A visitor management system (VMS) is a digital tool designed to help you keep track of visitors entering and exiting your facility. A visitor management system incorporates visitor management software with a variety of devices including the iOS iPad, smartphones and ID badge printers to create an automated and secure sign-in process for both visitors and employees.
While visitor management has been predominantly handled via manual processes in the past - including a paper visitor book - a visitor management system enables you to manage the entire process from one central place.
Visitor management software is a cloud-based app that facilitates the sign in process for businesses, offices, schools, warehouses and just about any building or facility in the world which requires guests to sign in and out securely. The software ensures that all data entered is stored safely and securely in the cloud. Learn more in our detailed guide to visitor management.
Visitor management means having a full, holistic view of the people who are visiting or employed in your facility. It's the process of welcoming someone into your office space or facility and managing their visit from start to finish; including quickly and efficiently notifying their host (i.e. the employee who is expecting their visit) and offering a professional and fast method to sign in (i.e. not the slow and outdated process of using a paper visitor book).
The front desk, or reception area, can often be one of the busiest places in your business, with staff, visitors, deliveries and contractors coming and going. It’s difficult keeping track of all those movements and the time it takes for a visitor to sign your paper logbook and other legal paperwork is enough to put a damper on those great first impressions you are striving for. The paper visitor book has long been the way to manage this process, but with a lack of data privacy compliance and inability to connect within the technology age we live in, the paper visitor book is now replaced with a smart visitor management software that allows you to:
SwipedOn is a visitor management app that promises to take you from a paper visitor book to a secure digital solution in under 10 minutes. It’s simple and easy to use yet smart, professional and customizable. Simply download on an iPad running iOS 10 or later, and station this at your front desk for quick and easy visitor and employee sign in.
Your visitors can simply sign in on an iPad running iOS 10 or later. We recommend using an iPad that is 12" or larger to ensure your visitors have the best experience when signing in on the device.
Alternatively, visitors can securely sign in touch free by scanning a QR code with their smartphone device. This will prompt them to open the sign in form on their default web browser where they can enter their details and complete the contactless sign in process.
The SwipedOn web dashboard provides you with a window into your world of visitor management. It allows you to view employee and visitor movements, manage deliveries and work through all iPad settings to fully customize your iPad for your company or facility’s needs.
Visitor Fields are the pieces of information you wish to capture on the iPad when a Visitor signs in. 'Visitor Field One' (Full Name) and 'Visitor Field Two' (Company Name by default, but editable) are two fields that are required for each visitor. We require two fields in order to accurately save each visitor into the SwipedOn database.
You can easily customize the visitor fields to suit the needs of your business. The first two visitor fields are compulsory and must be labelled. You can then choose to capture additional information from your visitors by adding further custom fields. Once added, you can reorder the additional fields by dragging and dropping them into place. However, the first two fields cannot be re-ordered or deleted.
Yes. You can customise the background image on the screen and the accent colours to match your brand colours. It’s not possible to change the font at this time. For more top tips on branding and design, you can see our blog post by our UX & UI Designer, Scott: How to Make a Good First Impression Through Branding & Design
Navigate to the Branding & Design tab on the SwipedOn web dashboard. Here you can customize the background on your welcome screen along with the accent colour to suit your branding.
Using the new visitor screening feature, you can easily add a yes/no question to the visitor flow and base an outcome.
Learn more about the visitor screening feature in this blog post: How SwipedOn can help you manage the risk of coronavirus in the workplace
As with all surfaces where viral infections can lie dormant, the iPad is no exception. You can easily disinfect your iPad using a 70 percent isopropyl alcohol wipe or Clorox Disinfecting Wipes, you may gently wipe the hard, nonporous surfaces of your Apple product, such as the display, keyboard, or other exterior surfaces. Don't use bleach. Avoid getting moisture in any opening, and don't submerge your Apple product in any cleaning agents. Don't use on fabric or leather surfaces.
Learn more about preventative measures to take in the workplace in this blog post: COVID-19: Preventative measures to sanitize surfaces in the workplace
Contact tracing is used to identify individuals who may have come in contact with an infected person (“contacts”) and subsequent collection of further information about these contacts. The goals of contact tracing are to interrupt the ongoing transmission, reduce spread of an infection and alert contacts to the possibility of exposure to COVID-19.
You can easily find this in the web dashboard of the SwipedOn App. If someone has attended your building and tests positive for COVID-19 Coronavirus at a later date, you’ll be able to easily trace when they were in your building, along with all other visitors to the premises, using accurate visitor records and time-stamping in the web dashboard.
We’ve created a document that you can add into your digital agreements page. Previously the maximum amount of pages you could use was five. However, in our recent update, we’ve increased this to 10 in order to accommodate additional pages to your agreements that will cover COVID-19 Coronavirus policy in your workplace.
You can download the PDF to add to your digital visitor agreement hosted on the iPad here: DOWNLOAD
Learn how to add this to your current visitor agreement here: SUPPORT ARTICLE
You can download a PDF version for the wall of your reception area here: DOWNLOAD
When a visitor or contractor arrives to sign in at your workplace, they have the option to use contactless sign in by scanning the QR code hosted on the home screen of the SwipedOn app, and following the instructions on their mobile device.
