Nov 2026: Visitor Management System - Managing visitors with improved visitor controls

What it is and why it matters Incident Management

Visitor Management System now includes several improvements designed to make the visitor experience clearer and reduce administration for hosts and reception teams.

Hosts can provide useful information about themselves within visitor invitations, selected visitors can be required to check in at reception rather than using a QR code, visitor numbers can be exported directly, and existing bookings can be updated without needing to recreate them.

Group visit management has also been improved.

When to use this

These improvements are particularly useful when:

• Visitors need clearer information about who they are meeting.
• Hosting VIPs or visitors who require an escorted arrival.
• Reception teams need visitors to check in at the desk.
• A visit needs to be extended or moved to different dates.
• Reporting on visitor numbers.
• Managing group bookings or multi-day visits.

How it works

Add a host profile to visitor invitations

In Settings > Host Profile, hosts can add:

• A photo.
• Job title.
• Phone number.
• Email address.

The completed information appears in a Your Host card within the visitor invitation.

Only information that has been provided is displayed, and the Preview option can be used to check how the card will appear to visitors.

Send an invitation without a QR code

When creating a visit, the Do not include QR code in invite option can be enabled.

When this is selected, the visitor does not receive a QR code and must instead check in at reception.

The option is off by default, so existing visitor workflows remain unchanged unless it is deliberately enabled.

Export visitor counts

A Visit Count Export is available from the VMS Reports area, allowing visitor numbers to be filtered and exported to CSV without needing to request the information separately.

Change booking dates

Existing bookings can now be edited to change both their start and end dates, as well as their times.

This means a booking can be extended or moved without having to delete it and create a new one.

Manage group visits

Group visit handling has also been improved:

• Two-letter first names are accepted.
• Group names can be updated using Edit Group.

Best practice tips

• Encourage hosts to complete their Host Profile where it will help visitors recognise who they are meeting.
• Use Preview before relying on a host profile in visitor communications.
• Hosts do not need to provide every contact detail; information left blank will simply not appear.
• Consider using the no-QR option for VIP, escorted or reception-managed visitors.
• Let reception teams know when a visitor has deliberately been invited without a QR code.
• The Visit Count Export counts visitors who actually checked in by default. Enable the option to include Expected visitors when you need to report on the full booked audience.
• Update an existing booking rather than recreating it when only the visit dates or times have changed.