In today’s fast-moving business world, first impressions and security standards matter more than ever. From busy headquarters to multi-site enterprises, the way you welcome, verify, and track visitors says a lot about your organisation’s professionalism. Traditional sign-in books and manual check-ins no longer meet the demands of modern offices — they’re slow, error-prone, and offer little in terms of compliance or real-time oversight.
Enter DigiGreet — the smart, digital visitor management system that modernises how offices handle guests, staff, and contractors. Designed to make workplaces safer, more efficient, and more welcoming, DigiGreet goes far beyond a basic sign-in tool. It helps organisations streamline operations, strengthen access control, and elevate visitor experience — all from one simple, cloud-based platform.
The Evolution of Visitor Management
Visitor management used to mean a logbook and a pen at the reception desk. But in a digital age of data protection, hybrid work, and heightened security risks, that approach is outdated and potentially risky.
A visitor management system (VMS) like DigiGreet transforms the process by digitising every step of the visitor journey — from pre-registration and check-in to access control, notifications, and analytics. The result? No queues, no lost information, and full visibility of who’s on-site at any given time.
Industry reports show that a large majority of organisations are moving to digital visitor management systems to improve compliance and operational control. For example, a 2020 survey by Traction Guest found that 92% of respondents said their VMS created a safer environment.
Enhanced Security Starts at the Front Door
Every office has one thing in common — the need to know who’s entering the premises. With DigiGreet, visitor management becomes your first line of defence against unauthorised access.
Visitors, contractors, and temporary staff can sign in digitally through self-service kiosks, tablets, or reception screens. Each entry is logged securely, complete with name, photo, host, and purpose of visit. Once signed in, the visitor can automatically receive a printed badge showing key details, improving visibility across the site.
Integration with
Paxton Access Control ensures that visitor badges or temporary cards can also serve as access credentials — meaning only authorised individuals can enter specific areas. This is ideal for multi-zone buildings, shared workspaces, or secure corporate facilities.
By combining visitor verification and access control, DigiGreet provides offices with a seamless security layer — no gaps, no manual oversight needed. Ensuring visitor data is managed securely is a key compliance priority for every organisation. According to
GOV.UK’s data protection guidance, businesses must handle personal information responsibly — something DigiGreet supports through GDPR-compliant visitor registration and digital record-keeping.
The
Information Commissioner’s Office outlines strict guidelines for processing personal data. DigiGreet aligns with these principles by securely storing visitor information and ensuring full transparency for compliance reporting.
A Smarter Way to Welcome Guests
In many businesses, the reception area doubles as a brand touchpoint. A slow sign-in experience or an unattended desk can instantly create the wrong impression. DigiGreet ensures every arrival feels smooth, professional, and on-brand.
The customisable welcome screen allows companies to display their logo, welcome message, and health and safety reminders. Visitors can check in within seconds — and the host is instantly notified via email or SMS that their guest has arrived.
For unmanned receptions or hybrid offices where staff rotate, DigiGreet’s “Call Me” button feature allows guests to instantly contact their host directly from the kiosk. Primary and backup numbers ensure someone always answers. This eliminates awkward waiting and ensures a warm, efficient welcome even when the reception isn’t staffed. Every visitor feels acknowledged, and every interaction reinforces the company’s professionalism.
Pre-Registration: The Secret to Smooth Visits
In the corporate world, time is money, and visitor management is no exception. A bustling office can have dozens of clients, suppliers, and contractors arriving throughout the day. When handled manually, this process can quickly turn chaotic — leading to long queues, missed notifications, and unnecessary admin work. DigiGreet solves this with its seamless pre-registration feature, designed to keep visitor flow efficient from start to finish.
With pre-registration, hosts can invite guests in advance through a secure link. Visitors can then enter their personal details, upload any required documents such as NDAs or permits, and review the company’s health and safety policies before even stepping foot on-site. When they arrive, check-in takes seconds — they simply scan a QR code or type their name into the tablet, and the system does the rest.
This digital-first approach doesn’t just make things faster; it makes them smarter. Every record is logged automatically, stored securely, and managed in full compliance with GDPR regulations. Unlike paper sign-in sheets, there’s no risk of misplaced data, no privacy concerns, and no manual errors. It’s the kind of efficiency and professionalism that makes a lasting impression on visitors while freeing up reception teams to focus on people, not paperwork.
With DigiGreet, pre-registration isn’t just a convenience — it’s a hallmark of a modern, well-run office.
