XPressEntry Visitor Management

Every visitor accounted for.

XPressEntry Visitor Management simplifies visitor check-in and brings visitors into the same XPressEntry system security teams already use for access control and emergency mustering. Hosts invite visitors by email in advance, and walk-in visitors register at a self-service kiosk. Once checked in, visitors appear in XPressEntry facility occupancy with employees and contractors.

• ACCOUNT FOR EVERY VISITOR – Visitors join XPressEntry occupancy lists upon check-in, so muster captains account for them alongside employees and contractors.
• SIMPLIFY VISITOR CHECK-IN – Hosts invite visitors by email with a QR badge, and walk-in visitors register at a self-service kiosk that prints their own badge.
• KNOW WHO IS ON SITE – The Visitor Dashboard shows expected, on-site and missed visitors, and the desk can notify hosts, extend visits or check visitors out.
• KEEP HOSTS INFORMED – Hosts can receive an email as soon as their visitor checks in, and each employee profile lists the visits that person hosts or created.
• VERIFY VISITORS ANYWHERE – Guards scan visitor QR badges on XPressEntry handhelds, which confirm the visit window and show the host’s name and phone number.
• WORK WITH EXISTING ACCESS CONTROL – Builds on the XPressEntry system sites already run with access control, and supported integrations share visitor records.

Visitor Management is an add-on for sites that use XPressEntry with their access control system. Employees, contractors and visitors share one record of who is on site, so the security office does not have to reconcile a separate visitor log, and muster captains can account for everyone during an emergency.

Simplify Visitor Check-In

Paper sign-in sheets slow down the front desk and leave records that are hard to read and search. With XPressEntry, a host invites a visitor from the Visitors section or from an employee profile. The visitor receives an email with a QR badge and a link to update their details and accept the visitor agreement before arrival. On arrival, the visitor scans the QR code at a kiosk or XPressEntry handheld and is checked in. A short lookup code works when a QR code cannot be scanned.

Walk-in visitors speak with reception first, then register at a self-service XPIK kiosk, XPIT tablet or iPad. They name their host, take an optional photo and accept the visitor agreement, and the kiosk prints their badge. Kiosk screens support all standard XPressEntry languages.

Know Who Is on Site

The Visitor Dashboard gives the front desk and security office one view of who is expected today, who is on site and who missed a scheduled visit. The desk can notify a host, resend a badge email, extend a visit or check a visitor out. Hosts can receive an email when their visitor arrives, and every employee has a Visitors tab that lists the visits they host or created.

Guards scan visitor badges on XPressEntry handhelds at gates and remote areas. The handheld confirms the visit is current and shows the visitor’s name with the host’s name and phone number. A visit ends when the visitor scans out, when the desk checks them out or automatically after a time each site sets.

Account for Every Visitor

Visitors signed in on paper or in a separate system are often missing from evacuation counts. With XPressEntry, the moment a visitor checks in, they are added to occupancy and evacuation lists. During an evacuation, muster captains account for visitors on the same handhelds they use for employees and contractors, and any visitor who has not reached a muster point appears on the missing list.

Built on XPressEntry

For sites that already run XPressEntry, Visitor Management adds visitors to the platform, handhelds and emergency mustering workflow they use today, with no separate visitor system to manage. It works alongside the existing access control system, and supported integrations can also send visitor records to it. Every visit is recorded with the host, reason for the visit and actual times, and authorized users export visit reports as PDF or CSV files for audits and reviews.

How It Works

1. Set up Administrators turn on Visitor Management and choose the visitor details, visitor agreement, badge layout and check-in window.
2. Invite or walk in Hosts invite visitors by email with a QR badge, or walk-in visitors speak with reception, then register at the kiosk.
3. Check in The visitor scans the QR code or enters a lookup code at a kiosk or XPressEntry handheld.
4. Accounted for XPressEntry adds the visitor to occupancy and evacuation lists, and the host can get an email.
5. On site The front desk follows visitors on the Visitor Dashboard, and guards check visitor badges on handhelds.
6. Emergency Muster captains account for visitors along with everyone else.
7. Check out The visitor scans out, the desk checks them out, or XPressEntry checks them out automatically after a set time.

Visitor Management Features

• Visitors added to occupancy and evacuation lists at check-in
• Host invitations by email, with a QR badge
• Self-service kiosk registration on XPIK, XPIT or iPad
• Badge printing on the Evolis Primacy 2 or Brother QL-820NWB
• Check-in by QR code or short lookup code
• Kiosk screens in all standard XPressEntry languages
• Optional visitor photo and a visitor agreement on every visit
• Check-in window around the scheduled time
• Visitor Dashboard with expected, on-site and missed visitors
• Optional email notice to the host when a visitor arrives
• Visitor badge checks on XPressEntry handhelds
• Automatic check-out after a set time
• Visit reports in PDF and CSV
• Visitor records sent to supported access control systems

Requirements

• Server XPressEntry Server, on-premises or in the customer’s own cloud, and the XPressEntry Web Console
• License Visitor Management license, enabled through the XPressEntry license file
• Kiosks Telaeris XPIK kiosk or XPIT tablet, or Apple iPad (A16), running the XPressEntry app
• Network A network connection for each kiosk
• Badge printers Evolis Primacy 2 (cards) or Brother QL-820NWB (labels)
• Email Customer SMTP server for invitation and host emails
• Handhelds XPressEntry handheld readers for visitor checks in the field
• Access control (optional) A supported XPressEntry access control integration to send visitor records to the access control system

Frequently Asked Questions

What is XPressEntry Visitor Management?

An add-on to XPressEntry that registers visitors, prints their badges and adds them to occupancy and evacuation lists when they check in. It works alongside the site’s existing access control system.

We already use XPressEntry. What does Visitor Management add?

Visitor registration, badges and visit records inside the XPressEntry platform, handhelds and emergency mustering workflow the site already uses, so there is no separate visitor system to run.

How do visitors check in?

Invited visitors scan the QR code from their invitation email at a kiosk or XPressEntry handheld. Walk-in visitors speak with reception, then register at the kiosk, which prints their badge.

Are visitors included in evacuations?

Yes. Visitors are added to occupancy and evacuation lists as soon as they check in, and muster captains account for them with employees and contractors.

Do visitor badges open doors?

No. Visitor badges are checked on XPressEntry handhelds and kiosks. They do not open doors at fixed readers.

Does it work with our access control system?

Visitor Management is an add-on for sites that use XPressEntry with their access control system, and supported integrations can also send visitor records to it. Telaeris or the site’s integrator can confirm which systems are supported.

How are hosts notified?

When arrival notices are turned on, hosts receive an email as soon as their visitor checks in. The front desk can also notify a host from the Visitor Dashboard.

What happens if a visitor arrives early or late?

Visitors can check in within a window around their scheduled time, 30 minutes by default. Outside the window, the kiosk directs them to reception.

Which languages does the kiosk support?

Kiosk screens support all standard XPressEntry languages. Invitation and notification emails are in English.

Can visit records be exported?

Yes. Authorized users export visit reports as PDF or CSV files.

Trusted Worldwide

Physical security and safety professionals in 50+ countries trust XPressEntry. See how Visitor Management brings visitors into the system security teams already use.

No access control system? No Problem.

XPressEntry works seamlessly as a stand-alone solution without the need for an access control system. XPressEntry handheld readers validate permissions and authenticate credentials against the identity information on record in the XPressEntry database on-the-go from anywhere, record entries and exits where door readers are not practical or available maintaining the latest facility occupancy information, challenge credentials within high security areas, quickly muster employees during a real emergency evacuation, and much more.

CONTACT US for a demo and to learn more.