Frequently Asked Questions

What is a Visitor Management Software ?

Offices , Schools , Multi tenant buildings get many visitors to their premises. In the modern security policies organizations maintain the records of their visitors. It is found that maintaining such records has helped organizations in enhancing over all security.

Lobbytech is a Visitor Management Software , which helps in automating the Visitor Management Process. It is hosted on Microsoft Azure Cloud platform and offers a very secured , reliable and efficient Visitor Management System.

What different models of electronic visitor management solutions does Lobbytech offers?

Only Walk IN Register the visitors as they walk in . Gather the required information , take photograph and generate a visitor badge.
Guest Request Reception / Guest adds the request for a visit . The host gets an Email / SMS * The host can either approve or reject the same and only approved visitors are registered and issued a visitor badge via visitor kiosk.
Invitation based Visitor Management The hosts logs on the system adds an invitation for the Guest . The Guest receives a email / SMS* . The guest walks in with the invitation . The reception validates the Invitation number and the visitor is registered and a badge is generated.
Approval based Visitor Management Sensitive organization need permission of the security to go the certain zones or carrying material like laptop in inside the office. There are various approval workflows which can be setup and only subject to approval the visitor registration and badge generation takes place.
What is a Walk In Registration ?

Walk In Visitor Registration is a process , where the Guest visitors walks in and reception accepts all the details and registers the same. Reception may call the Host / Employee before registering to confirm the visit. But this process has many lacunae . Eg, the Host may not be at the seat , which can cause delays . In Lobbytech Cloud Walk In registration process , reception can ask the guest for mobile / email etc and can pick up the remaining details from the earlier visit , resulting in time saving.

What is Guest Request based visitor management?

In this process the visitor walks in and then an intimation is sent to the host . The host can either approve or reject the invitation and only approved visitors are registered and badge issued. Hosts has a privacy settings and can disable the guest request all together and can only stick to Invitation based system.

What is an Invitation based Visitor Management System (IBVMS) ?

In an invitation based Visitor Management System the Host (employee) uploads the details of his expected Guest (Visitor) on Lobbytech. Lobbytech sends an email invitation to the Guest. When the guest arrives at the reception , he shares the Invitation Number and he is registered as a Visitor. The sharing of invitation number can be done via Self service application or the reception can use the web based application. IBVMS has many advantages over a Walk in system.
1. Reception is sure that the Guest is known to the Host.
2. No ques or special staff is required. Many organizations disable Walk In visitor registration through Setup to have a full proof IBVMS. Certain top management individuals may like to delegate the responsibility of adding the invitation to a secretary . Hence the user with the secretary right can add invitation requests on behalf of others.

How to start the visitors registration process for Walk In ?

Select the option Walk in under Reception (By default the same screen appears by default) . When a visitor visits for the first time you can add the details through "First Time visitor button" . As the visitor database start populating you can search the user either on name , mobile no or email and can populate the details from previous visits. This saves the time for registration.

How to handle Visitors only through Guest Request ?

Select the option Guest request under reception. Ask the visitor for the details like name , phone , email etc. These details will be sent to the Host for approval as an email / SMS . Based on the approval by the host , an Email / SMS is sent to the visitor with an invitation number . Select the option List to go to the approved invitations and register the user against that invitation.

How to start Visitor Registration for Invitation based system ?

The host would login to and enter the invitation for the guest. The guest will receive an Email / SMS with the invitation number. When would share the invitation number with the reception. The reception will search the invitation either though Search or List option. When the invitation is found and found to be valid , that visitor can be registered with capturing the photograph and rest of the process.

What is an Ebadge ?

When Lobbytech registers a visitor , Lobbytech mails the badge to the Guests . This badge carries the details of the visit. The visitor can share this information if needed for security purpose . Ebadge is a greener way of handling visitor badging. Lobbytech recommends using Ebadge than conventional printing of badge (though it supports printing of badges through cloud based printing services ) because of the environmental issues. However one can issue pre-printed Visitor Badges to identify the visitors.

What is the differences between Single entry & Multi entry badges ?

There are certain visitors like Interns, Contract Workers who may visit for multiple days. Generating a visitor badge for such individuals on a daily basis becomes cumbersome. Multi entry badges come very handy for such individuals. They are registered once and recorded for IN / OUT movement multiple times.

What are approval Workflows ?

Organizations having sensitive data , handling hazardous material , government organization etc. have restrictions on Guests visits. Guests visits are allowed only subject to approval by authorities / security. Guest may be permitted only during specific time say (3 pm to 5 pm) Lobbytech supports approval workflows based on visits to sensitive security zones say Data Centre or accompanies material eg. Allow a cellphone with camera etc. Such visits are permitted subject to approval by security.

What are additional attributes of visitor details ?

Lobbytech accepts essential details of a visitor however certain users may require certain additional information to collected from the visitor (eg. Gender , date of birth or Govt ID No etc). Lobbytech allows almost 15 different customized fields , which can be added from the settings option.

How Lobbytech can help me during emergencies ?

Lobbytech can generate the Emergency evacuation list . Since Lobbytech is on the cloud , one can generate the emergency list on mobile devices , tablets etc .

How Lobbytech can help Security department ?

