The basics

What is visitor management software?

Visitor management software is a digital system that records and manages everyone who visits your premises. It replaces the traditional paper sign-in book with contactless check-in, automatic host notifications, visitor badge printing, and a real-time record of who is on site. This improves workplace security, speeds up reception, and helps organisations meet health, safety, and UK GDPR obligations by keeping accurate, secure visitor records.

Streamlined digital visitor check-in

Deliver a smooth, professional visitor experience from the moment guests arrive. Our visitor management system simplifies the entire visitor journey, helping you reduce reception queues, improve efficiency, and strengthen workplace security.

Visitors pre-register before they arrive and receive a QR code by email. On arrival they simply scan it to check in within seconds, with no paperwork and no queue. You gain real-time visibility of all visitors, contractors, and temporary staff on site, while keeping accurate records for compliance and health and safety.

It works alongside your access control and fire roll call systems, so visitors are accounted for in both everyday security and an emergency.

✓
Pre-book visitors and check them in by QR code scan
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Speed up visitor check-in and reduce waiting times
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Improve workplace security with real-time visitor tracking
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Automate host notifications and visitor approvals
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Create a professional, modern reception experience
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Eliminate paper visitor books and manual processes
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Maintain accurate digital logs for compliance and audits

How visitor management software works

1

Pre-register visitors

Invite and register visitors before arrival using email invitations or appointment scheduling, and send them a QR code to check in with.

2

Contactless check-in

Guests check in quickly by scanning their QR code, or using a touchscreen kiosk, mobile device, or reception desk.

3

Instant host notifications

As soon as a visitor arrives, automated notifications alert the host or employee by email or SMS.

4

Visitor badge printing

Print professional visitor badges instantly with visitor details, photo, access permissions, and QR codes.

5

Real-time visitor tracking

Track all visitor activity and keep an accurate digital record of everyone currently on site, ready for time and attendance reporting.

6

Emergency evacuation reporting

Generate live evacuation lists instantly during emergencies, working alongside our fire roll call system.

Visitor management software security and compliance on a check-in kiosk

Improve workplace security and compliance

Protect your organisation with advanced visitor security and compliance tools. Computime’s visitor management software helps you control access to secure areas, monitor visitor activity, and reduce the risk of unauthorised access across your workplace.

Our system supports UK GDPR conscious visitor data management, while helping you maintain accurate records for audits, safeguarding, health and safety procedures, and internal compliance. It works hand in hand with access control to secure every entry point.

Security features include:

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Secure digital visitor records
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Controlled visitor access permissions
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Visitor photo capture and identification
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Real-time occupancy visibility
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Emergency evacuation reporting
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Audit-ready visitor logs
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Visitor activity tracking
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Contractor and temporary visitor management

Visitor management software integrations

Because it is part of the wider Computime platform, your visitor data flows straight into the systems that need it, with no double entry and no gaps in your records.


Access control systems
— grant visitors temporary access and secure every entry point


Time and attendance software
— one view of everyone on site, staff and visitors alike


Fire roll call
— visitors appear on live evacuation lists automatically


HR management systems
— keep people and visitor data joined up across the business

Appointment booking platforms
— pre-register expected visitors from your existing bookings
Visitor kiosks and tablets
— self-service check-in on touchscreen devices at reception

The old way

Paper sign-in book

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Slow, queues at reception
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Anyone can read previous entries
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No live evacuation list
↓

The Computime way

Digital visitor management

✓
Contactless check-in in seconds
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Secure, GDPR conscious records
✓
Live evacuation reporting

Why replace paper visitor books?

Traditional paper sign-in books create security risks, reduce visibility, and make compliance reporting difficult. A digital visitor management system is faster, more secure, and more professional, and links straight to your fire roll call for safe, accurate evacuations.

