Visitor management
Key capabilities for a better arrival
From touchless check-in to compliance audit trails, HybridHero gives reception, facilities, and security teams full visibility over every visitor, every site, in real time.
Touchless QR check-in
Visitors scan a QR code on their own device. No kiosk required. A simple arrival experience.
A client scans the lobby QR code and completes registration before they reach reception.
Self-service visitor kiosks
Tablet or touchscreen kiosk sign-in at reception. Fully unattended. No front-desk dependency.
Contractors complete sign-in at a kiosk without needing any staff assistance.
Visitor badge printing
Auto-print badges with name, photo, host, company, access level, and expiry on arrival.
A delivery driver receives a time-limited badge with Wi-Fi access details and expiry.
Visitor photo capture
Capture a photo at check-in for visual ID verification, badge display, and security records.
A guest's photo is logged instantly for identification by reception or security.
NDA and agreement capture
Present NDAs, safety policies, or compliance declarations for digital signature before entry.
Vendors sign a digital NDA with a timestamped audit record before receiving their badge.
Custom visitor workflows
Different flows for contractors, clients, deliveries, and interviewees. Configure per visit type.
A courier follows a streamlined delivery flow with fewer steps and no unnecessary fields.
Instant host notifications
Push, email, or SMS alerts to hosts the moment a visitor completes check-in.
A partner at a law firm receives an alert when their client arrives in the lobby.
Visitor welcome messaging
Auto-send Wi-Fi credentials, directions, parking info, and safety instructions on sign-in.
A visitor receives Wi-Fi details and room location immediately after check-in.
Digital visitor logs
Searchable, secure records of every entry and exit across every location and time zone.
Security exports a complete visitor log during an audit, filtered by date, site, or host.
Real-time visitor dashboard
See exactly who is on site now, including names, hosts, arrival times, and duration.
Reception monitors all active visitors and expected arrivals from a single live screen.
Compliance audit trails
Traceable timestamped records for GDPR, ISO 27001, and internal compliance reviews.
Compliance teams pull signed agreement records and visitor histories in seconds.
Multi-location management
Centralised control for multiple offices, entry points, and time zones from one dashboard.
A global firm manages London, Sydney, and New York from a single view.
Visitor pre-registration
Hosts invite guests in advance with QR codes, directions, and building access information.
An expected guest checks in using their pre-issued QR code.
Contractor compliance checks
Route contractors through induction flows, PPE acknowledgements, and certification capture.
A facilities contractor completes a site induction and PPE check before receiving access.
Active Directory and SSO
Sync host and employee lists automatically. No manual updates. No stale data.
New starters are available as visitor hosts the moment they join Active Directory.