Visitor Management Built into Your Workspace
With Clearooms, visitor management is baked right in. Your visitors are made to feel welcome, know they’re in the right place, and you’re notified of both arrivals and departures.
It couldn’t be simpler!
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Full visitor control
With Clearooms visitor management, you have complete visibility and control of your visitors’ experience. You can check them in and out in advance, or have them easily self-register via a kiosk upon arrival. With fully customisable messages, everyone knows where everyone is.
Better yet, all interactions are logged, so you have complete visibility of who’s arrived and who hasn’t, making it easy to produce reports for safety compliance.
See it in action here
lightweight, but powerful
Visitor management features
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Automated notifications
Hosts and team members are notified automatically via email or in-system alert the moment their visitor arrives. No more reception staff phoning around to find the host, no more guests left waiting in the lobby. You can also send pre-arrival reminders to visitors with directions, parking information, or anything else they need to know before they get there.
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Host lookup & pre-registration
Every visitor is linked to a specific employee. Hosts can pre-register expected guests in advance, so when visitors arrive they can sign in quickly. This improves both the visitor experience and accountability across the organisation: every guest has a known host, and every host has a record of who they’ve invited.
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Everything in one place
Visitor management is included as standard with Clearooms, alongside our desk and meeting rooms software. Reception teams, facilities managers and hosts all work from the same platform, with one login, one dashboard and one source of truth for what’s happening across the office.
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Sign-out tracking
Visitors sign out when they leave, giving you accurate visitor logs and live evacuation lists in the event of a fire alarm or other emergency. This is the kind of compliance requirement that’s easy to overlook until you need it, and easy to handle properly when the system is set up to do it automatically.
HAVE IT YOUR WAY!
Give your visitors everything they need and nothing they don’t with branded console screens, wherever you need them.
Visitor management FAQs
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What is a visitor management system?
A visitor management system is software that handles the sign-in, tracking, and sign-out of guests at a workplace. It replaces paper logbooks with a digital process that notifies hosts when visitors arrive, captures the information you need for compliance and security, and generates accurate visitor records and evacuation lists.
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Is visitor management included with Clearooms?
Yes. Visitor management is a built-in module of Clearooms, included as standard at no extra cost. You manage visitors from the same platform as your desk and meeting room bookings, with one login and one dashboard for everything.
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Do I need a kiosk for the visitor management system?
No. Clearooms visitor management can run with or without a dedicated kiosk. Many organisations use a tablet at reception for self-service sign-in, but you can also sign visitors in from any device, or have a receptionist do it on their behalf. The system works either way.
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Can visitors pre-register before they arrive?
Yes. Hosts can pre-register expected visitors in advance, send them automated arrival instructions, and link them to a specific meeting room booking. When the visitor arrives, sign-in takes seconds because most of the information is already in the system.
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Does Clearooms generate fire safety and evacuation lists?
Yes. Every visitor sign-in and sign-out is logged in real time, so you always have an accurate list of who’s in the building. This is critical for fire safety, evacuations, and compliance audits, and it’s one of the most common reasons organisations move from paper visitor books to a proper visitor management system.
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How does visitor management work alongside desk and meeting room booking?
Because all three are part of the same platform, they work together rather than in parallel. A visitor can be linked directly to a meeting room booking, the host gets notified on arrival, and the meeting room display panel can show that an external guest is expected.
Let’s get started! Book your free Clearooms demo today
Request a free demo today to find out more about how you can optimise your meetings with Clearooms. In your demo, you'll get a personalised walkthrough of the platform, see how Clearooms fits your specific parking challenges, and have the chance to ask our team anything.
If you have some burning questions or would just like to have a chat with someone about Clearooms, then get in touch with us today through our Live Chat.
We look forward to hearing from you!