Overview of all the Guest Registration System's Functions
Here you have the full overview of iReception’s many functions.
The guest registration system can be customized with many different functions, such that it suits the needs and wants of your corporation. If you have any questions regarding a function, or anything else on the list, you are always welcome to call us at +45 70 27 33 33.
Table of Contents
Table of Contents
Highlighted Functions
Through the app, employees can book a desk for a specific date and time, cancel reservations, check in and out, receive guidelines, and answer health and safety questionnaires.
Read more about features for your employees here.
Invitations (via dashboard and calendar), can register information in advance for faster check-in, custom fields, QR codes, photos, sign legal documents, contactless check-in, information available in 33+ languages, guest card printing, messages (email, SMS, Slack, Microsoft Teams).
Read more about guest features and settings here.
Create customized smart flows for employees and guests using a personalized setup with text, images, videos, and questionnaires (which adapt based on the answers provided).
SSO and user provisioning, Outlook add-in, access control systems (it is possible to open doors and call elevators with personal and time-limited user information), Wi-Fi (the guest can automatically receive a personal and time-limited login upon check-in).
Read more about integrations here.
iReception includes the following functions
There is no maximum number of guests
All employees can be registered as users.
Ability to register all of your employees as hosts.
Your employees can make all the desk bookings that are needed.
No maximum for the number of deliveries to the company.
Unlimited number of kiosks per location.
Companies with more than 500 visitors per month typically have more than one iPad in their reception.
Depending on your flows, a check-in can generate more than one message, for example a text reminder to the guest, a text reminder to the host, an alert to the monitoring lists, or a common message to everyone in the building in the event of an emergency.
Employee experience
Through the app, employees can book a desk for a specific date and time, cancel reservations, check in and out, receive guidelines, and respond to health and safety questionnaires.
A web-based version is also available.
The reception staff can manually check in employees using the dashboard.
Only employees who are registered at the workplace can make reservations and check in.
Workplace guidelines and other relevant information can be shared with your employees.
Your employees can book a desk.
Read more about desk booking here
Create a questionnaire that can be customized differently for employees and guests.
Deny access to employees or guests based on their responses to the questionnaire, temperature measurements, or if the maximum number of persons allowed in the building has been reached.
Compatible with multiple access control systems.
Read more about possible integrations with iReception here
Tailor the language used in your employee flow.
See who is expected on which days, and manage reservations.
Read more about desk booking here
Tailor your employee reservations to fit the company’s guidelines. For example, you can determine how many days in advance a reservation must be made, or when a questionnaire must be completed.
Employees can check in immediately via an iPad, GPS coordinates, an access control system, or a temperature scanner.
Allows for contacting everyone who has been in contact with a person within a specific timeframe.
Guest experience
Send invitations and reminders (email, text) to your guests about upcoming meetings, meeting location, date, time, visitor information, and QR codes.
View the latest instructions, sign legal documents, or complete questionnaires. The process may vary depending on whether check-in occurs at the kiosk or through pre-registration.
Save and autofill information for faster check-in next time.
Read more about the storage of personal information here
The guest uses their own smartphone for registration and check-in.
Guests can choose from over 50 languages. Standard translations are provided and can be edited.
Languages include: Arabic, Bulgarian, Chinese, Chinese (Taiwan), Croatian, Czech, Danish, Dutch, English, Estonian, Finnish, French, German, Greek, Hungarian, Italian, Japanese, Korean, Lithuanian, Latvian, Norwegian, Polish, Portuguese, Romanian, Russian, Slovak, Slovenian, Serbian, Spanish, Swedish, Thai, Turkish, and Ukrainian.
If guests do not have access to a smartphone, they can check in using the touchscreen.
Compatible with most systems that have RADIUS functionality.
Further details can be found in the section on Integrations.
Guests can receive customized information upon check-in, such as the host’s contact details, meeting location, or visitor information.
In a situation where a guest does not choose a host, a selected default recipient will be notified.
Validate vaccine certificates or test results, and configure access criteria based on guests’ COVID-19 status (that is, whether they have a valid vaccine certificate or test result).
