intellectual property ranges from $225 billion to $600 billion.

In fact, these numbers do not even account for office robberies from outsiders. According to the FBI, in 2017, there were almost 410,000 office burglaries with an average cost of $2,514 worth of equipment or merchandise stolen.

It accurately captures visitor data like name and picture.

It creates photo badges for visitors

It notifies employees via texts or alerts about the arrival of a visitor

It performs security checks by screening against unwanted visitors

Now that you know the gravity of the situation, you must consider adopting a foolproof security system for your company. When you adopt a more tech-savvy and sophisticated method for registering your visitors, it communicates to the people that your company is not only efficient and organized but also prioritizes workplace security. Moreover, using a visitor management system or an electronic visitor log to record and manage visitor data is far better than other traditional methods. Keeping track of people coming in and out becomes a cakewalk with a visitor management system. It makes the work of your receptionist easy because:

Big or small, bank or hospital, it's crucial to have a visitor management system in your organization. Let's explore how a visitor management system enhances your workplace security.

1. Minimizes Security Breach

Your office lobby is your front row of defense. The reception is the area where you can control access to your company and keep a check on unwanted visitors entering the premises. Because your visitor sign-in process is automated, your workplace security is enhanced.

If you don't have an efficient visitor management system in your office, there are high chances of a security breach which can put you in a vulnerable spot. Paper-based systems are easily accessible whereas digital systems are password protected. Thus, your logbooks and reusable visitor badges are not as safe as you think.

Your guests, visitors, employees, and contractors can easily sign in and sign out using the high-tech iPad application. Usually, the sign-in process can be finished within a minute. In addition, will auto sign out users at midnight and keep your visitor log up-to-date.

2. Easier to differentiate between employees and visitors

Your reception staff is usually swamped with a lot of work, so there might be a chance that they miss some visitors coming in and going out.

Without a visitor management system, it is a guessing game. At most workplaces, employees will recognize their colleagues and will be able to identify someone new. But how can they be sure whether the stranger is a visitor or an intruder?

A visitor management system simplifies the menial task of tracking every visitor. It helps the receptionists by quickly registering the visitor information and notifies the employees about the arrival of expected visitors.

With , you can print instant photo badges for visitors with all their information. The facial recognition feature enables you to pre-fill information about frequent visitors and saves time. It also sends real-time notifications to employees or custom recipients about the sign in and sign- out of expected guests.

3. Assist in Emergencies

Imagine the following scenario. A fire has broken out in your workplace and everyone is supposed to evacuate the building. Almost every one of your employees has gathered outside but you have no clue about the cleaning staff working in the building.

Maybe the staff has left for lunch or maybe they are still stuck inside the facility. There are a lot of loopholes in the evacuation plan if you don't have an error-free sign in and out system.

Without a sign in and out system, there'd be no way to officially verify the details about the cleaning staff.

Luckily, comes with a web-based visitor log with live search, thus keeping you updated with all the visitor data, documents and much more. You can also use the searchable directory to find important information such as email, phone number, etc. about your employees and visitors.

Conclusion

Creating a safe and secure work environment starts with knowing your potential security threats and the best way to mitigate them. A sense of security is directly proportional to employee happiness. This leads to a greater sense of trust and loyalty between your employees and the organization. Higher productivity and employee engagement are the added benefits that come along with a strong sense of security.

So, if you are ready to make your workplace safe and secure for your employees, why not take the first step with ?

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3 Ways A Visitor Management System Improves Workplace Security | Visitly

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In today's digital age, the meaning of workplace security has expanded vastly. Organizations should not only consider employee, customers and financial safety from external factors such as fire, natural disasters, chemical spills, civil disturbances, robbery, etc., but also from internal factors like workplace violence, employee theft, intellectual property theft, and data theft.

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Importance of Electronic Visitor Management System

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Importance of Electronic Visitor Management System

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Many companies spend an enormous amount of money on visitor management systems. From printing the visitors’ cards to maintaining logbooks and scanning documents, there are several systems in place to tackle the safety issues. The advent of electronic visitor management systems has made the job much easier.

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Penzu is a free online diary and personal journal focused on privacy. Easily keep a secret diary or a private journal of notes and ideas securely on the web.

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Merits Of iPad Visitor Sign in App in Business

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Merits Of iPad Visitor Sign in App in Business

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Are you contemplating on installing an iPad visitor sign-in app for your front office? It can definitely get that first impression on the clients and investors alike!

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Merits Of iPad Visitor Sign in App in Business

Are you contemplating on installing an iPad visitor sign-in app for your front office? It can definitely get that first impression on the clients and investors alike!

However, it is not the only merit that the iPad Visitor's app has on offer. There are many benefits of having an automated visitor's login and some are completely unrelated to your business goals. Let us have a look at a few of them.

