Workplace Visitor Management Software

How EntryPoint supports this workflow

EntryPoint brings visitor registration, reception coordination, employee host selection, approval status, notifications, secure visitor records, and operational reporting into one cloud-based workplace platform. It is designed for reception, facilities, workplace operations, administration, and security teams that need a clearer alternative to disconnected forms and paper registers.

This page focuses on workplace visitor management software. Explore the related resources below for practical guidance, connected workflows, and the relevant EntryPoint product capabilities.

What is a workplace visitor management system?

A workplace visitor management system replaces disconnected paper registers and manual reception calls with a consistent digital process. EntryPoint by RGX Apps records why a person is visiting, who they are meeting, what approval is required, when they enter, and when they leave. Reception, facilities, administration, workplace operations, and security teams work from the same current visitor record instead of maintaining separate lists.

EntryPoint supports planned visitors, walk-ins, interviews, contractors, service professionals, deliveries, and employees. Each workflow can request only the information that matters for that purpose. This keeps sign-in understandable for visitors while giving the workplace the operational context it needs.

How EntryPoint manages the visitor journey

Before arrival

Employees or administrators can invite a visitor, select the person to meet, and share the relevant registration link. Expected visits remain visible to reception so the front desk can prepare instead of discovering every meeting at the entrance.

At reception

The visitor opens the company-specific form, chooses the relevant purpose, provides the configured details, and completes any required identity, document, photo, or policy steps. EntryPoint keeps each company workspace isolated so records and settings remain connected to the correct organisation.

Approval and communication

When manual approval is enabled, the selected person or administrator receives the approval request. When eligible auto-approval is enabled, EntryPoint can approve the visit after security checks. A block-list match is never allowed to bypass the configured security decision. Email, SMS, and dashboard notifications follow the workspace configuration.

Check-in, pass, and checkout

Approved visitors receive the applicable visitor pass and the visit appears in reception activity, reports, and the current onsite view. Checkout records the completed visit and can trigger reminders or feedback workflows where enabled.

Core capabilities for modern workplaces

• Visitor check-in: purpose-based registration, invitations, walk-ins, identity confirmation, and mobile-friendly forms.
• Reception operations: waiting queues, expected visitors, approvals, deliveries, search, check-in, and checkout.
• Employee directory: people-to-meet, departments, availability, bulk import, and function-based access.
• Workplace security: approval rules, blocklists, watchlists, visitor restrictions, retention preferences, and activity history.
• Notifications: arrival, approval, rejection, reminder, checkout, and overstay communication according to workspace settings.
• Analytics and reports: visitor volume, purpose trends, waiting time, visit duration, current occupancy, and exportable records.

Who EntryPoint is designed for

EntryPoint is suitable for offices, coworking spaces, schools, hospitals, residential workplaces, and manufacturing sites that receive clients, candidates, vendors, contractors, service teams, or packages. It is especially useful when reception needs to coordinate several people, approvals, and visitor types without relying on repeated phone calls or handwriting.

The platform does not replace an organisation's legal, safeguarding, or physical-security responsibilities. It provides a configurable operational record and workflow that helps the organisation apply its own policies more consistently.

Visitor management system FAQ

Can visitors be pre-registered?

Yes. EntryPoint supports invitation and pre-registration workflows so expected visitors can provide details before arrival.

Can unwanted visitors be blocked?

Administrators can maintain block and watch lists. A matching blocked visitor is not auto-approved, and the configured rejection or escalation behaviour is applied.

Can EntryPoint notify the person being visited?

Yes. The selected Person to Meet can receive arrival or approval notifications by the communication methods enabled for the workspace.

Does it work on phones and reception tablets?

EntryPoint is a web-based platform with responsive visitor, reception, employee, and administration experiences for supported modern browsers.