Visitor Management
Your visitor sign-in is a GDPR breach waiting to happen.
Joan replaces paper logs and throwaway badge stickers with a digital visitor experience, and the only reusable ePaper badge on the market.
0
in 10visitors can read previous visitors’ data on paper sign-in sheets
GDPR third-party data disclosure
0
daysof staff time consumed by manual visitor management per year
Recoverable with Joan
0
k+single-use thermal badges discarded per year
Eliminated by ePaper
simplify your workday
Before & After
Before Joan
Paper log anyone can read.
Your receptionist turns the sign-in sheet face-down when the next visitor approaches. The data is already exposed.
Thermal badge printed and binned.
The printer jams on a busy morning. The backup plan is a handwritten sticker and a Sharpie.
No reliable evacuation list.
“How many people are currently in the building?” Nobody can answer that in under five minutes.
With Joan
GDPR-compliant digital log.
Every visitor entry is private by design. No one sees anyone else’s details. Ever.
Reusable ePaper badge.
One ePaper badge. Reused thousands of times. No printer, no labels, no morning drama.
Real-time muster list.
Fire marshal pulls a live muster list in one tap. Accurate to the minute, from any device.
How Joan visitor management works
From invitation to sign-out, Joan manages the entire visitor journey: digitally, compliantly, and with a badge your organisation can be proud of.
1. Invite and pre-register
Send a personalised invite. Visitors fill details, sign NDAs, and get a QR code before they arrive.
2. Arrive, scan, badge up
QR scan at the kiosk. Host notified instantly. ePaper badge ready on arrival. Check-in under 30 seconds.
3. Sign out, stay covered
Full audit trail, real-time evacuation list. Data retained or deleted per your policy.
Every step of the visitor experience, handled.
Hosts pre-assign a desk and meeting room as part of the visitor invitation. When the guest arrives, their workspace is already booked. No last-minute searching, no awkward waiting at reception.
From first invite to final sign-out — every step handled.
Invited with QR code
Visitors receive a pre-registration link and QR code before arriving.
Digital NDA and document signing
Legal documents presented and signed digitally at pre-registration.
Self check-in in under 30 seconds
QR scan at the kiosk. No paperwork, no waiting, no queue.
Reusable ePaper badge
Shows visitor photo, visitor contact details, and arrival time. No consumables, no printer.
Instant arrival notification
Email or SMS alert the moment your visitor scans in.
Pre-assign room and desk
Reserve a desk and meeting room for your visitor before they arrive.
GDPR-compliant visitor log
Private, searchable, auditable record of every visit.
Real-time fire evacuation list
One-click muster report shows everyone currently signed in.
Configurable data retention
Set how long visitor data is stored. Auto-deleted after your chosen period.
Visit analytics
Visitor counts by day and week, ad-hoc vs invited split, visits by host, and visitor frequency.
epaper badge
The badge your guests remember.
Every other system gives your guest a thermal sticker. Joan gives them an ePaper badge.
- Reusable thousands of times. No consumables, no printer.
- Shows visitor photo, visitor contact details, and arrival time.
- Host details are included in the visitor’s invitation and welcome email, not on the printed badge.
- Remote invalidation — clear a badge the instant access ends.
- No BPA — safe for front-desk staff.
- Always-on e-ink display — crystal clear in any lighting.
COMPLIANCE AND SECURITY
Your visitors are your compliance audit. Joan makes it airtight.
Visitor management is regulated in almost every industry: GDPR, ISO 27001, fire safety, HIPAA. Joan meets these requirements by design.
| Number of visitors | Total guests checked in over any period |
| Average number of daily visitors | |
| Number of invites sent | |
| Number of ad-hoc visitors | Unscheduled, walk-in guest traffic |
| Weekly visitor count | |
| Visits by host | |
| Visitor frequency | |
| Full visit log | Searchable and filterable in the MyJoan dashboard |
| CSV export for custom reporting | Calculate visit durations, arrival windows, or any metric your team needs |
ANALYTICS
Know who’s in your building. Always.
Joan gives you a live view of everyone on-site, a full searchable visit history, and the metrics that matter for compliance and capacity planning.
From first invite to final sign-out — every step handled.
VISITOR MANAGEMENT SUBSCRIPTION
Activate the solution with a subscription
Pay only for the employees who have a Joan account and use visitor management.
Joan connects visitor management with rooms, desks, and signage. One platform.
Joan visitor management is part of a complete workplace platform. Everything managed from MyJoan Portal.
Visitor management
Sign in guests, notify hosts automatically, and keep an accurate visitor record
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Trusted by companies all around the world
The Joan team have been some of the most helpful, friendly and professional people I have ever had the pleasure of working with. No matter what needs to be done, there’s always someone ready with a solution. The focus on sustainability with Joan’s product lines is a great initiative that I think more companies should adopt. I especially enjoy the slick design and the simplicity in everyday use.
Joan has been a great partner for National Source AV Inc., offering one of the most complete workplace management portfolios on the market. From room booking, desk booking, visitor management, parking and asset reservations to workplace digital signage and their unique, industry-leading ePaper displays and e-badges, Joan provides our reseller and integrator partners with a simple, reliable, and sustainable way to address the evolving needs of hybrid workplaces.
