Visitor Management That Doesn't Live At The Front Desk
Guest Pass gives hosts the controls — pre-register a visitor, see who's on-site, check them in or out, and pull audit history without standing at the reception screen. Digital badges, QR codes, watchlist screening, host preferences, host notifications, and visit analytics round out the workflow.
What Guest Pass Helps You Do
Six everyday capabilities — without retraining the front desk.
Pre-Register Visitors
Hosts pre-register one visitor or a group with name, email, date, purpose, and host. Pre-registered visitors arrive with a badge ready to print.
Self-Service Check-In
Visitors check themselves in via the reception screen or QR code on arrival. Host gets notified automatically; badge issuance flows behind the badge.
Issue Digital Badges
Digital badges with QR codes, Apple Wallet support, and downloadable PDFs. Badges can be regenerated, revoked, or downloaded by the host any time.
Screen Against A Watchlist
Watchlist screening flags visitors who match flagged identifiers. Approval workflows can route flagged visits to a security or compliance approver.
Track Who's On-Site Now
Live views — expected today, pending approval, checked in, checked out. The host owns the visit; reception sees the same view they do.
Audit Visit History
30-day default audit window — by host, by purpose, by check-in time — with CSV export. The compliance answer doesn't take an hour anymore.
One App, Three Audiences
For Hosts
The host owns the visit — pre-register, check in, check out, update, cancel — without standing at the reception desk.
- Pre-register — one visitor or a group with date, purpose, host.
- My Visitors — the list of visits the host owns this week.
- Host preferences — default notification settings, default badge template.
- Update last-minute changes — time changed, host changed, purpose changed — without retyping.
- Resend notifications — push a reminder to the visitor on the day of.
For Visitors
Self-service from invite to check-out. The visitor receives a pre-registration email with a QR code, checks in on arrival, and the badge is issued.
- Pre-registration email — visit details, host, parking info, what to expect.
- QR code check-in — scan on arrival to check in without a receptionist.
- Digital badge — QR code, Apple Wallet pass, downloadable PDF.
- iCal invite — calendar attachment so the visit lands on the visitor's calendar.
For Reception & Security
The same view the host has, plus the workflows the front desk owns — approvals, watchlist alerts, bulk operations.
- Approval queue — pending visits flagged by policy or watchlist.
- Bulk actions — bulk approve, bulk check-out, bulk export.
- Live floor view — checked-in, expected, departed, by time and host.
- Access logs — every check-in, check-out, and badge action with audit context.
- Compliance export — CSV of every visit in a window.
Guest Pass In Practice
A practical scope check: what the app covers, which controls matter, and the workflows teams usually run first.
Core workflow
Pre-register visitors with host notification and expected arrival details.
Controls that matter
Approval Workflow includes Manual approval / rejection by managers or admins and Auto-approval option (admin-configurable per business).
Scope and specs
Useful specs: Visitor statuses: pending, approved, rejected, checked_in, checked_out, cancelled; Badge default expiry: 24 hours (admin-configurable); Compliance export formats: CSV, XLSX.
Office visitor management
Front desk pre-registers guests, prints badges on arrival, and notifies the host via push notification when they check in.
Contractor site access
Track contractor check-ins at job sites with safety acknowledgment forms and automatic sign-out at shift end.
Interview candidate reception
Recruiters pre-register candidates, who check in at a lobby kiosk and receive directions to the interview room.
Connected To The Rest Of MangoApps
→ Calendar
Visits land on the host's calendar. iCal attachments go to the visitor automatically.
See Calendar→ Bookings
Pair Guest Pass with Bookings — a visitor's meeting auto-creates a room reservation when the host pre-registers them.
See Bookings→ Safety Hub
Watchlist screening hooks into Safety Hub's incident and risk surfaces. On-site visitor counts flow into emergency rosters.
See Safety Hub→ Notifications
Host notifications, visitor reminders, and security alerts flow through the standard notification pipeline.
See Notifications→ Employee Directory
Hosts pick from the Employee Directory. A visitor's host record stays tied to the directory entry — no orphaned data when an employee leaves.
See Directory→ AI Front Office
For service businesses, the AI receptionist can convert an inbound chat into a pre-registered visit via Guest Pass.
See AI Front OfficeREPLACES POINT TOOLS
One visitor workflow in place of the lobby-tablet stack
Most companies running a visitor management tool also maintain a separate badge printer, a watchlist service, a host directory, and a notification gateway — none of which know about the employee records they depend on. Guest Pass folds the whole flow into the platform employees already use.
Envoy Visitors
The category-leading visitor sign-in tablet
- One license covers visitors AND the rest of MangoApps — Envoy charges per location per month for visitors alone
- Hosts get pinged in the same inbox they read for shifts and tasks — no separate Envoy mobile app to install
- Visitor data uses the same employee directory and audit log as HR — no parallel "host list" to keep current
Proxyclick (Eptura Visitor)
Enterprise visitor management
- Watchlist screening, NDA capture, and pre-registration ship in the base app — Proxyclick gates them behind tiers
- Multi-site, multi-language, and brand customization come free — not per-location surcharges
- Visit history rolls into Mango IQ alongside attendance and asset data — one analytics layer
The Receptionist
iPad-based visitor sign-in
- Works without a dedicated tablet — any kiosk, phone, or QR code completes the check-in
- Host notifications use the same push channel as everything else employees get from the platform
- Pre-registration ties to a Bookings reservation so the meeting room is ready when the visitor arrives
SwipedOn
SMB sign-in and visitor app
- Scales past the SMB ceiling — multi-site, SSO, SCIM, and enterprise audit are first-class, not add-ons
- Visitor records inherit the same retention policy as HR and Legal — no separate purge job to configure
- Custom check-in flows use the same form builder as the rest of MangoApps — no SwipedOn-only template editor
Greetly
Digital receptionist for serviced offices
- Host directory comes from the live HRIS — no manual sync when employees join, move, or leave
- Visitor analytics live next to attendance, shifts, and bookings — not in a closed Greetly dashboard
- AI receptionist flows reuse the platform's agent framework instead of a Greetly-only voice model
PLATFORM LEVERAGE
Guest Pass inherits everything else MangoApps already does
A point visitor tool has to build, buy, or integrate each of these. Guest Pass gets them for free because the platform already runs them.
