Pre-registered Visitors & Unannounced Visitors: A Smarter Way to Manage Access

The way organizations manage visitors is evolving. What was once a manual, time-consuming process is now becoming streamlined, digital, and secure. Today, the focus is clear: combine strong security with a simple, seamless experience.

Two Types of Visitors – One Seamless Process

In modern workplaces, visitor management typically revolves around two types of visitors. With VIPadm, both are handled through one unified and efficient workflow.

1. Pre-registered Visitors

Pre-registered visitors receive their invitation in advance via email or SMS. On their first visit, they complete a simple registration process and are then issued a professional digital invitation.

This invitation includes:

• Visitor and host name and company

• Meeting time and location

• Google Maps link for easy navigation

• QR code for check-in and secure door access
  

To further enhance convenience, visitors can add their invitation to Apple Wallet or Google Wallet. This replaces traditional visitor badges with a secure and modern digital alternative.

2. Unannounced Visitors

Traditionally, unannounced visitors would arrive at reception, register manually, and search for the person they intended to meet. This approach often required physical reception terminals and added unnecessary delays.

With VIPadm, this process is simplified.

Unannounced visitors contact the employee they wish to meet in advance—via phone, message, or email. The employee can then send an invitation directly through VIPadm Mobile or Outlook.

From that point onward, the process mirrors that of pre-registered visitors:

• Invitation sent via email or SMS

• First-time registration completed by the visitor

• Secure digital invitation issued with all necessary details

• Option to add the invitation to Apple Wallet or Google Wallet
  

Built-In Compliance and Secure Entry

For organizations that require HSE (HMS) card validation, the process is fully integrated. Validation can be completed in advance by the visitor or automatically when the QR code is scanned upon arrival.

The entry experience is powered by the VIPscan terminal—an iPhone securely mounted and connected directly to door access control. This setup ensures a smooth, fast, and secure check-in process without the need for traditional reception infrastructure.

VIPadm brings together simplicity, security, and efficiency—transforming how organizations manage both planned and unannounced visits.