Host experience
Select guests and invite them to the location. The guest will receive an invitation via email with a link to the pre-registration process.
Transfer Excel files (XLS), and invite groups of up to 300 people.
Hosts can utilize all dashboard functions as part of this integration. This includes meetings at approved locations, registering individual guests or groups, recurring guests, and submitting requests for approval.
Hosts can receive notifications about the guest’s check-in through their preferred channels, including SMS, email, Slack, and Microsoft Teams. Messages can include information collected during registration or at the entrance used by the guest.
Hosts can notify the reception of their status, for example, ‘I am on my way’ or ‘I am running late’.
Hosts and assistants are notified by default. Hosts can also add other back-up recipients as needed.
Hosts are notified if a guest is denied entry based on their responses in the pre-registration flow.
Hosts are notified when the guest checks out.
Assistant experience
Employees with user permissions can schedule meetings and send invitations to guests on behalf of the host.
Assistants can receive notifications through their preferred channels, including SMS, email, Slack, and Microsoft Teams. Notifications may include information collected during pre-registration or at the entrance used by the guest.
Through integration with software for meeting room management, e.g., Condeco, Smartspace Global, and Smartway 2.
Read more about integrations here
Desk Booking
Divide your workplace into rooms and assign a fixed desk capacity to each area.
Set capacity limits for your workplace as a whole and for individual areas.
Employees can book a desk in advance through the app.
Give the employees an overview of the workplace, and where they can book a desk.
Guests receive a confirmation of the reservation with a custom message.
Employees can see where their colleagues are seated when they make a booking.
Desk reservation works together with your surveys, guideline sharing, and other features.
To achieve additional security, employees’ names can be hidden from the reservation overview.
Meeting Room Booking
Make meeting room booking easier and more efficient with a specially customized kiosk at the meeting rooms. These screens can be used for booking or reserving the meeting rooms and will display whether the room is occupied or available in real time.
Today’s reservations and bookings will also be displayed.
The meeting room kiosk can be integrated with generic calendars, Outlook, or Google calendars.
Read more about integrations here
The kiosk has a simple and user-friendly interface that can be customized with your company’s branding, background image, and logo, etc.
Parking Permit
With a dedicated flow and kiosk, the system can handle parking permits quickly and securely, without any physical paperwork. Either contactless check-in via scanning a QR code (from pre-registration) or manually at a dedicated parking kiosk.
Once the guest or employee has received a parking permit, they will receive a receipt via email or SMS.
The system can be integrated with third-party systems, thereby ensuring compatibility with your existing parking solutions.
Read more about integrations here
Administrative staff can monitor and manage parking permits in real time.
Information screens for digital signage
Digital signage is used by many companies across industries, for everything from sharing information with employees within the company, to menu boards and marketing materials for customers via either indoor or outdoor screens and video walls.
Through our digital signage platform, today’s visiting guests can be displayed on information screens strategically placed within the company, to help hosts maintain an overview and facilitate communication.
The layout can be customized depending on the type of content, such as images or full-screen video, dynamic content (social media or web pages), or a combination of media via split-screen.
The media player is a solid-state device that can be connected to any screen via HDMI. The player downloads all media content locally, ensuring no downtime even if it loses network connectivity. Automatic updates are received via the cloud.
The content displayed on screens or video walls can be scheduled so that the content depends on the time of day or the date (e.g., Christmas-related content from December 1st).
The content on the information screens can be remotely managed via an intuitive web interface, making it possible to change the content on the screens in a short time.
This prevents hassle with cables and complex systems.
Security staff experience
The dashboard displays check-ins and check-outs of guests and employees, as well as information regarding hosts and deliveries.
The dashboard determines your company’s default language for visitors and user messages and is available in 8 languages:
Chinese, Dutch, English, French, German, Italian, Japanese, and Spanish.
Use settings to manage groups with, for example, commands to print all guest cards in advance or mark a group as checked in.
The dashboard allows you to notify multiple recipients, send reminders about uncollected deliveries, track delivery status, and notify employees about incoming deliveries in case the delivery has not been checked into the kiosk.
