Visitor registration software

Visitor registration software for companies

Replace paper logs, improvised spreadsheets and messy front-desk routines with a visitor flow your team can test quickly.

IRIGuest helps HR, facility, IT and reception teams digitize visitor registration without launching a heavy project. Start with the free tablet app, then move to Cloud when centralized management becomes useful. For the bigger picture, take a look at our wider visitor management software.

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Free version available iPad / Android tablet Cloud

Who it is for

Built for teams still relying on paper or spreadsheets

Companies still using paper visitor books or spreadsheets.
Front desks receiving clients, technicians, contractors and suppliers.
Internal owners who need a low-risk recommendation for management.

Why it works

What changes compared to paper and Excel

Cleaner data collection and fewer manual checks.
A more professional first impression for every guest.
Low-friction adoption because the free version can be tested immediately.

How to start

Start with the free version, then move to structured management when it makes sense

For international buyers, the strongest message is low-friction evaluation: a free product they can test before scheduling a sales call.

Try it online or install the free tablet app.
Validate the workflow with reception, HR, facility or IT.
Move to Cloud when you need multiple devices, web history or several entry points.

What gets recorded

What is recorded at every visit

Visitor registration software makes repeatable what paper does differently every time: which details you collect, in what order, and with which consent.

Who the visitor is

Full name, the company they come from and, if you need it, a contact detail.
Fields are configurable: ask only for what you will actually use, with no "just in case" boxes.
The visitor fills it in on the tablet, with a large keyboard and required fields clearly marked.

Why they are here

Purpose of the visit and the person or department expecting them.
This is the field that makes the history usable: six months later you know not just who came in, but who they came to see.
In the Cloud version the host is notified automatically on arrival.

Time in and time out

Arrival time is recorded automatically at check-in.
An explicit check-out at the end of the visit is the part a paper visitor book almost always loses.
Only with both do you know who is actually on site at a given moment.

Consent and signature

The privacy notice text is customisable and the signature is captured on screen.
How the data should be handled stays your decision: the guide on visitor logs and GDPR covers how to set it up.
Each signature stays attached to the registration it belongs to.

Three ways to register

Self check-in, assisted, or pre-registered

Not every company registers visitors the same way. The right flow depends on who staffs the entrance and how many people arrive at once.

Self check-in on the tablet

The tablet stays at reception and visitors register themselves, in one of five languages. It is the most common setup where the desk is not always staffed: nobody has to stop their own work to get a form signed.

Assisted registration

Whoever is at the desk fills it in while greeting the guest. Useful when the visitor has their hands full, does not speak the language, or is a courier passing through: the record stays tidy even in a rush.

Pre-registration with a QR code

In the advanced Cloud version you can prepare the visit in advance: the guest arrives with a QR code and completes check-in in seconds. Built for scheduled meetings and groups arriving together.

From a business card

Also in the Cloud version, the camera reads the business card and fills the fields using AI. It was built for trade fairs and events, where the time available to register someone is the length of a handshake — the same logic as trade fair visitor registration.

FAQ

Frequently asked questions about visitor registration

What companies ask most often before digitising how they record people coming in.

What is the difference between visitor registration and visitor management?

Registration is the check-in moment: collecting the details, the consent and the signature. Management is the whole process around it — notifications, history, multiple entrances, reporting. If you are looking for the second, the right page is visitor management software.

How long does registering a visitor take?

With the essential fields it stays under a minute, signature included. The real variable is not the software but how many questions you decide to ask: every extra field is paid for in time at the desk.

Does it need an internet connection?

Not for the free version, which runs entirely offline on the tablet — designed for entrances where there is no network. The advanced version runs in the Cloud and needs a connection, because it brings several devices together.

Can I choose which details are collected?

Yes, the registration questions are configurable in both versions. It is also the most important choice you will make: fewer fields mean faster check-ins and less data to protect and retain.

Can visitors from abroad register on their own?

Yes. The interface is available in English, Italian, French, German and Spanish, and the visitor picks the language on the first screen. That is why self check-in works with foreign drivers and technicians too.

What happens if a visitor does not check out?

The visit stays open, and that is visible. It is useful information: if registrations without an exit pile up at the end of the day, you know where the procedure needs work. On paper, the same problem is simply invisible.

Can I export the data collected?

The free version exports to CSV, so the data stays yours and usable in Excel. The Cloud version adds central reporting that brings every device and entrance into a single view.

How much does visitor registration software cost?

The base version of IRIGuest is free with no time limit. For how pricing is built in this market and what actually drives the cost, we set out the criteria in the guide on how much visitor management software costs.

Request a demo

Want to see whether IRIGuest fits your company?

Tell us about your access points, reception workflow or compliance needs. We will reply with practical guidance and, if useful, a short Cloud demo.

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