Absolutely. We’ve created the contactless feature with all kinds of business needs in mind. If you don’t have an iPad, you can print out the QR code that you’ll find in the web dashboard and display it somewhere prominent in your sign-in area.
When a visitor arrives, they simply need to open the camera on their mobile device and scan the printed QR code displayed at your entrance. This will prompt them to open the sign in form on their default web browser where they can enter their details and complete the contactless sign in process.
A number of smartphones already have built-in QR code scanning capabilities within their camera app, so there is no need to download a separate scanning app.
However, some older Android phones may not have a native QR code reader available and will require an app to scan QR codes. Android QR scanning apps such as Google Lens, QR code reader or QR & Barcode Reader are all free and available via the Google Play store.
We sure do! In fact, we’ve created an app exclusively for your employees to sign in using their smartphone, therefore eliminating the need to sign in using a communal device.
This feature is in development and will be coming very soon!
The SwipedOn visitor management system allows you to perform a roll call easily offline. With a record of who has signed into the building on any given day, you can easily identify which visitors you need to account for as well as staff (if you use the Employee In/Out feature).
You can simply shake the iPad to prompt evacuation mode, or triple tap the top left corner and choose ‘Evacuation’ to enter the mode. Because this feature works offline, you can remove the iPad from the stand and easily take it with you to the designated meeting point.
Enter evacuation mode on the SwipedOn system as per the above instructions. You’ll then be presented with your visitor-in view. You can tap on ‘employees’ for a view of employees and, if Employee In/Out is enabled it will show the ‘in’ view, if disabled it will show ‘all’. Then simply toggle in the top right between the two. Do your roll call as per normal and tap on the ‘present?’ icon to account for people.
At SwipedOn, we store all of our data in AWS (Amazon Web Services) in the USA.
Your data is securely encrypted, both ‘in transit’ to AWS servers, and ‘at rest’ on those servers. Your data always belongs to you, and you are free to request removal of your data from these servers at any time.
Visitor and employee records can easily be anonymized via the web dashboard. Anonymizing individual person records ensures that you retain data about visits taking place, but the personal information of those people involved in those visits can be completely removed.
This will depend on privacy laws in your jurisdiction. We recommend customers familiarise themselves with their local laws to ensure they remain compliant.
Yes, absolutely! You’ll need to use a compatible printer.
SwipedOn is compatible with 4 Brother label printer models. For best results, we recommend the Brother QL-820NWB
Connecting the printer and iPad is straightforward, you can find an easy step-by-step article to assist you here on our help centre: How to connect the iPad and printer
If you’d like to connect the Brother Printer to the iPad using a wifi connection, you can do so easily using this step-by-step article from our help centre: How to connect the Brother printer to the wifi network?
If the printer says it’s unavailable or it’s prompting you to troubleshoot, we have another great article on our help centre which will get everything up and running smoothly for you: Troubleshooting printers, printer unavailable
Yes, absolutely! Ensure ‘Employee In/Out’ is switched on in the web dashboard. On the left hand menu, navigate to Settings > iPads & Locations and check the box labelled ‘Employee In/Out’.
You can either add employees in bulk via a .csv file upload or using our Active Directory sync if you have an Enterprise plan and operate an on-premise Microsoft Active Directory instance.
Employees can tap on the Employees button in the top right corner of the iPad app. From this view they can find their name and profile photo and swipe the toggle next to their name to indicate that they have signed in. Simply swipe the other way to sign out again.
This employee sign in app is called SwipedOn Pocket. Your employees will need to download the app onto their smartphone from either the Google Play Store for Android smartphones or App Store for iPhone users.
SwipedOn Pocket is the smartphone app for your employees. If you use SwipedOn as a digital in out board, your employees can now sign in via this contactless experience, answer employee screening questions and set custom status messages and return times on sign out.
The setting is accessible via the SwipedOn web dashboard. Simply navigate to Settings > Contactless Settings.
See our support article for more information.
Yes, SwipedOn Pocket is available to all smartphone users, no matter whether they are using Android or iOS. They can easily download the app from the Google Play Store or App Store.
To check the minimum requirements, view our support article.
No, we believe this essential feature should be available for all of our customers, no matter your plan. Whichever SwipedOn plan you are currently billed for, you will be able to easily use SwipedOn Pocket.
SwipedOn Proximity offers verified on site sign in for employees using the SwipedOn Pocket app. Users of our dedicated employee companion app will be prompted to sign in when they are within a predetermined radius of the iPad that is running SwipedOn. The sign in will then be shown as 'verified' in the SwipedOn web dashboard.
To activate SwipedOn Proximity, employees are required to tap 'allow' when SwipedOn Pocket asks for permission to use their location.
Employees can leave a custom out-message for visitors which indicates when they might be back and instructions for their visitor. For example, if an employee is expecting a guest but has a coffee meeting directly beforehand, they can leave a custom out-message along the lines of ‘I’m in a meeting off-site, I’ll be with you as soon as possible’.
You can choose a monthly subscription or annual subscription depending on your business’ needs. Our plans don’t have a minimum term.
The best way to pay for SwipedOn is online from with in your account. We’ve partnered with Stripe payments to deliver secure (PCI DSS) payment processing. You can do this using a credit or debit card.