Housing: Thuisvester
Thirteen meeting rooms. And a building full of colleagues who couldn’t agree on who had booked what. Here’s how Thuisvester fixed it with Joan.
Healthcare: University Children’s Hospital Zurich
An open-plan hospital where doctors hot-desk and rooms are booked on the fly. It sounds unconventional — because it is. Here’s how University Children’s Hospital Zurich pulled it off with Joan.
Wine E-commerce Retail: Vino.com
Vino.com ships millions of wine bottles across Europe. Their leadership needed a business overview at a glance — no logins, no tab switching, no extra screens. So they turned Joan 13 display into a live calendar + KPI dashboard.
4.5 out of 5 on G2 · 248 reviews
Happy users worldwide share their satisfaction with Joan solutions and devices every day. And here’s the proof.
The only room booking tablet an idiot like me could implement
Great Tool for Desk and Workplace Management
Makes people happy
What changes when every visitor is accounted for.
30 min → 30 sec
Pre-registration collapses a 6-minute manual check-in to a QR scan. 100 visitors/month: 10 hours of lobby time back every week.
Zero waste badges
One ePaper badge replaces thousands of thermal stickers over its lifetime. No printer. No consumables. No BPA. No landfill.
No manual entry
The visitor’s details are already in the system when they walk in. Smooth check-in with just one tap. No typing, no filing, no errors.
Digitize check-ins
Connect Joan Visitor Management to devices that digitize your registration
Frequently asked questions
What is a visitor management system?
A visitor management system replaces paper sign-in sheets with digital check-in. It captures visitor details with consent, notifies the host, issues a badge, and logs entries for compliance audits. Joan adds reusable ePaper badges with photo ID and remote invalidation.
What makes the visitor experience better with Joan Visitor management system?
Guests can pre-register before they arrive, check in quickly with a QR code, and feel immediately welcomed. It’s a fast, modern experience that reflects well on your company.
Why do companies use visitor management software?
Companies use visitor management software to improve security, speed up check-ins, ensure compliance with privacy laws, and create a more professional, welcoming experience for guests.
Is visitor management software GDPR compliant?
Paper logs expose previous visitors’ data to every new arrival, a GDPR violation affecting 6 in 10 front desks. Joan Visitor management is GDPR compliant – it captures visitor data with explicit consent, stores it securely, and deletes it after a configurable retention period.
Can Joan Visitor management software help with compliance?
Yes. Joan Visitor management software supports GDPR, CCPA, and other privacy laws by securely storing visitor data, managing consent, and enabling document signing (like NDAs) during check-in.
Can visitors sign NDAs or legal documents at check-in?
Yes. Joan can present any document — NDA, health and safety declaration, confidentiality agreement — as part of check-in. Each is timestamped, linked to the visitor record, and stored automatically.
How does pre-registration speed up check-in?
Pre-registration moves data entry to the visitor’s own device before arrival. Check-in takes seconds: record already in system, ePaper badge ready, host auto-notified.
What happens during a fire evacuation?
Joan maintains a real-time list of everyone signed in. Fire marshals access a live muster report from any device: an accurate headcount, instantly available.
Can the host field be removed or customised on the visitor check-in screen?
Yes. The check-in screen fields are configurable by admins. You can make fields required or optional, reorder them, or remove them to match your reception process.
Does Joan integrate with our access control system?
Joan integrates with Google Workspace, Microsoft 365, Azure AD, Okta, Slack, and Teams. For access control integrations, contact us to discuss your specific system.
Where can I find visitor management analytics?
Visitor analytics are in the Joan portal under the Visitor management module. You can see total visitor count, average daily visitors, invites sent, ad-hoc visitor count, weekly visitor count, visits by host, and visitor frequency. A full visit log is searchable in the dashboard and exportable as CSV — use this to calculate custom metrics like arrival windows or visit durations.
How does a digital visitor management system improve workplace security?
Is Joan Visitor management system worth it for small or mid-sized businesses?
Absolutely. Even small teams benefit from better visibility, improved guest experience, and time saved on manual tasks, without the need for complex setups.
What is an ePaper visitor badge?
A reusable electronic badge showing visitor photo and visitor contact details. Remotely invalidatable, reusable thousands of times, and zero waste.
How does the ePaper visitor badge work?
The ePaper badge updates at check-in, showing the visitor’s photo and contact details. On sign-out, badge data clears automatically. No printer, no labels, no waste. Host details are included in the visitor’s invitation email, not on the printed badge.
How does a digital visitor badge prevent tailgating?
Joan ePaper badges display photo ID and visitor name, making impersonation immediately visible. The badge shows who the visitor is and when their access expires.
Can I integrate Joan Visitor management software with my existing tools?
Joan connects with popular tools like Google Calendar, Outlook, Active Directory, and SSO solutions, so everything stays in sync.
Can I book meeting rooms or desks for visitors through Joan Visitor management system?
Yes. With Joan, you can reserve rooms or desks for your guests in advance, so everything’s ready when they walk in. It’s one more way Joan helps you create a seamless workplace experience.
Is there a free trial?
Yes. 30 days, no credit card required. Connect your calendar, configure compliance settings, and test ePaper badge management before committing.