See the Deliveries section for more information.
Customize and filter columns to highlight important information.
Through the dashboard, one can edit or delete visits, change status, print guest cards, and take pictures.
Should other companies have access to the building (e.g. cleaning services or craftsmen)
Receive a personal QR code that provides access to the building, based on answers from the questionnaire, whether documentation is in order, and other user-defined criteria.
Grant access for a specific period of time or to a limited area.
Possibility to transfer and save documents and images directly on the dashboard.
Read more about the storage of personal information here.
Truck Delivery management
Truck deliveries can be pre-registered. The driver will receive an invitation with a QR code or PIN, and the truck’s license plate number can be sent to ANPR/LPR cameras for verification.
Once the driver is checked in and verified, barriers or doors will open automatically via integration with I/O or SMS relay.
Read more about integrations here.
The driver is verified using both ANPR/LPR camera reading of the truck’s license plate and a QR code or PIN sent to the driver during pre-registration.
Alternatively, the kiosk may include an ID card reader, allowing the driver to scan their driver’s license or another form of ID card instead of a QR code or PIN.
Read more about the storage of personal information here.
The driver may be presented with the workplace’s guidelines, or legal documents (e.g. NDA) that must be reviewed and signed before the driver can be verified and granted access.
This may also include maps of the delivery area, or any other image, video, or document.
Read more about the storage of personal information here.
Hardware with temperature control is recommended for kiosks that will be placed outdoors, to guarantee operational reliability.
The outdoor kiosk can be equipped with an intercom, camera, ID card reader, etc., and integrated with access systems via I/O or SMS relay.
Read more about integrations with iReception here.
Global functions
Copy all settings or specific settings from one location to one other or multiple locations.
Automatically prepare all users globally. Allocate users per location based on groupings from the address book.
Group locations (e.g. by region) and compile key data in global reports.
Monitor building capacity, peak load periods, and compliance with guidelines regarding pre-registration.
Advanced features regarding security
Customize the flow through different types of fields (e.g. list, text, date, yes/no question) and various settings (e.g. show/hide in kiosk/dashboard, save under the guest’s profile vs. reset at each visit, make mandatory).
Groups can be granted rights to approve or reject requests.
Can be configured so that unexpected guests cannot be handled via the kiosk, and are prompted to contact an employee to arrange a visit followed by registration and check-in.
Receive a warning when a guest matches a description on an internal watchlist. A standard matching algorithm triggers a notification (SMS, email, dashboard) if the guest’s information is identical to or resembles that on your watchlists.
Screen your guests for registration on updated third-party lists, such as trade lists and sanctions lists.
The guest arrives and is given the status “on-site” to indicate that they have not completed the check-in process, and this triggers additional security checks before the host is notified of their arrival and check-in.
The QR codes can be shared via invitation and reminder emails, can be stored on the mobile phone, printed on guest cards, and scanned at the kiosk in the reception.
QR codes are issued when a visitor completes pre-registration in accordance with established conditions, e.g., filling out a questionnaire or signing a document.
Guests can sign legal documents (NDA, security guidelines, privacy protection) at the kiosk, on their mobile phones at check-in, or through pre-registration. Guests may be asked to sign again after a certain period, and the documents can be stored in PDF format.
Read more about the storage of personal information here.
Specify custom documents for signature depending on the purpose.
Automatically upload signed agreements to: Box, Dropbox, Egnyte, Google Drive, or OneDrive.
Read more about the storage of personal information here.
Take pictures at the kiosk upon arrival or before arrival. Print the pictures on guest cards, and attach them to notifications to make identification easier.
Read more about the storage of personal data here.
Create customized smart flows for employees and guests using user-defined setups that can be populated with text, images, videos, surveys, and adapt based on the responses received. Can be used for pre-registration or during check-in via the kiosk.
Scan the guest’s name from their identification document and verify identity through facial recognition. This is done via self-service at the kiosk and without manual intervention.
Read more about the storage of personal data here.
