Visitor Management System

Create a seamless
process for visitors and staff experience

A Qmatic visitor management system is designed to give you the tools to manage more effectively how you serve your customers – both online and onsite – helping you create a more efficient process and safer environment for staff and visitors. With our solutions, you can limit the number of visitors in the building and ensure that they move seamlessly throughout their entire journey.

Minimize wait times and crowding

Let visitors schedule appointments online, so when they arrive, they can bypass unnecessary waiting times and ensure waiting areas remain uncrowded
Enable self-service check-in with kiosks, or with a smartphone by following the link in the SMS/email reminder or scanning a QR code placed at the entrance
Allow visitors to wait remotely and follow the real-time progress on their smartphone with Mobile Ticket

Reduce staff workload and increase efficiency

Automate the appointment booking administration – from sending out booking confirmation and notifications to staff and room assignment
Segment visitors upon booking or arrival
Allow staff to prepare in advance with access to appointment data, visitors details, and their requirements
Enable self check-in for visitors when they arrive
Get demand forecast to anticipate peak periods, distribute workload evenly throughout the day/week, and plan resource distribution in advance

Keep visitors informed throughout the journey

Send automated booking confirmation, appointment reminders, and other updates via SMS or email
Help visitors navigate the premises with digital signage in the lobby
Keep waiting visitors updated with live-updates through Mobile Ticket and digital signage

Leverage data to improve services and efficiency

Get an overview of your branch performance, analytics, and reports to make data-driven decisions. Qmatic Business Intelligence tools gives you insights on:

The number of visitors, average waiting time, and average service time
Appointment data, including show rates, the number of booked vs walk-in visits, and arrival statistics (the numbers of early, on-time, and late arrivals)
Time/date trends, including demand forecast so you can plan your resources in advance and distribute workload evenly by regulating appointment slots
Staff benchmark and performance, measured against KPIs and SLA

How does a visitor management system work?

Step 1

Appointment booking

Visitors book an appointment online and choose a specific service with a particular staff member. They then receive an automatic confirmation and reminder for their visit, with a check-in link for the appointment.

Option for a virtual meeting is also available.

Step 2

Self Check-in

Upon arrival, visitors can self-check-in on their mobile devices or via a kiosk and remain updated while waiting.

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Step 3

Staff notification

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Step 4

Service

Staff greet and serve customers (can be done on-site or virtually, depending on the appointment).

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Step 5

Customer Feedback

Visitors will receive a link for feedback after the meeting. You will get their input, along with other data collected from every touchpoint in the journey, for insights and analysis.

Key Features

All the tools you need to create seamless customer journeys.

Visitor booking system

Give visitors the option to book, reschedule, or cancel their visits to reduces wait times and no-shows, and create a better and safer customer experience.

Visitor sign-in system

Allow customers to check in via self-service kiosks, or with their smartphone by following the link in the appointment reminder or scanning a QR code.

Virtual queuing

Allow visitors to wait anywhere while following the real-live progress on their phone Mobile Ticket.

Digital signage

Help visitors navigate their way on-premises and keep them informed throughout the visit with updates and information through digital signage.

Virtual meeting for remote services

Qmatic’s visitor management system allows visitors to arrange a virtual meeting when they are unable to make it to the office in person.

Analytics and reports

Qmatic's Business Intelligence tools allows you to have a real-time overview of your operations, get insights into staff performance, and identify parts of the process which could be improved.

Messaging Services

Keep visitors informed before, during, and after their visit with automated notifications. Help them prepare for their visit by sending relevant information and updates via SMS or email.

Staff apps

Enable your staff to be mobile with employee apps, making it easy for them to use a smartphone or tablet to be both a counter and a sign for calling visitors.

Visitor management system

Create a seamless process for visitors and staff experience