Visitor management systems for the modern built for every building
Matrix Booking’s visitor management system replaces paper visitor books with a seamless digital experience, giving every visitor a professional welcome while giving your health, safety, and security teams an accurate, real-time record of who’s on site. It works across any building type, integrates with your existing bookings, and is fully GDPR-compliant out of the box.
Matrix Booking visitor management systems: at a glance
When an employee invites an external attendee to a meeting in Matrix Booking, the person’s details are added to your visitor list.
Your reception gets a curated view of the visitor list, so they can welcome guests by name when they arrive.
Visitors can log in on a self-service kiosk using a QR code, passcode, or their name, or be signed in by reception.
Manage visitors in shared buildings, with a special reception view that collates selected visitor information from all organisations on the site.
Some buildings may not have a reception desk. Matrix Booking’s visitor management systems offer flexible ways to manage visitors at these sites.
Protect people’s data and your reputation, with powerful security controls.
The electronic visitor list in Matrix Booking’s visitor management systems ensures you’ve always got an up-to-date record of who’s in your building, which can be accessed from anywhere.
Get detailed insights into who’s been to your sites, and who’ll be visiting in the future.
Great visitor experiences
Every visitor interaction reflects on your organisation. Matrix Booking makes sure that reflection is a good one, welcoming guests by name, streamlining sign-in, and ensuring hosts are notified the moment their visitor arrives.
Sign-in is as easy as scanning a QR code or tapping in a passcode, which are sent to visitors before they arrive. Automated notifications ensure hosts know as soon as their guests turn up, so they can come to meet them right away.
Sign-out is just as quick, with visitors simply re-scanning their QR code or tapping in their details.
GDPR-compliant visitor management solutions
Matrix Booking protects the visitor data you collect with granular security controls, restricting what employees can access, what data is stored, and for how long. Backed by ISO 27001 certification, it gives your data protection and IT teams the confidence that visitor information is handled securely and in line with your GDPR obligations.
Shared building receptions
If you have a building that’s home to multiple organisations, with a single reception desk, the Matrix Booking visitor management systems 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.
No visitor reception? No problem
Not every organisation or site has a reception desk. With Matrix Booking’s visitor management systems, 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.
Health, safety and security for your visitors
In a fire evacuation or security incident, knowing exactly who is in your building is not optional. 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.
Visitor management analytics
Matrix Booking gives authorised users detailed reporting on visitor activity, past, present, and future. See who visited, when, which building, who hosted them, and when they checked in and out.
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.
Combined with desk and room occupancy data, visitor analytics give facilities and estate teams a more complete picture of how your buildings are actually being used.
Frictionless visitor management systems from Matrix Booking: how it works
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.
Many organisations streamline sign-in using passcodes or QR codes. Matrix Booking automatically generates these codes, and sends them out to guests ahead of their visit.
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.
Visitors sign in at reception, either with your front-of-house team, or using an electronic sign-in system, such as a self-service tablet or kiosk-based visitor management system.
Choose how guests sign in. This could be using the QR code or passcode you’ve sent, or with using their name and company details.
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 check-in.
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.
At the end of their visit, guests can quickly sign out, by scanning their QR code, or typing in their name and company details. If someone forgets to do this on their way out, your reception team can also manually mark them as signed out.
Visitor management system demo
Book a personalised visitor management system demo and discover the most configurable workplace management platform.