Several security settings are available, including permission for temporary access, restricted access to the area based on the recorded data (e.g., answers to a questionnaire), and tracking guests’ movements, among others.
Read more about integrations here.
Contactless temperature scanner for measuring the temperature of arriving employees and guests. Check-in can be customized to be conditional on the person’s temperature.
Includes guests who did not show up, guests who forgot to check out, or hosts who have yet to be registered in the system.
Transfer data to Excel format (XLS).
Contains timestamps for all changes in logbooks, including who made the changes and when.
Available for employees and guests
Several available options for check-out via the kiosk, the dashboard, custom rules, localization, notifications to hosts, and through the access control system integration.
Employees, guests, and evacuation personnel have access to updated lists of persons present in the building.
Send an SMS or notification to everyone on site with a single command.
In the event of a lost connection, employees and guests are stored in the kiosk and are synchronized when the connection is restored.
Protection of Personal Data (GDPR, CCPA)
Use custom fields to present legal documents, confidentiality, and consent statements.
Delete browsing data either collectively or manually.
Automatically delete visit data after a certain period of time. This period can be specified per location.
Employees’ responses to, for example, the health questionnaire are not visible to other users. Only administrators with user privileges can see this data.
Phone numbers and email addresses of recurring guests are hidden. The dropdown menu showing recurring guests can be completely hidden.
Names of recurring guests and hosts can be hidden.
The employee and guest address book can be hidden from selected users.
Print of guest card
Print guest cards directly from the kiosk or the dashboard.
The system supports most printers (AirPrint and non-AirPrint) and settings such as black/white paper cards, color cards, plastic cards, or cards that expire after a certain period of time.
Enhance security with a wide range of customization options, such as custom fields, visitor or host information, company logo, card size, background colors, font, theme, text, images, personal photos, or pre-designed icons.
Specify your own conditions for when guest cards should not be issued.
Only display the necessary information based on the purpose of the visit, and remove what is not needed.
Package delivery
The supplier can notify the recipient of the package directly from the kiosk.
Use a short form to notify the recipient from the dashboard. You can also inform several employees at once in the case of multiple deliveries and add brief comments.
Logbook for the search and management of deliveries.
Send reminders to employees about deliveries that have yet to be collected.
Functions for setting up users and user permissions
Keep your employee lists up to date by automatically synchronizing with Active Directory or transferring manually.
Real-time synchronization of the user list from your library to your locations.
Assign different permissions to employees in your company. Determine which settings users have access to by creating and assigning them to specific groups. Each group can contain up to 25 permissions. Permissions can be configured for single or multiple locations worldwide.
Log in securely via your preferred integration.
Integrations
Access the API to be able to add your own integration.
Integrate your own systems.
Slack, MS Teams, Skype for Business and Webex.
Register your guests directly from any calendar.
Pre-register guests via our Outlook extension.
Save legal documents in OneDrive, Dropbox, Egnyte, Box, and Google Drive.
Read more about the storage of personal information here.
Synchronize your users with Azure AD, G Suite, LDAP, Okta, OneLogin, and SCIM.
Specify Single Sign-On through Azure AD, Microsoft AD FS, G Suite, Generic SAML, Okta, and OneLogin.
iReception collaborates with the following access systems: Brivo On Air/Access, CEM AC2000, Genea, Genetec, Lenel OnGuard, Nedap AEOS, Openpath, Paxton Net2, S2 Netbox, and C-Cure 9000.
All guests who check in are displayed in Salesforce as an event.
Automatically send personalized and time-limited Wi-Fi information to guests. Compatible with Aerohive, Aruba, Cisco ISE, Cisco WLC, Fortigate, Meraki, pfSense, and Ubiquiti.
Integrated with Visual Compliance and screens guests for registration on updated third-party lists, such as trade lists and sanctions lists.
Automatically create a visit when you book meeting rooms for guests.
Read more about booking meeting rooms here.
Support
An extensive online help center that contains detailed guides, ‘How to’ instructions, and frequently asked questions.
A learning platform with ‘How to’ videos to ensure that you get the most out of iReception.
A team of experts with fast customer service.