Lobbytech generates many reports for the security department. Eg. The security department can generate a report of outside material various visitors are carrying inside. Security can mark certain visitor as red flagged and entry of such individuals can be restricted. Security department can verify the visitors before entering a sensitive security zone within the premise.

How can I generate reports through Lobbytech ?

Lobbytech provides many reports like Visitor book , visits by a specific guest etc. All these reports can be exported to excel and can be processed further. Lobbytech can alert security on over stay by a guests. Lobbytech can also email some of these reports at a specific time . Lobbytech offers an analytics screen where in the visitor details are shown graphically. There are many parameters one can set to streamline and organize the process. These parameters can be set by a user with admin rights. Lobbytech can also be set to allow visits during specific times . Registration only few minutes before appointment. Specific visits duration.

How to populate the Host data ?

You can either populate the data gradually or do the same in one go. To populate the data gradually, during Walk In registration , a Add Host button is provided. To populate the data gradually ( as and when the guests visit) . From the Settings > Master > Users Menu , one can import the list of host via excel file. We also offer ADS integration for our Customized package. When a user is added , an email is sent to him/her with the credential to login to Lobbytech as a Host. It is always a good practice to encourage the Hosts to add their own invitations by accessing the Lobbytech site from their login ID.
As you stabilize you may stop the facility of Add the host as and when required through Settings > Reception Related > Allow Reception to add Host ?

How to capture the photograph of the visitor ?

You can use the existing Camera of your PC / Laptop for this purpose. You can attach an external Webcam. When you take the photograph , it may take a small time to upload it on the cloud. Please ensure good lighting conditions for the photo to appear better. You have an option to disable the capture photograph option. For the subsequent visits you can continue with the earlier photograph .

How do I stop the Flash player asking me the permission every time ?

Go To Website Privacy Settings panel
Select website.
Tick for option always allow.

visitor management camera settings

How to take a print out of the visitor badge ?

There are different predefined formats of badges which can be selected from the setting. To print the badge on the printer you can either choose a thermal printer or you can print the badges on the normal laser / thermal printer. It is necessary to set the printer page setting through the printing preferences. The height & width should be set as per the badge chosen.
The visitor is sent an Ebadge as an email. Many organizations avoid printing the badges and use only the Ebadges

Can generate and keep the badges ready if I have the guest photograph with me ?

Yes , while adding the invitation the host can attach the photograph ( Setup > general > Visitor Photo in Invitation is on ) . While generating the badge the same photograph can be used.
In a Walk-In scenario , while registering the visitor the reception can choose the Select option than Capture and can select the photograph from a file stored on the machine.
Badges created in advanced are not Checked In automatically. When the guest arrives you should use the IN (Others> IN) to check in the visitor.

How to register a group of visitors ?

When the visitors from the same organization visit as a group , the invitation for the same can be entered from the option Invitation > Group. The group leaders details and names of the members of the group should be entered. It is possible to registered entire group as one or every member individually (SETUP > Reception Related > Register Groups individually ?) .

How to stop the Walk IN visitors ?

Use the parameter (SETUP > GENERAL > Walk in registration permitted ? ) for changing this option.

What are red flagged visitors ?

The security can declare a visitor to be red flagged. Once a visitor is declared red flagged , while adding an invitation / registration the same is highlighted.

Terminologies used in Lobbytech Visitor Management Software

Guest These are the visitors to your organization. They can be Vendors , Customers , Candidates for Interview etc.
Host These are employees within your organization to whom the guest would want to visit. The secretaries are given a special right to send invitation on behalf of others.
Security These are the employees of the security department. They get access to Emergency evacuation lists.
Self Service These are dummy users . When logged in as this user Lobbytech switches to Self Service mode and guest can operate the application on their own and register or mark IN for multi entry badges.
Admin These users have the rights to change the settings in Lobbytech.
Location These are the office locations of the same organization. These can be at different time zones and the time zone can be set for every location.
Organization This is the organization for which LobbyTech is set.

Various Reports provided in Lobbytech Visitor Management Software

Visitor with Material This report shows the visitors during the day who are carrying any material with them. It is possible that search in the material eg. Laptop / mobile etc. and only records containing material Laptop would be displayed
Evacuation List This report shows the list of visitors who are currently inside. The Name , Organization , Phone no etc are displayed in this list.
Over stayed Visitors This report shows the visitors staying beyond the permissible time while registration. If the permissible time is "Entire day" , it will display all the visitors inside.
Red Flagged Visitors These are not welcome visitors list.
Visitor Book This a report which will show all the details of the visitor. This report can be exported to EXCEL.
Visits by a guest This report is used find the visits by a particular guest. The guest is identified by the mobile no and email ID .
Visitor Analytics This report shows various graphs of the visitor statistics . The graphs are for Number of visitors during a period , number of visitors on time , purpose etc. The time distribution graph can be used for duty allocation , ensuring more staff during the peak hours.
Verification Log For the security zones , it is possible to verify the visitors entry by the Verify option. The report shows the details of verification done at various points. All error flagged eg. Entry to wrong zone etc are also displayed in this report.
Visitor book export This option enables generating a custom report with the required fields and sequence . All the fields including the custom fields can be exported. To sort / filter the data , any worksheet application like EXCEL can be used.