The VisitorsLounge manual

Create your account

Choose Get started, then enter your name, work email, phone number and a password. Personal free-mail addresses are accepted, but a work email helps your colleagues recognise invitations sent from your organisation.

• One account per email address.
• Your phone number is only used for support follow-up.

Confirm your email

We send a confirmation link the moment you sign up. Open it to activate the account. If it does not arrive within a couple of minutes, use Resend confirmation on the sign-in screen and check the spam folder.

Turn on extra sign-in security

Under Settings you can switch on an authenticator app (six-digit codes). Once enabled, every sign-in asks for the code from your phone, which protects visitor records if a password is ever leaked.

Try the sandbox first

Not ready to set up your own organisation? Use Try live demo on the website. You get a temporary practice organisation with sample visitors, gate passes and meeting rooms that disappears on its own.

Complete the organisation profile

Enter the organisation name, contact phone, country and address. This information appears on visitor passes, emails and printed badges, so use the name your guests will recognise.

Add your buildings or sites

Open Buildings and add each location guests can visit. Give every building a colour — reception staff, badges and reports use that colour to tell sites apart at a glance.

• One building is enough to start.
• Colours also appear on printed badges.

Upload your logo

In Settings, upload a small, square logo (PNG or JPG). It is placed on the self check-in screen, visitor badges and outgoing emails automatically.

Invite people by email

Open Employees and send an invitation. Each person receives a personal link that lets them set a password and join your organisation only — never anyone else's.

• Upload a spreadsheet to invite many people at once.

Choose the right role

Admin manages everything, including settings and billing. Receptionist checks visitors in and out at the front desk. Host is a normal colleague who receives guests and can pre-book visits.

Or sync from Google Workspace or Microsoft 365

If your staff directory lives in Google Workspace or Microsoft 365, connect it in Settings and your colleagues are imported and kept up to date automatically.

Create the booking

In Bookings choose New booking and fill in the guest's name, phone, purpose of visit, host and arrival time. Name, purpose, host and phone are required so reception is never guessing.

The guest gets a pass

An email goes out immediately with a QR pass, the address and the time. The same QR is used to check in and to check out, so ask guests to keep the email on their phone.

Reminders and approvals

About thirty minutes before arrival the guest and the host both get a reminder. Reception can approve or decline a booking beforehand, and the guest is told either way.

Share your personal booking link

Every colleague has a My booking link they can paste into an email or signature. Guests fill in their own details and the visit lands in Bookings ready for reception.

• Calendly meetings can also flow in automatically once connected in Settings.

Scan the pass or search the name

Open Check in and scan the guest's QR, or type their name. Returning guests are recognised from their email or phone and their details fill in for you.

Capture the photo

Take a picture with the desk camera, or upload one if the camera is unavailable. Photo capture can be switched off completely in Settings if your policy does not allow it.

The host is notified instantly

As soon as the guest is checked in, their host receives an email and an in-app alert, so nobody is left waiting in reception.

Print the badge

A branded badge with name, photo, host, purpose and building colour prints on your label printer. Badge size and printer are set once in Settings.

• Brother QL-570 and most thermal badge printers are supported.

Check out at the desk

In Today, choose Check out next to the guest, or scan their QR again. Arrival and departure times are stamped automatically and appear in reports.

Let guests check themselves out

Put the self-service screen on a tablet in the lobby. Guests scan their badge QR, or type the email or phone they arrived with, and check themselves out in seconds.

Walk-in self check-in

The same lobby screen handles guests who arrive without a booking: they enter their details, search for the person they are visiting, accept your NDA if you use one, and appear in Bookings straight away.

Nothing stays open forever

Set how many hours after the scheduled time an un-arrived booking should close itself as a no-show. Overdue guests who never checked out trigger an alert to their host.

Raise the pass

Open Gate passes and create a request. Choose Returnable for items coming back (a laptop going for repair) or Non-returnable for items leaving for good, then list each item with quantity and photos.

Approvals

The pass moves through the approvers you configured. Each approver sees the items and photos, and nobody can approve their own request.

Verify at the gate

The guard opens Guard scan, scans the printed pass tag and compares the items. If anything does not match, they must give a reason and attach a photo before releasing or refusing the items.

• Guard scan keeps working with a weak signal and syncs later.

Close returnable passes

When the item comes back, scan the same tag to record the return. Anything overdue stays visible on the gate pass list until it is closed.

Add your rooms

Open Meeting rooms and add each room with its building, capacity and facilities such as a screen or video bar.

Book a room

Pick a room, a time and your guests. If your calendar is connected, the meeting appears in your own mailbox with a Teams or Google Meet link attached.

Connect Outlook or Google Calendar

In Settings, connect the organisation's Microsoft 365 or Google Workspace calendar. Meetings booked in Outlook or Google then show up here, and rooms booked here appear there. It refreshes every few minutes on its own.

Put a screen on the door

Each room has a display link for a wall tablet: it shows the room name, whether it is free or busy, the day's agenda, and big buttons to check in, extend or finish early. Rooms nobody checks into are released automatically.

Organisation & branding

Name, contact phone, country, address and logo. Used on badges, the lobby screen and every email your guests receive.

Front desk options

Turn photo capture on or off, set your NDA text for walk-ins, and choose how many hours after the scheduled time an un-arrived booking closes as a no-show.

Badge printing

Pick your label size and printer once here and every receptionist prints identical badges — no repeated setup at each desk.

Notifications

Choose which messages go out by email and text: booking confirmations, pre-arrival reminders, reception decisions, host arrival alerts, thank-you notes and overdue warnings.

Directory sync

Connect Google Workspace or Microsoft 365 so your employee list stays current without manual invitations.

Room calendars

Connect the organisation calendar that powers two-way meeting room sync with Outlook and Google, including Teams and Meet links.

Door access control

Connect ZKTeco, Honeywell, LenelS2, Suprema, HID, Genetec or a custom controller. Checked-in guests receive a temporary door code that is cancelled at check-out or expiry.

On-site connector

For controllers that live on your own office network, create a connector key and download the small helper program. It only makes outgoing calls, so no firewall port needs opening.

Enterprise integrations & API keys

Push gate pass and visitor events into your asset, ERP or identity systems using signed webhooks and API keys you generate here.

Data retention & export

See how many records you hold, what expires in the next fourteen days and what is past retention. Export everything, or only the expiring records, as an Excel workbook before it is purged.

Subscription

Your current plan, renewal date and payment method, plus the modules you have enabled: visitor management, material gate pass and meeting rooms.

Sign-in security

Enable authenticator-app codes for your own account, and require colleagues to confirm their email before they can join.

Search and filter

Open Reports and search by visitor name, email, phone or host, then narrow by date range, building or status to find any visit in seconds.

Read the headline numbers

Total visits, unique visitors, returning visitors, guests still on site and average visit duration are shown for whatever range you have selected.

Export

Download the filtered list as a spreadsheet for audits, security reviews or monthly reporting.

Room usage

Meeting room insights show which rooms are busiest, how often meetings are no-shows and where you have spare capacity.

Your data is yours alone

Each organisation's records are isolated from every other organisation, encrypted in transit and at rest, and only visible to the roles you granted.

Full audit trail

Check-ins, check-outs, approvals and administrative changes are logged with timestamps, ready for NDPA, NDPR, ISO or internal security reviews.

Retention you control

Old visitor records and photographs are purged on the schedule you set, and you can export everything beforehand.

Getting help

Use the Grace chat bubble on any page for instant answers. Leave your email and phone first and, if a person needs to follow up, your whole conversation is already with our team.