Tools that elevate your reception service

Make front desk work easier and more efficient by providing the right tools for managing visits and meetings.

The role of front desk services is to welcome guests and ensure an excellent visitor experience. However, organizing work and visits efficiently is challenging without the right tools, and this can easily impact the visitor experience as well. When the reception staff has full visibility into visits and visitor information, plus the ability to automate time-consuming routine tasks, productivity reaches a new level. This allows your team to focus on more critical assistant duties and, most importantly, on providing a warm welcome and smooth service.

Manage visitor traffic and organize work more effectively

Systam Visit visitor management equips your front desk with an easy-to-use browser-based tool that allows you to check in both individual guests and large groups with just a few clicks or by scanning a QR code. At the same time, the service prints visitor badges and sends an arrival notification to the host. When routines are handled automatically, work speeds up and your team can focus on what truly makes an impression – excellent service.

Visitor management

Manage visitor traffic and organize work more effectively

How it works with your front desk

Before the visit
1

The employee adds the meeting to their calendar.
2

The information is transferred to the visitor management service, where the front desk staff can see all the visit details in advance.
3

The visitor receives an automatic invitation with arrival instructions and a unique QR or PIN code.
During the visit
4

The front desk signs in the guest with one click. Self-service kiosks support the process during peak times.
5

Completing visitor information and registering new guests is easy in the browser-based tool.
6

The service prints a paper visitor badge and sends a mobile version to the visitor’s phone.
7

The host automatically receives an arrival notification.
After the visit
8

The guest checks out independently using their visitor badge, or the front desk can do it with one click.
9

Collect feedback using an automatic thank-you message.

Plan ahead easily when you know who’s coming

Our web-based tool provides the front desk with a clear view of who’s coming, when, and with whom they’re meeting. It keeps details accurate, avoids name mix-ups, and lets you record things like safety inductions or access card details. This view not only keeps you informed but also makes resourcing easier – staffing levels can be planned according to the expected number of visitors for each day.

Sign in even large visitor groups effortlessly

Systam Visit makes managing large visitor groups smooth and organized. Print visitor badges in advance in alphabetical order to avoid chaos when the group arrives. Sign-in takes just a few clicks, quickly and without unnecessary waiting.

Comprehensive Excel functions also allow, for example, importing event participant data directly in Excel format.

Sign in even large visitor groups effortlessly

Benefits that make front desk work easier

Streamline daily work

Simplify resourcing and organization with digital tools that automate tasks and save time.

Leverage data

See past and upcoming visits, manage them effortlessly, and improve operations based on accurate information.

Enhance security

Ensure visitor data is stored and managed securely in compliance with regulations, always knowing who is on-site.

Boost the visitor experience

Save time and effort so you can focus more on delivering personal and first-class service.

Report and make data-driven decisions

Systam Visit offers a comprehensive data view that enables the tracking of changes in visitor numbers and the improvement of operations for both the team and the entire property. When decisions are based on accurate data, making them becomes easier. Information can be viewed directly in the browser or downloaded as comprehensive reports. The same broad view is available whether or not you use self-service kiosks.

Online tools and analytics

Act quickly in emergencies

In crisis situations, the front desk plays a central role. Our service provides a real-time evacuation view of everyone on the premises, allowing you to send emergency alerts to both staff and visitors on-site with just a few clicks. This ensures everyone knows what to do, where to go, and keeps the situation under control from start to finish.

Safety and security

Offer the option of self-service

Our unique, Finnish-made self-service kiosks provide valuable support during peak times or when staff are not present at the reception, such as during rounds. Visitors can sign in independently with the kiosks, receive their visitor badge, and get instructions on how to reach the meeting room.

Self-service kiosks

Show that you care about visitors’ privacy

Systam Visit ensures that all visitor data is stored in compliance with GDPR and other requirements. The service is produced in Finland at an ISO-certified service center and undergoes regular independent security audits. As a customer, you and your front desk staff can manage the data stored in the service and its retention periods.

Data security