Smarter visitor management system for the modern office

Give your visitors a warm welcome and a better sign-in experience, by replacing outdated paper visitor books with Matrix Booking’s efficient and easy-to-use visitor management system for the office. 

And as well as benefiting your visitors, our system helps you meet your security and health and safety requirements. 

check-in screen for a building reception and visitor management

You’ll be in good company

Why you’ll love Matrix Booking’s visitor management system

When an employee invites an external attendee to a meeting in Matrix Booking, the person’s details are added to your visitor list, and selected information shared with reception. 

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Visitors can be checked in by reception, or sign in via a self-service kiosk, using their name, a passcode, or a QR code. 

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Manage visitors in shared buildings, with a special reception view that collates selected visitor information from all organisations on the site. 

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The electronic visitor list in Matrix Booking ensures you’ve always got an up-to-date record of who’s in your building, which can be accessed from anywhere.

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Reception, A lady welcoming a male visitor to the office. The visitor is signing in via a display. The screen shows the number of visitors over the month using Matrix Booking's workplace analytics and visitor management system for office.

Visitor management analytics

Matrix Booking’s analytics platform gives you powerful insights around your organisation’s visitors. 

Authorised users can see visitor lists for a given day, week or other period, both historically and in the future. These include the person’s name, the building or site they’re visiting, and when they’re due. For historical visitors, the reports also show when they were checked in and out, and who by. 

There are also graphical reports showing the number of visitors you had (or are due to have) in a given period. 

Health, safety and security

Keep your people and buildings safe. Matrix Booking’s detailed electronic visitor logs mean you always know who’s expected, who’s on-site, and who’s visited historically.  

Display important information to visitors when they check in, such as your security or health and safety policy, and ask people to agree to declarations, if required. 

Lady entering an office reception, screen shows an important welcome message portraying health and safety messaging within visitor management system for office.
Busy office environment with an anonymised visitor list taken from visitor management system for office.


Our visitor management system for your office protects the visitor data you collect, with powerful security controls to restrict what employees can access, what data is stored, and how long you keep it.  

This enables you to meet your data protection responsibilities, while still sharing appropriate information with the right teams to ensure your visitors enjoy a great experience when they come to your sites. 

Shared building receptions

If you have a building that’s home to multiple organisations, with a single reception desk, Matrix Booking’s visitor management software includes a shared reception view that combines selected visitor information from all those organisations. 

This ensures your reception team can efficiently check visitors in across any organisation in the building. 

Find out more about government hubs.

Busy reception desk for a shared office building using visitor management system for the office to sign guests into the building.
team sat around a meeting table looking at a shared laptop displaying visitor management system for the office.

No reception? no problem

Not every organisation or site has a reception desk. With Matrix Booking’s visitor management system for offices, you can manage visitors at these locations either using a self-service welcome kiosk, or by allowing employees to add and check in their own visitors. 

How visitor management works with Matrix Booking

1. Your visitor list is compiled automatically

When an employee adds an external invitee to a meeting in Matrix Booking, they’re automatically added to your visitor list for the day. This list includes details of who’s invited them, when they’re due to arrive, the times they checked in and out, and other important information. 
If someone arrives and isn’t on the visitor list, your employees or front-desk team can add the visitor’s details independently of a booking. This is ideal when you have contractors visiting your sites, for example.

2. Welcome visitors to your site

Selected information from the visitor list can be displayed for your reception, security or car park teams, to ensure they know who’s coming, and are ready to welcome them.

3. Easy check-in process

Visitors sign in at reception, either with your front-of-house team, or using a electronic sign in system such as, a self-service tablet or kiosk based visitor management system. 
Let visitors sign in using their name and company details, or with a unique QR code or passcode that’s automatically sent to them ahead of their visit. 
If you need to display health and safety information, or require visitors to agree to declarations before entering the building, this can be done as part of their check-in.

4. Automatically notify their host

When a visitor checks in at reception, their host will receive an automatic alert, so they know it’s time to come and meet them.

Explore how else Matrix Booking can help you

Employees can search for desks in any of your buildings or shared hubs, find colleagues, make bookings for their team, and more.

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People can find rooms that meet their needs, including location, facilities, capacity, and accessibility. Add equipment, catering, and other essentials. 

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Safely manage visitors across your sites, ensure people are welcomed when they arrive, and that they’re aware of your health and safety procedures.

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Powerful reports help you keep track of occupancy levels, usage trends, and more, so that you can continually optimise your estates. 

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Frequently asked questions

How do visitor management systems work?

Matrix Booking’s visitor management system provides digital visitor lists to replace paper sign-in books. This has numerous benefits for people visiting your sites, your front desk team, and those responsible for health and safety in your organisation. 

Discover visitor management in Matrix Booking

Why is visitor management important?

First impressions matter. Most people will have experienced the frustration of queuing up to sign in using a single, paper visitor book, then being handed sheets of security information to read, then having to wait for the front desk team to phone the host. The whole experience can become even more complicated when you have several organisations in the same building with a shared reception. 

Paper visitor books also carry risks when it comes to health and safety, because they’re the only record of who’s in the building at a given time. 

Matrix Booking’s visitor management system addresses these challenges (and more). It offers simpler and faster ways for visitors to digitally check in and sign declarations, as well as automated notifications for their hosts, support for multi-organisational sites, and digital visitor lists for your health and safety team to access from anywhere. 

Learn more about visitor management in Matrix Booking

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