Real-Time Tracking and Analytics
Visibility is the cornerstone of effective office security, and DigiGreet provides exactly that through its powerful real-time tracking and analytics dashboard. As soon as a visitor checks in, administrators gain instant visibility over who is in the building, who they are visiting, and how long they’ve been there.
The live dashboard updates continuously across all sites, meaning facility managers or security staff can monitor every visitor, contractor, or employee from a single interface — even across multiple offices or entry points. This feature becomes invaluable during critical moments such as evacuations or security alerts, where knowing who’s on-site in real time can make all the difference.
Beyond safety, the analytics tools turn visitor data into actionable insights. Managers can review peak visiting hours, average stay durations, and repeat guest frequency, all of which help optimise staffing levels and improve building management. Over time, these insights reveal patterns that help companies fine-tune their operations and anticipate visitor needs.
DigiGreet’s data-driven approach goes beyond check-ins — it turns visitor management into a strategic advantage.
Automatic Sign-Out for Safety and Compliance
One of the simplest yet most overlooked aspects of visitor management is ensuring guests actually sign out when they leave. Forgetting to do so can lead to inaccurate records, compliance gaps, and serious safety issues during emergencies. DigiGreet solves this challenge with intelligent automatic sign-out functionality that keeps your records accurate and your premises secure.
The system allows administrators to define sign-out rules that suit their business needs. If a visitor remains signed in after hours or exceeds their scheduled visit duration, DigiGreet automatically signs them out or sends an alert to relevant staff. This ensures that attendance lists are always up-to-date and that no one is mistakenly recorded as being on-site when they’ve already left.
For organisations with multiple contractors or hybrid teams, this feature is invaluable. It not only enhances accountability but also supports legal compliance and fire safety regulations by providing an accurate, real-time headcount of everyone on the premises. In essence, DigiGreet’s automatic sign-out removes the human error from visitor tracking — creating a safer, more reliable workplace.
Fire Drill and Emergency Readiness
No organisation wants to experience an emergency, but every responsible one must be prepared for it. DigiGreet takes emergency management to the next level with its fire drill and evacuation readiness tools, ensuring everyone on-site can be accounted for swiftly and accurately.
When a fire alarm sounds or an evacuation is triggered, DigiGreet provides instant access to a live digital roll call accessible from any mobile device, tablet, or laptop. Marshals can see exactly who is signed in, where they were last recorded, and whether anyone has been marked as safe or still missing. This real-time visibility eliminates the confusion and delay that often comes with paper-based lists or manual headcounts.
After the event, DigiGreet automatically logs the drill or incident for review. Safety officers can analyse the report, identify response gaps, and demonstrate compliance during audits. It’s a practical example of how digital systems not only streamline daily operations but also enhance workplace resilience.
With DigiGreet, fire drills aren’t just routine — they’re opportunities to refine safety protocols and protect your people.
Asset and Contractor Management
Corporate offices today aren’t just managing people — they’re managing valuable assets, tools, and third-party personnel too.
DigiGreet brings these elements together through its integrated asset and contractor management modules, ensuring complete visibility and accountability across all operations.
For assets, DigiGreet allows organisations to
tag and track items such as laptops, tablets, security passes, or even specialist equipment using QR codes or barcodes. Each movement — from issue to return — is digitally logged, meaning there’s no more lost equipment or missing paperwork. This functionality not only helps control costs but also strengthens internal accountability and audit trails.
On the contractor side, DigiGreet simplifies the process from the very start. Contractors can pre-register online, complete digital inductions, and upload essential documents such as insurance details or work permits before arriving. When they check in, the system verifies their credentials automatically and, through integration with
Paxton Access Control, grants them access only to authorised areas of the building.
This blend of asset and contractor management makes DigiGreet an end-to-end solution for operational oversight. It’s not just a visitor log — it’s a complete workplace management ecosystem designed for modern organisations.
Boosting Efficiency for Reception and Admin Staff
While DigiGreet can fully automate an unmanned reception, it’s equally powerful as a support tool for staffed front desks. The platform is designed to make reception teams more productive, allowing them to focus on creating great visitor experiences rather than juggling paperwork or phone calls.
Every aspect of the check-in process — from capturing visitor details to sending host notifications — is automated. Receptionists can view all visitor data from a single dashboard, issue badges remotely, or even pre-load guest information ahead of scheduled meetings. Integration with staff databases and calendars means that communication between teams is faster and more organised.
