Module configuration
Visitors
Pre-registration, kiosk flow, badge printing and notifications — the complete visitor handling in one module. Which data, which house rules, which channels.
Updated May 18, 2026
Configuration · Modules · 4.10
The Visitors module structures the entire reception process: invitation up front, sign-in on arrival, identification, badge, notification to the host and check-out. One configuration decides whether reception stays central or whether kiosks take over.
Why this matters to the business
"Visitors stuck waiting"
Pre-registration + QR sign-in → fast check-in without the reception bottleneck.
"Host not notified on time"
Teams/mobile notification as soon as the visitor checks in — no phone-from-the-lobby.
"Who was in the building during the fire?"
Real-time evacuation list — only checked-in and not-yet-checked-out visitors.
"GDPR photos still around after 5 years"
Retention per field → photos auto-deleted after 30 days, name only after 12 months.
The four configuration pieces
Visitor types
Customer · supplier · contractor · applicant · event guest. Each type its own flow: pre-registration required, ID check, badge style, retention.
Invitation email templates
A template per type in every language. With QR code, parking instructions, dress code, health declaration if needed.
Visitor Portal config
Screens the visitor sees: pre-registration form, kiosk flow, NDA acceptance, health questions.
Badge template
Layout of the printed badge: logo, photo, name, host, colour code per type, validity.
Standard fields on a visit
| Field | What it's for |
|---|---|
| Visitor type | Drives flow, badge, retention. |
| Name & company | Identification; appears on badge and in the evacuation list. |
| Host | Internal employee. Gets a notification on arrival. |
| Expected time | Date + time slot. Triggers reminders and drives the kiosk flow. |
| Location | Which site/zone. Drives which kiosk recognises them. |
| Arrival and departure status | Expected · Arrived · Checked out · No-show. |
| Extras (optional) | Number plate (parking), NDA acceptance, photo, language preference. |
Which decisions will you make?
Allow walk-ins?
Yes = low barrier, requires extra triage. No = stricter, but rejections at the door are a bad first impression.
Who can invite?
Every employee, managers only, or a central team? Often differs per visitor type.
Badge: photo or not?
Photo = higher security, slower throughput. Often only for suppliers and contractors.
Retention periods
Set with the DPO per field type. Photos and plates short; name-host link longer for traceability.