Do Away with all Paperwork

The manual logging of information takes a whole lot of time. From entering all information into a logbook to handing over a visitor's card and noting it down on the logbook, the process is long and laborious. The digital logging takes away all that paperwork, making it easier for you and the visitors to log all information digitally. Storing them is definitely much easier than handling those heavy log books or registers.

Impress your Visitors with Digital Applications

Creating an impression is something that comes with all the additional benefits of the application. Integrating an iPad visitor sign-in app can provide a very good impression on your guests, investors, and clients.

Visitors Cards and Face Recognition

The sign in apps is now integrated with features that allow immediate printing of visitor's cards. This helps again in saving the clutter at the front office and reduces a sufficient quantity of work. The face recognition allows a repeat visitor to pass on with just a wave through the app's camera, again making the whole process simpler for both the parties and lot more impressive too.

iPad sign in as Safety Feature

The main purpose of having a visitor sign-in is for safety on the premises. However, with such a sign in, and all information stored up, it is easier to chalk out an evacuation plan when there is an emergency. Such feature comes with an additional benefit of clearing the safety audits with flying colors too, if and when necessary.

The merits of an iPad visitor sign-in, therefore, are entirely dependent upon the features it has to offer. However, even if they come with some basic features, the app is going to bring in a lot more advantages to the front office and the general operations of a company.

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Merits Of iPad Visitor Sign in App in Business

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Are you contemplating on installing an iPad visitor sign-in app for your front office? It can definitely get that first impression on the clients and investors alike! However, it is not the only merit that the iPad Visitor's app has on offer.

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Visitly LLC identified features that can benefit variety of use case and is easy to set-up and use by various users. What we believe is businesses should be able to setup Visitly and be up and running within minutes without any technical knowledge. Visit their website now!

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Background

Idea of Visitly originated from personal experiences of our founding team. In their professional careers, they had first hand experiences at workplaces where there is inefficient and manual visitor management process. There are many small and large organizations, that are continuously struggling with the the current process of managing visitors, notifying hosts and keeping track of visitor data for auditing. The current process and systems are heavily manual and inefficient. The team came up with an idea to create a platform that solves this not just for enterprises but also for small businesses, education institutions, day cares and many other places where there is need to quick check-in.

After numerous hours of interviews and research with frontdesk professionals, building managers, receptionists, HR managers, we identified features that can benefit variety of use case and is easy to set-up and use by various users. What we believe is businesses should be able to setup Visitly and be up and running within minutes without any technical knowledge.

Visitly also believes that as a budding business or a small shop, you should not have to pay tons of money to get enterprise grade solutions. Therefore, we offer the most affordable pricing so that you can modernize and optimize sign in experience for your visitors without paying 10s of thousands of dollars. As your business grows, we grow together.

Modernize your Workplace Now!

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Idea of Visitly originated from personal experiences of our founding team. In their professional careers, they had first hand experiences at workplaces where there is inefficient and manual visitor management process. There are many small and large organizations, that are continuously struggling with the the current process of managing visitors, notifying hosts and keeping track of visitor data for auditing.

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Affordable Pricing with Enterprise Grade Features

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Affordable Pricing with Enterprise Grade Features

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Try Visitly free for 30 days. No credit card, no obligations and absolutely free. No set up fees and best in class support for all plans. Compare their plans to choose a plan suitable for you. Visit their website now!

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Free trial for 30 days. Enterprise features with affordable pricing. Modernize your workplace with Visitly Visitor Management

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iPad Visitor Sign in App or iPad Receptionist App

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iPad Visitor Sign in App or iPad Receptionist App

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Visitly LLC is the visitor management software company. By using their iPad visitor sign in app or iPad receptionist app your guests, visitors, contractors and employees can quickly sign in and sign out. Typical sign in process completes in less than a minute. You can customize the iPad app’s look & feel and branding based on your organization needs. You can also customize the background, logo, colors etc. to match your organizational theme. Visit their website now!

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Host Login

Your hosts can login to Visitly portal to view and track their visitors and search the employee directory.

COMING SOON - Hosts will be able to invite and pre-register visitors for a faster sign in experience.

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Visitor Management & iPad Visitor Sign in App | iPad Receptionist App

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If you are looking for an iPad visitor sign in app, visit Visitly LLC. With our visitor management app system for iPad, you can provide a fast and easy way for your visitors, guest & employees to fill in their information.

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Electronic Visitor Management System & Visitor Sign in Software System

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Electronic Visitor Management System & Visitor Sign in Software System

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Visitly LLC believes that as a budding business or a small shop, you should not have to pay tons of money to get enterprise-grade solutions. Therefore, they offer the most affordable pricing, so that you can modernize and optimize sign in experience with Visitly visitor management app for your visitors. Visit their website, if looking for electronic visitor management system & visitor sign in software system.

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Visitor Management App System| Electronic Visitor Sign in Software System

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Visitly LLC is a prominent visitor management software company based in California, USA. Organizations use Visitly to modernize their workplace with electronic visitor management system. Visit our website for visitor sign in software & sign up for free trial.