Visitor Management That Doesn't Live At The Front Desk
Hosts pre-register visitors from anywhere; the front desk checks them in from desktop, phone or a lobby kiosk — with digital badges, watchlist screening, and an audit-ready visit history.
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. Once the visit is approved, the visitor gets a link to their QR badge.
Self-Service Check-In
Visitors check themselves in by scanning their badge's QR code at a lobby kiosk, and their host can be told the moment they arrive.
Issue Digital Badges
Digital badges with QR codes and printable PDFs, plus Apple Wallet passes staff can issue where Wallet is set up. Your security team can regenerate or revoke any badge at any time.
Screen Against A Watchlist
Watchlist screening flags visitors who match flagged identifiers. A match holds the visit for your security team, and approval and check-in are refused while the entry stands.
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, follow it, correct it, approve it where your organization lets hosts decide, or cancel it — 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 — notification channels and quiet hours, default visit length, escort and access defaults.
- Fix details before approval — change the time or purpose while the visit is pending, or correct a declined visit and send it back for approval.
- Resend notifications — send the visitor their registration or badge email again.
For Visitors
Self-service from invite to check-out. The visitor is emailed when they're registered, gets a link to their QR badge once the visit is approved, and checks in by scanning it on arrival.
- Registration and approval emails — visit details and host; the approval email also carries any arrival instructions the host added.
- QR code check-in — scan on arrival to check in without a receptionist.
- Digital badge — a QR code on their phone, ready to show or print.
- 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 — every visit waiting for a decision, with watchlist holds marked.
- Bulk actions — approve, decline, cancel, or check out many visitors at once.
- 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
Visits are approved or declined by the approvers you choose — or by the visit's own host from a one-tap email link — with an optional auto-approval setting.
Scope and specs
Useful specs: Visit statuses: Pending, Approved, Declined, Checked in, Checked out, Expired, Cancelled; Badge validity: the visit plus 24 hours after its expected departure (admin-configurable); Compliance export format: CSV.
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 with escort flags, purpose of visit, and an access log of who was on site and when.
Interview candidate reception
Recruiters pre-register candidates, who get the host's arrival instructions with their badge and check themselves in at a lobby kiosk.
Connected To The Rest Of MangoApps
→ Calendar
Visits land on the host's calendar. iCal attachments go to the visitor automatically.
→ Bookings
Pair Guest Pass with Bookings — external guests on a room booking are registered in Guest Pass for check-in, badges, and screening.
→ Appointment Scheduler
An in-person appointment can pre-register its invitee as a Guest Pass visitor, so the front desk expects them on arrival.
→ Notifications
Host notifications, visitor reminders, and security alerts flow through the standard notification pipeline.
→ 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.
REPLACES 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
- Pay-as-you-go per visitor check-in, with no per-location fee — 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, digital badges, 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
- External guests on a Bookings room reservation flow into Guest Pass for check-in, badges, and screening
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 are purged on the retention window you set, by a job that runs every night — no script to maintain
- Hosts, approvers, and the front desk work in the same app as the rest of MangoApps — no SwipedOn-only admin console
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
- The Guest Pass Agent runs on the platform's agent framework instead of a Greetly-only voice model
PLATFORM ADVANTAGE
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 scan, and watchlist hit lands in Guest Pass's access log, with a compliance export for audits and a retention window you set.
Workflow & automation
Visit reminders, no-show expiry, overdue check-out alerts, and record retention run on schedule — nobody has to chase them.
Multi-language
Sign-in screens 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 visits carry escort flags, purpose of visit, and a watchlist check — screened when the visit is approved and again at check-in.
Healthcare
Patient visitors, vendors, and clinicians follow distinct flows with HIPAA- friendly logging, and each host chooses how and when they're notified.
Financial Services
Branch and HQ visitor logs feed the audit trail compliance reviews; guests who self-register acknowledge your visitor policy before they submit.
Technology
Interview candidates get their badge and the host's arrival instructions by email and check themselves in — without a recruiter relaying every step.
Public Sector
Visitor screening, watchlist checks, and badge issuance follow agency protocols with a complete audit trail.
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
Pay-as-you-go per visitor check-in replaces Envoy + a badge printer service + a watchlist tool + a notification gateway — no per-location billing.
More secure
One identity perimeter, one access log, one retention setting across every visit. Watchlist hits alert the security team you choose.
Easier to deploy
Already deployed if you have MangoApps. Turn on Guest Pass, open the Check-In Scanner on a lobby tablet, 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
Bookings and Appointment Scheduler register their guests in Guest Pass, so a meeting's visitors arrive pre-registered — one visitor record, every app.
AI is actually better
Guest Pass AI handles visitor lookup, pre-registration, approvals, and check-in questions in chat — every change is confirmation-gated and recorded as the asker's, with Ask AI noted.
Pair Guest Pass With Its Agent
Guest Pass AI lets hosts pre-register and follow their visits, approvers decide them, and the front desk check people in and out — from chat. Every change is confirmation-gated.
Guest Pass AI
Pre-register, check in/out, update visits, audit history — from Ask AI.
Customer Success
How Workplaces Run Visitor Management
Customer Case Studies
Customer Case Studies
Customer Case Studies
Customer Case Studies
Customer Case Studies
Video Case Studies
There’s an absolute return on investment with MangoApps as our partner. We’ve been able to actualize our vision to make community participation and employee engagement happen.
Dr. Kevin Klauer
Chief Medical Officer
Team Health
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 the QR badge linked from their approval email and check in self-serve. The host owns the record; the visitor's interaction is QR-scan-and-go.
Screening runs when a visit is approved and again at check-in. A visitor matching a watchlist entry is held for your security team, who see which entry matched. The visitor isn't notified of the flag; the workflow stays internal.
Yes, before the visit happens. The front desk can hand a visit to another host, who is told about it, and the visit's time or purpose can be corrected. Editing doesn't email the visitor on its own — Resend Notifications sends them their updated badge and calendar invite. The reception view picks up the change without manual re-entry.
Each approved visitor gets a QR-coded digital badge to show on their phone or print; staff can also issue an Apple Wallet pass where Wallet is set up. Your security team can regenerate (rotate the QR) or revoke (immediately invalidate) a badge 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 for the front desk.
Real-Time Status shows which visitors are on site right now, so during a drill or a real evacuation your security team has the list of visitors who need to be accounted for.
The agent lets hosts pre-register, follow, correct, or cancel their own visits, approvers approve or decline visits, and the front desk check visitors in and out — from chat. Every change is confirmation-gated, and it acts only where you could act yourself. See the agent page.
Let's Talk
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Why Choose Us?
- Frontline AI: Governed AI for every employee and workflow.
- Top Security: HITRUST, ISO & SOC 2 certified.
- Exceptional UX: Delightful on mobile and desktop.
- Proven Results: 98% customer retention rate.
Rolled out to every employee at AutoZone (125,000), PetSmart (50,000+), A.S. Watson and Raley's (20,000) — and at larger retailers we are not permitted to name.
Prefer to explore first? Ask AI about Visitor Management System & Front Desk Software →