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visitor management

Streamline your visitor flow and impress from the start

No more manual workload. Automate your visitor flow and welcome visitors with ease. Streamline the entire process from invitation to check-in for a smooth experience while maintaining required security compliance.

visitor management benefits

Transform your visitor check-in process

Stay compliant, effortlessly
Elevated security for your peace of mind
Eliminated manual work
Fire safety made simple

Outstanding quality

Joan solutions are the preferred choice of satisfied users around the world.


features overview

Make every visit a breeze

Host
Admin
Visitor

Host

Admin

Visitor

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CONNECTED SOLUTIONS

Invite visitors upon booking a meeting room

When booking a room with Joan, you can seamlessly invite visitors in the same step. Simply add their email address, and they’ll receive all the meeting details and instructions automatically.

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INFORMED DECISION

Manage your office based on data

Your workspace should adapt to your needs. Gain insights through available data and create a flexible, data-driven office environment.

Our standards compliance

ISO 27001

GDPR

NIS2

Find the perfect plan for your needs. Explore our pricing options today!

What our customers are saying

4.8
11 reviews
Anonymous
Mid-Market(51-1000 emp.)

“If you’re thinking about purchasing Joan… do it!”

Feb 28, 2024

Joan initially stood out to us because of the sleek look and minimalist branding, big fan.

TRY FOR FREE

Simplify your visitor process starting from today

Take the first step towards a streamlined visitor management system. Sign up for a free one-month trial with Joan and enjoy a flawless, automated experience from pre-registration to check-in.

Frequently Asked Questions
What is a visitor management system?

A visitor management system (VMS) is a software solution that streamlines the process of registering, tracking, and managing visitors to your facility. 

In simpler terms, it’s a digital tool that replaces the old paper sign-in sheets and helps you keep track of who is in your building. Visitor management systems can enhance security, improve the visitor experience, and streamline reception tasks.

When to use a visitor management system?

A visitor management system (VMS) is a valuable tool for any organization that regularly receives visitors. Here are some key situations where a VMS can be particularly beneficial:

  • High volume of visitors: If your business gets a lot of foot traffic, from clients and vendors to delivery personnel and job candidates, a VMS can automate the sign-in process, saving time for both reception staff and visitors.
  • Security concerns: A VMS can enhance security by requiring pre-registration for visitors, tracking their whereabouts on-site, and ensuring they only have access to authorized areas.
  • Compliance needs: For organizations in regulated industries, a VMS can help ensure compliance with visitor management protocols.
  • Improving the visitor experience: VMS can create a more professional and welcoming first impression for visitors by offering a streamlined sign-in process and providing them with information about your facilities.
How to manage office visitors?

Here are two ways to manage office visitors, depending on your needs:

  • For a streamlined and secure solution, consider using a visitor management system (VMS) like Joan.  VMS software automates the sign-in process, tracks visitors throughout your office, and ensures they only have access to authorized areas. Joan’s visitor management system goes a step further by integrating with calendar tools, allowing you to pre-register visitors and automatically notifying your host of their arrival.  This creates a smooth experience for both your team and your guests.
  • If you have a lower visitor volume and a smaller office, a simpler approach might be sufficient. You could create a paper sign-in sheet for visitors to log their name, company, and host. However, this method can be time-consuming to manage and doesn’t offer the security benefits of a VMS.
How to create a visitor management system?

There are two main approaches to creating a visitor management system (VMS): developing your own custom system or using a pre-built software solution like Joan.

  • Developing a custom visitor management system requires significant technical expertise and resources. You’ll need to design the software, build the user interface, integrate with other systems, and ensure data security. This is a time-consuming and expensive option, best suited for large organizations with specific needs not met by existing solutions.
  • For most businesses, a pre-built visitor management system is the most efficient and cost-effective solution. Platforms like Joan offer a user-friendly interface for both receptionists and visitors, streamline the sign-in process, and provide valuable features like pre-registration, badge printing, and visitor tracking. Joan’s VMS is easy to set up and integrates seamlessly with existing tools, making visitor management a breeze.
How does a visitor management system like Joan work in an office?

A visitor management system (VMS) like Joan transforms how visitors are received in your office. Here’s the process:

  • Pre-registration (optional): Joan allows you to set up pre-registration for expected visitors. This saves them time upon arrival and streamlines the sign-in process.
  • Self-service kiosk or app: Upon arrival, visitors use a sleek Joan kiosk or a mobile app to sign in. They enter their information, answer any required screening questions, and might even capture a photo for identification.
  • Automated notifications: The system instantly notifies the visitor’s host of their arrival, often through email or integrated chat applications. Your team can then greet their guest promptly.
  • Badge printing (optional): Joan can print a professional visitor badge displaying the visitor’s name, photo, and company affiliation. This adds a layer of security and professionalism.
Why is it important to use a visitor management system?

A visitor management system (VMS) offers several key benefits that can significantly improve your office environment. Here’s why it’s important:

  • Enhanced security: A VMS strengthens security by pre-registering visitors, tracking their location, and restricting access to unauthorized areas. This can deter unwanted guests and ensure the safety of your employees and sensitive information.
  • Streamlined processes: VMS automates the sign-in process, saving time for both reception staff and visitors. No more manual paperwork or long wait times.
  • Improved compliance: For organizations in regulated industries, a VMS can help ensure adherence to visitor management protocols.
  • Positive first impression: A VMS creates a professional and efficient experience for visitors. They can quickly sign in and feel welcomed, reflecting well on your organization.
  • Data and insights: VMS can provide valuable data on visitor traffic patterns, which can be used to improve office space utilization and reception staffing.
What is the impact of having a visitor management system?

Having a visitor management system (VMS) can have a significant positive impact on your organization in several ways:

  • Security: A VMS bolsters security by requiring pre-registration, tracking visitors on-site, and potentially limiting access to specific areas. This deters unauthorized entry and safeguards your employees, property, and confidential information.
  • Efficiency: VMS streamlines the visitor sign-in process through automation. Visitors can self-register using kiosks or apps, eliminating paper forms and long wait times for both them and reception staff.
  • Compliance: For businesses in regulated industries, a VMS helps ensure adherence to visitor management protocols. This can be crucial for maintaining compliance and avoiding potential fines.
  • Improved Experience: VMS creates a more professional and welcoming first impression for visitors. The streamlined sign-in process and clear information about the facility enhance their experience.
  • Data & Insights: VMS provides valuable data on visitor traffic patterns. This information can be used to optimize office space utilization, adjust reception staffing levels, and identify areas for improvement.
What does visitor management system cost?

Visitor management system (VMS) pricing can vary depending on the specific features offered, the number of users and locations, and the chosen plan. 

Joan visitor management system for instance offer professional plans around €99 per location, per month (excluding tax) if paid annually. This price point typically includes core features like self-service sign-in kiosks or mobile apps, pre-registration options, visitor tracking, reporting and other. 

If you’d like help choosing the right solution for your organization, feel free to contact us!