What is a visitor management system?
A visitor management system is a digital solution for registering, managing and tracking visitors in a secure and efficient way.
A visitor management system makes it simple, welcoming, and secure to host visitors in offices, factories, public authorities, municipalities, and more. Instead of analog guest books and manual routines, a modern solution streamlines invitations, check-in, registration, and the overall handling of visits — while helping your organization meet high standards for security, privacy, and compliance.
With Precise Visit by EastCoast, you get a complete visitor management system that's easy to use, scalable, and tailored for your workflows and scale.
What is a visitor management system?
A visitor management system, sometimes called a visitor handling platform, replaces manual guest books at the reception desk. It's used to welcome, register, and keep track of everyone who visits your premises.
With the right system you can:
- Pre-register visitors in advance or let them check in on site
- Automatically notify hosts when their visitor arrives
- Manage important information and service to the visitor, signing agreements, confidentiality policies (NDA) and safety instructions.
- Keep full traceability of who is in the building and manage evacuations if needed
- Handle deliveries
The result is a professional visitor experience and a safer workplace.
Who benefits from a visitor management system?
A visitor management system is used by all types of businesses — from small offices that receive a few visitors a week to large companies and public authorities with many visitors every day. For any organization that wants to make a strong first impression and manage visitors efficiently, a digital solution is often the best choice. By moving away from manual routines, you gain greater control over who enters your premises, while visitors enjoy a smoother and more secure experience.
Common use cases include:
- Small offices and businesses that want a simple, professional way to handle visitors
- Large organizations with high volumes of daily guests
- High-security environments such as banks, government agencies, and industrial facilities
- Coworking spaces and multi-tenant buildings where multiple companies share the same reception or entrance area.
What to consider when choosing a system
When evaluating visitor management systems, it's important to look at:
- Ease of use: fast and simple check-in via iPad, kiosk or directly on guest's phone
- Security – ID verification, GDPR compliance and traceability
- Integrations – connections to access control, email, and calendar tools
- Scalability – suitable for one site or global rollout
- Operations & support – is the system cloud-based, reliable, and well supported?
Precise Visit by EastCoast meets all of these criteria – and more.
Implementing a visitor management system
Introducing a visitor management system doesn't have to be complicated. A smooth implementation includes:
- Secure internal buy-in – involve reception, security, HR, and IT
- Define workflows – decide how visitors will register, check in, and be managed
- Expand step by step – roll it out step by step to additional offices or sites
- Train users – ensure both reception staff and hosts know how it works
Benefits across the organization
A modern visitor management system delivers value at every level:
- Visitors: A faster, more professional, and safer experience
- Reception: Less manual work, more focus on hospitality
- Administration: Digital records and easier reporting
- Security & IT: Greater control, compliance, and system integrations
- Management: Reduced risk, improved safety, and a stronger brand reputation.
Why go digital?
- Efficiency – shorter wait times, less administration
- Security – complete control over who enters your facilities
- Compliance – GDPR, safety instructions, and traceability
- Professional impression – a modern, welcoming reception enhances your brand
- Flexibility – adaptable to organizations of any size
Time to modernize your visitor management?
Want to see how a digital visitor management system can simplify everyday work and strengthen security across your organization? Precise Visit by EastCoast is already trusted by hundreds of companies, municipalities, and organizations. Contact us for a demo or tailored advice. We'll help you find the right solution.