Visitor Management
Manage visitor arrivals as a governed operational workflow, not just a sign-in sheet. Control who enters your facility, capture evidence when policy requires it, and route exceptions into your operations team.
What You Can Do
Pre-register Visitors
Send invitations before arrival with host, purpose, and site details.
Manage Arrivals
Handle walk-ins, approval-required entries, and host responses from one workspace.
Kiosk Self-Service
Let visitors check in on a tablet with photo, signature, and policy acknowledgement.
Review Visitor Records
See the full visit timeline, evidence, host response, and linked escalations.
Escalate Exceptions
Route denied or flagged visitors into work requests with full visit context.
Set Up Policies
Configure approval rules, evidence capture, walk-in modes, and retention per site.
Who Uses Visitor Management
| Role | What they do |
|---|---|
| Reception / Front Desk | Check visitors in, record host instructions, issue badges, handle walk-ins, escalate exceptions |
| Hosts | Approve or reject arrivals from email without logging in to Infodeck |
| Security / Compliance | Review denied or flagged visits, retrieve evidence and audit trails, manage watchlist |
| Facility / Operations Manager | Monitor on-site visitors, review historical records, export reports |
| Admin | Configure visitor policies, manage kiosk devices, set up watchlist rules |
Main Workspaces
Visitor Records
Review current and historical visits. Open any visit to see the detail surface with timeline, evidence, host response, and linked escalations.
On-site Visitors
See who is currently admitted and not yet checked out. Quick check-out from this view.
Invitations
Manage pre-registered visitor invitations. Track invitation status from sent to checked-in.
Watchlist
Flag visitors who need special handling at arrival. Configure whether flagged visitors are blocked, warned, or allowed with a log entry.
Policies
Set the rules for each site: approval requirements, NDA, photo capture, signature, consent, walk-in mode, escort requirements, and data retention.
Devices
Pair and manage visitor kiosk tablets. Resume interrupted setup or reassign a device to a different location.
Reports
Review visitor logs, analytics, and policy outcomes for a chosen period. Export for audit.
How a Visitor Arrival Works
Pre-registered visitor:
- A host or receptionist creates an invitation with visitor details, purpose, and site
- The visitor receives an email with a link to view their invitation
- The visitor arrives and checks in through the kiosk or front desk
- Infodeck applies the visitor policy for that site
- If approval is required, the visit enters Approval Pending until the host responds
- The host approves from email or reception records the instruction
- The visitor is admitted and receives a badge
Walk-in visitor (when self-service is enabled):
- The visitor walks up to the kiosk tablet
- They enter their details, select a host, and complete policy steps (photo, signature, consent)
- The visit is created and the host is notified
- If approval is required, the visit waits for host response before admission
Walk-in visitor (receptionist-assisted):
- The visitor approaches the front desk
- Reception creates the visit using operator check-in
- Reception contacts the host and records their response
- The visitor is admitted or handled based on the host's instruction
Visit Statuses
| Status | Meaning |
|---|---|
| Pre-registered | Invitation created, visitor has not arrived yet |
| Approval Pending | Visitor arrived, waiting for host approval |
| Checked In | Visitor admitted and on site |
| Checked Out | Visitor has departed |
| Denied | Entry denied by policy, host, or operator |
| No Show | Visitor did not arrive for a scheduled visit |
| Cancelled | Visit cancelled before arrival |
| Overstay | Visitor exceeded the maximum visit duration |
Visit Purposes
When creating a visit or invitation, select the purpose that matches the visit:
- Meeting
- Delivery
- Maintenance
- Interview
- Government Inspection
- VIP Visit
- Personal
- Other
Current Scope
Visitor Management covers governed check-in, approval routing, evidence capture, watchlist enforcement, and escalation into operations. The following are handled through separate processes:
- Evacuation and roll-call: use your site emergency procedure
- Physical badge stock and printer management: managed externally; badge content is printed via the browser
- Security incidents: use the Escalate flow to route into work requests
- Host notifications: hosts respond via the emailed arrival link
Getting Started
- Set up visitor policies for your sites
- Manage your watchlist if you need flagged-visitor handling
- Set up kiosk devices for self-service check-in
- Pre-register your first visitor or handle a walk-in arrival
Need help? Contact Infodeck Support