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Overview

A visitor steps into your lobby. What happens next?

If you don’t want them locked out—or worse, walking right in—you need a visitor management system. But not every company needs expensive, complicated software. If you’re looking for a simple way to welcome your office visitors, then start with this template.

Why our visitor management system template?

Unlike clunky visitor management software, this visitor management system is completely flexible—but doesn't skimp on functionality. Configure it to collect the exact information you'd like, connect it to your CRM, set up an automation to streamline notifications, and more.

  • Easily track who’s coming and going in your office with this simple-to-use app.
  • Change statuses easily between visitors and employees, keeping records of status changes with just a few clicks.
  • Create a simple dashboard so you can easily see how your office attendance is trending and make adjustments as necessary.

What is a visitor management system?

If you’ve ever walked into a friend’s office and been asked to “sign-in on the iPad” you already have first-hand experience with a visitor management system. It’s whatever process or software your company deploys to securely welcome visitors to your office building.

The best visitor management systems are flexible—will people sign themselves in or will the front desk take the lead? They also capture specific data—like the visitor’s name, the time they signed in, who they’re visiting, and whether the visit is for business or personal reasons.

Who is this visitor management system template for?

This intuitive and flexible visitor management system is perfect whether you're a startup or small business looking for a simple solution, or a fast-growing company that finally needs to institute a more strict check-in process and some type of access control.

Using this visitor management solution is simple. To get started, import a list of your employees, and decide what information you'd like to collect about your visitors.

Tips to get started with our visitor management system template

For self-service, set the form up on an iPad or laptop at the front desk. Visitors can sign in via the visitor sign-in form. Alternatively, the receptionist can manage the whole process.

Either way, the form is can be configured to collect whatever visitor information is important to you. Once a visitor has signed in, you can configure this template to alert your employees via Airtable's native Slack integration, or via email or text by using Zapier.

Over time, you'll build up a database of every person that has ever visited your office. You can visualize this visitor data on a chart, for example, to see visits per day, or visits per employee, or visits per type—which can help inform other aspects of your business, like when its time to refill your office supplies.

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