Benefits of digital visitor management:

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Faster visitor processing
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Improved workplace security
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Better visitor data accuracy
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Real-time visitor visibility
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Easier compliance reporting
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Reduced manual administration
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Improved emergency preparedness
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Enhanced visitor experience

Industries that benefit from visitor management software

Computime’s visitor management software is used across a wide range of industries. Whatever your sector, we have a solution to improve security, streamline visitor check-in, and maintain compliance.

Visitor management for schools

Improve safeguarding procedures, monitor visitors and contractors, and maintain secure school environments with digital visitor tracking.

Find out more →

Visitor management for corporate offices

Create a professional visitor experience while managing workplace security and employee notifications efficiently.

Find out more →

Visitor management for healthcare and NHS

Manage patient visitors, contractors, and temporary staff securely while improving compliance and visitor visibility.

Find out more →

Visitor management for warehouses and logistics

Track drivers, contractors, and external visitors entering operational and distribution environments.

Find out more →

Visitor management for manufacturing

Control access to high-risk operational areas, improve contractor management, and strengthen site security procedures.

Find out more →

Visitor management for retail

Manage contractors, temporary staff, and external visitors entering store rooms, shop floors, and breakout areas.

Find out more →

Why choose Computime visitor management software?

Computime delivers intelligent workforce and security solutions for modern organisations. Our visitor management software combines security, efficiency, compliance and ease of use in one platform that works alongside your time and attendance software and access control.

Based in Leeds and supporting more than 800 UK businesses for over 30 years, we build and support everything ourselves. When you contact us you speak to someone in Leeds, not an overseas call centre.

✓Fast implementation and onboarding
✓Fully scalable solutions
✓Secure visitor data management
✓Professional support and training
✓Flexible across many industries
✓Modern, user-friendly software

800+

UK businesses trust Computime systems

30

years experience in UK workforce management

4.4

rated Excellent on Trustpilot

UK

based support, never an overseas call centre

What our customers say

“

We are really pleased with our Computime solution. Introducing this system means that payroll is now processed accurately and efficiently, helping to boost morale both for our head office staff and our field teams. Real time data means we know where our employees are, allowing us to operate more efficiently.

James Dunlop

Financial Manager, Landworth Electrics

“

We are very pleased with the smooth implementation. Computime worked very hard to make sure installation was completed within the time frame and with minimum disruption. The in-depth training allowed us to focus on production and keeping our employees safe at work while ensuring efficiency.

Clare Barker

HR Manager, Wholebake Limited

“

I was tasked with sourcing a computerised time and attendance solution to replace our manual clocking system. The Computime website contained all the information I needed, making the decision straightforward. The software proved easy to use and the helpdesk was very helpful and friendly. Computime have exceeded all of our expectations and objectives. I would definitely recommend them.

Purchasing Manager

BSK Laminating

Visitor management software FAQs

What is visitor management software?

Visitor management software is a digital system that records and manages everyone who visits your premises. It replaces the paper sign-in book with contactless check-in, host notifications, visitor badge printing, and a real-time record of who is on site, improving security and helping you keep accurate records for compliance.

How does visitor check-in work?

Visitors can pre-register before arrival and receive a QR code by email, then check in on the day by scanning it, or using a touchscreen kiosk, mobile device, or reception desk. The host is notified automatically, and a visitor badge can be printed instantly with the visitor’s details and access permissions.

Is visitor management software GDPR compliant?

Yes. Computime’s visitor management software stores visitor data securely and helps organisations manage it in line with UK GDPR, with controlled access, secure digital records, and audit-ready logs, rather than an open paper book anyone can read.

Does it help with fire evacuations?

Yes. Because the system knows exactly who is on site in real time, it can generate a live evacuation list instantly during an emergency. It works alongside our fire roll call system so marshals can account for both staff and visitors at the assembly point.

What types of organisations use visitor management software?

It is used across businesses, schools, healthcare sites, manufacturing, logistics, and corporate offices, anywhere that needs to know who is on site, keep visitors secure, and replace a paper sign-in book with a professional digital system. It integrates with access control to grant visitors temporary, time-limited entry.

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