Identity & SSO
Inherits your SAML/OIDC SSO, MFA, and SCIM provisioning. Hosts use the same login they use for chat, shifts, and pay.
HRIS-synced hosts
The host directory comes from the live org chart — no parallel list of who works here and which floor they sit on.
Mobile & push
Host notifications, check-in alerts, and visitor approvals arrive in the same branded mobile app employees opened today.
Audit log & retention
Every visit, badge print, and watchlist hit lands in the same audit log Legal and Security already use across the platform.
Workflow & automation
A visitor invite can trigger a Bookings reservation, a parking spot, an NDA signature request, or a survey — one automation engine.
Multi-language
Sign-in screens, NDA copy, and host messages auto-translate using the same Mango Translation layer that powers Chat and Policies.
INDUSTRY FIT
Built for the lobbies where visitor flow shapes the day
Guest Pass fits every reception area, but it earns its keep in industries where compliance, security, and customer experience all intersect at the front desk.
Manufacturing
Contractor sign-in includes safety-induction confirmation, PPE attestation, and a watchlist check — captured before the visitor enters the floor.
Healthcare
Patient visitors, vendors, and clinicians follow distinct flows with HIPAA- friendly logging, and host notifications respect on-call coverage.
Financial Services
Branch and HQ visitor logs feed the audit trail compliance reviews; NDAs and consent capture sign at check-in, not after-the-fact.
Technology
Interview candidates pre-register, get a wifi pass, and route straight to the hiring manager — without a recruiter relaying every step.
Public Sector
Visitor screening, watchlist checks, and badge issuance follow agency protocols with a complete audit trail and FedRAMP-eligible deployment.
Property Management
Multi-tenant lobbies route visitors to the right floor with tenant-specific hosts, branded check-in, and consolidated reporting for the building owner.
WHY MANGOAPPS WINS
One platform beats a stack of point solutions on every axis
The argument facilities, security, IT, and finance all share — and the one a visitor point tool structurally cannot answer.
Cheaper than the stack
One per-employee suite license replaces Envoy + a badge printer service + a watchlist tool + a notification gateway — no per-location billing.
More secure
One identity perimeter, one audit log, one retention policy across every visit. Watchlist hits route through the same alerting as the rest of security.
Easier to deploy
Already deployed if you have MangoApps. Add a kiosk URL, publish the first floor's check-in flow, and run your first visit the same day.
Easier to use
Hosts pre-register and get notified inside the app they already use for everything else. Visitors check in from any device — no tablet required.
Easier to manage
Host lists, departments, and locations come from the HRIS — facilities teams configure flows, not maintain rosters.
Easier to extend
A visit can trigger a room booking, parking reservation, NDA signature, or post-visit survey — one engine, every app.
AI is actually better
Guest Pass AI handles host lookup, pre-registration, and check-in questions in chat — actions are confirmation-gated and audited as the host's, not the bot's.
Pair Guest Pass With Its Agent
Guest Pass AI lets hosts pre-register, check in, check out, and audit visits from chat. Every write action is confirmation-gated; the host stays the actor of record.
Guest Pass AI
Pre-register, check in/out, update visits, audit history — from Ask AI.
Customer Success
How Workplaces Run Visitor Management
Video Case Studies
Webinars
Customer Case Studies
Customer Case Studies
Customer Case Studies
Video Case Studies
Frequently Asked Questions
Standalone visitor-management tools sit outside the workspace where employees actually live. Guest Pass runs inside MangoApps — hosts pre-register from the same workspace they use for calendar, directory, and notifications. Host preferences, employee lookup, and visit notifications use the systems your employees already know.
No. Visitors arrive with a QR code from the pre-registration email and check in self-serve. The host owns the record; the visitor's interaction is QR-scan-and-go.
Watchlist screening flags visitors matching configured identifiers on pre-registration. Flagged visits route to an approval queue (security, compliance, or a designated approver). The visitor isn't notified of the flag; the workflow stays internal.
Yes. Update the visit — host, time, purpose — and the visitor gets a refreshed pre-registration email automatically. The reception view picks up the change without manual re-entry.
Each visitor gets a QR-coded digital badge that can be downloaded as PDF or added to Apple Wallet. Hosts can regenerate (rotate the QR) or revoke (immediately invalidate) any time. Badge access events are logged.
30-day default audit window — visits by host, by purpose, by check-in time. CSV export available for compliance, security, and HR. The Guest Pass Agent can also pull visit history into a chat conversation.
On-site visitor counts flow into Safety Hub's emergency roster surfaces. During a drill or real evacuation, the on-site list shows visitors who need to be accounted for alongside employees.
The agent lets hosts pre-register, check in, check out, update, or cancel visits from chat — 9 tools total, 5 of which are write actions, all confirmation-gated. The host stays the actor of record on every action. See the agent page.
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