Visitor Management System

Visitors can check-in using ALICE Receptionist as soon as they arrive, or pre-check-in using a PC or mobile device. Once checked in, a visitor badge is printed and instant notifications are sent to employees to alert them of the visitor’s arrival. Key Visitor Management System features include:

Guest Scheduling • Self Check-in • Health Screening • Fast Track Check-in
• Verification • Notification • Induction • Badges • Visitor Surveys

Guest Scheduling

ALICE Receptionist offers a number of options for pre-scheduling guests and groups of visitors for faster check-in when they arrive at your building.

Scheduling a guest
To schedule a guest, simply send a calendar invite from MS Outlook or Google Calendar and .cc the ALICE Receptionist email account. You can also upload an entire list of guests using the .csv import feature. When using the .csv import, groups can also be defined in order to enable a group check-in once they arrive.

Guest Confirmation
ALICE sends email confirmations to your guests along with a unique code they can use to pre-fill their personal information before they sign-in.

Previsit Check-In
Visitors can review materials ahead of their visit using the pre-check-in. From a browser on their PC or mobile device, they can verify their personal information, sign documents, answer survey questions, watch induction videos, review office policies, and more.

GuestList Import
Import a bulk list of guests for check-in at a future date. You can also specify which guest belongs to a group to enable group check-in. Guests who are scheduled can also have their temperature checked. If they have an elevated body temperature, they will be informed they cannot complete the visitor check-in process and will be asked to reschedule with their host.

Health Questionnaires
ALICE can present a list of health and wellness questions to the visitors during the visitor sign-in process. If a user is flagged based off a response, they’ll be prevented from check-in through the self-service kiosk and asked to reschedule with their host.

Visitor Self-Check In

Guests who do not have a scheduled appointment can use the onscreen keyboard or scan a drivers license to complete the registration process.

Guest Information
ALICE collects information including Name, Organization and Contact number for each guest.

ID Scanning
ALICE can scan guest drivers licenses to collect and verify the identity of the guest.

CUSTOM FIELDS
ALICE allows companies to define custom fields to collect information from guests as part of the check-in process. Fields such as Citizenship, Email Address, and Phone Number are a few common examples.

Visitor Badges
ALICE prints self-adhesive visitors badges for each guest.

Reports
ALICE provides on-demand reporting on guest activity data.

Health & Wellness Screening

Our automated temperature checks and face mask verification features help companies implement COVID-19 related guest check-in and visitor registration processes.

Face Mask Verification
ALICE will verify that visitors are wearing a face mask during the check-in processes. If they are not wearing a face mask, ALICE will inform them one is required to enter the building.

Temperature Check
With Temperature Check, ALICE utilizes its thermal camera to scan the visitors and determine their body temperature. If the temperature exceeds the configurable acceptable temperature range, they will be informed they can not complete the check-in process due to an elevated body temperature.

Health Questionnaires
ALICE can present a list of health and wellness questions to the visitors during the check-in process.

Fast Track Check-In

Faster check-in for Registered Visitors, Return Guests, Scheduled Guests and Groups.

Registered Visitors
Registered visitors can Fast Track check-in by simply scanning a QR code or typing in their visitor code that was provided from the ALICE system.

Group Check-In
Groups who are checking in together can have one individual check in the entire group using a single code.

Scheduled Guests
Guests who have been pre-scheduled can Fast Track check-in using the appointment code generated by ALICE and delivered to them via email before their visit.

Pre Check-In Guests
Pre-scheduled guests can review materials before their visit using their PC or mobile device.

Guest Photo
ALICE can collect a photo of the guest as they check in. The guest’s photo is included on the visitor badge when printed.

Visitor Verification

Verify guests and visitors and alert designated employees when guests are matched against screening databases during check-in.

ID Scanning
With the ID Scanning feature, ALICE is able to scan a guest’s government ID (Driver’s license). ALICE can validate the ID and use the information collected to fill in the check-in form.

Visitor Screening
With the Visitor Screening features, ALICE can screen visitors against the US Consolidated or Private screening list and prevent flagged guests from completing a self-check-in. The system will alert a designated employee that a visitor was found on the screening list.

Employee Notifications

ALICE notifies employees when visitors arrive, check-in or use the employee directory to call employees.

Text/Email/Slack Notifications
When guests check-in, ALICE notifies employees by either a mobile text message, email, or Slack notification.

Live Video/Audio Call Notifications
When visitors use the Employee Directory, they can call an employee directly. Employees can receive video calls on their PC, or a phone call to their desk or mobile phone.

Induction Documents

Verify guests and visitors against screening databases during check-in while alerting designated employees.

Documents
Induction documents can be any PDF form that your organization may need visitors to review during the check-in process. If desired, a signature can be required.

Videos
Induction videos are useful for organizations who need to present safety information or other types of video content before visitors are allowed in the building.

Check-in Surveys
Custom check-in surveys can be created, with certain answers flagging individuals and alerting staff.

Acknowledgment valid till
Both induction documents and videos can be assigned a period for which the visitor’s acknowledgment is valid. If set, ALICE will not present the induction document or video to the returning visitor again until the valid date has expired. Acknowledgment valid periods can be set for weeks, months, and years.

Visitor Badges

Visitor Badges are printed for each successful visitor check-in.

Visitor Badges
When a guests completes the check in process, ALICE will print a visitor badge with adhesive backing. The visitor badge can include information such as:

Photo
Name
Organization
Host Name
Health Check Verification
Checked-In Date & Time
US Citizen Status

Frequently Asked Questions about Visitor Management Systems

Why is visitor management important?

Visitor management is essential for organizations looking to promote safety, security, and compliance. By requiring visitors to sign in and tracking their movements while on premises with real-time location monitoring, companies can ensure the well-being of both guests and employees alike – all while meeting legal documentation guidelines as required by law.

Visitor management helps organizations make informed decisions and create a hospitable atmosphere. Through data collection and analysis, businesses are able to gain deeper insights into visitor traffic activities while providing their guests with an efficient check-in process that ensures they have a positive experience from start to finish.

What information is collected in a visitor management system?

Visitor management systems typically collect important pieces of information including the visitor’s name, company name, the reason for their visiting, a photo ID, and a signature. Our visitor management software can be programmed to request additional information from guests such as their email and citizenship.

How is a visitor’s identity verified in a visitor management system?

Visitor identity can be verified using a government-issued photo ID such as a driver’s license or passport. Some systems may also use biometric ID verification such as fingerprints or facial recognition.

Can visitor management systems integrate with other systems?

Yes, many visitor management systems can be integrated with other systems such as access control or security cameras.

How long is visitor information stored?

The length of time visitor information is stored depends on the specific system and the regulations in the organization’s industry or location. Some systems may store information for a few days, while others may store it for years.

Can visitor management systems be used remotely?

Yes. Visitor management systems have evolved to provide greater flexibility and convenience. With cloud-based software and systems, organizations can access their visitor system from any device with an internet connection, allowing for easy remote check-in and efficient control of visitors.