This efficiency has a ripple effect across departments. Admin staff spend less time chasing visitor logs, HR teams can easily retrieve attendance reports, and security personnel always have an accurate overview of who’s on-site. In short, DigiGreet doesn’t replace human service — it enhances it, empowering staff to deliver a more polished, professional experience without the stress of manual tasks.
Improving Professional Image and Client Experience
In the corporate world, perception is reality. The way your business welcomes visitors speaks volumes about your standards, values, and attention to detail. DigiGreet transforms first impressions with a system that reflects modern professionalism and operational excellence.
From the moment a guest approaches the digital check-in screen, they’re met with a sleek, branded interface that projects confidence and innovation. The process is fast, intuitive, and polished — visitors feel that your business values their time and takes security seriously. Automated notifications ensure hosts greet their guests promptly, while optional printed badges provide instant visual identification, reinforcing a sense of organisation and safety.
This professionalism extends beyond the lobby. Digital acknowledgement of NDAs or health and safety briefings ensures compliance from the very first interaction. Every detail of the visitor journey feels seamless, and every touchpoint communicates reliability and care. With DigiGreet, companies don’t just manage visitors — they create experiences that align perfectly with their corporate identity.
Sustainability and Paperless Operations
Modern businesses are under growing pressure to operate sustainably, and visitor management is no exception. Paper-based sign-in sheets, printed records, and manual forms not only waste resources but also add clutter and inefficiency. DigiGreet replaces these outdated processes with a fully paperless digital workflow, helping organisations reduce waste while improving productivity.
By digitising check-ins, reports, and record-keeping, DigiGreet eliminates the need for printing, filing, and storing visitor logs. This not only saves physical space but also aligns with broader corporate social responsibility (CSR) goals. Companies working toward ISO 14001 certification or other environmental benchmarks can demonstrate their commitment to sustainable practices through simple, everyday processes like visitor management.
Sustainability and efficiency go hand in hand — and with DigiGreet, your organisation can achieve both effortlessly.
Integration and Scalability
One of DigiGreet’s greatest strengths lies in its flexibility. Unlike basic visitor management systems that operate in isolation, DigiGreet integrates seamlessly with existing workplace systems to create a connected, scalable infrastructure.
Its direct partnership with Paxton Access Control ensures secure, automated entry management for visitors, staff, and contractors alike. As your business grows, DigiGreet grows with you — whether you’re managing a single site or a network of offices across the UK or abroad. Optional modules like asset tracking, contractor management, and emergency reporting can be activated as your needs evolve.
Centralised control panels give facility and security managers complete oversight across multiple locations, while cloud hosting ensures updates and maintenance are effortless. DigiGreet isn’t just a tool for today — it’s a platform built to support the offices of tomorrow.
Return on Investment: Smarter Spending, Stronger Security
Choosing a digital visitor management system isn’t just about convenience — it’s a sound business decision. DigiGreet offers measurable return on investment (ROI) through cost savings, time efficiency, and risk reduction.
By automating repetitive reception tasks, companies can optimise staff resources and reduce administrative hours spent on manual logging and compliance tracking. The accuracy of digital reporting also eliminates the cost of errors or missing data — issues that can have serious financial or reputational implications during audits.
Beyond operational savings, DigiGreet enhances brand perception. Clients and stakeholders notice the professionalism, security, and efficiency of your operations. This improved image can influence partnerships, trust, and long-term relationships — benefits that extend far beyond the reception desk.
Ultimately, DigiGreet doesn’t just make visitor management easier — it makes your organisation stronger, smarter, and more future-ready.
Conclusion: The Future of Office Management Is Digital
The modern office demands agility, security, and professionalism — and DigiGreet delivers all three.
From automated check-ins and pre-registration to access control, visitor tracking, and asset management, DigiGreet provides a complete digital ecosystem for managing people and places.
With DigiGreet, organisations don’t just automate check-ins — they build smarter, safer, and more professional workplaces where visitors feel valued and staff feel empowered. Every visitor is guided efficiently, every host is informed instantly, and every compliance requirement is met seamlessly.
Whether your office is a buzzing headquarters or a hybrid workspace, DigiGreet ensures every arrival reflects the excellence of your brand.
Ready to modernise your front desk?
Contact DigiGreet today to schedule a free demo and experience how effortless and intelligent visitor management can truly be.
Get in Touch