Help Center

How to use Visitor Management

Back to Website Contact Support
Signmitra
screen pairing getting started playlist timing calendar sync device offline create schedule playlist offline playback create playlist pair tv screen signmitra account setup
SignMitra Apps

How to use Visitor Management

Manage branded visitor check-in, invitations, approvals, group passes, reception kiosks and welcome screens from one SignMitra app.

Share this article

Send this guide to a teammate or save the link for later.

Email
Overview

Manage branded visitor check-in, invitations, approvals, group passes, reception kiosks and welcome screens from one SignMitra app.

Before you begin

Open Apps and select Visitor Management. Create a location and entrance first. Choose a company logo from Media Library and set the location colors. Hosts are optional when Reception approval is selected and the visitor provides a purpose. The app uses your existing SignMitra package, slides, playlists and screens.

Visitor Management features and settings

Use these sections as a reference after completing the setup steps below. Access to tabs and actions depends on the assigned staff role.

Overview and navigation

  • Overview: Shows recent activity, expected arrivals and quick actions. Choose a location from the filter to narrow the figures and lists.
  • Live Visitors and Reception: Show arrivals and visit states. Authorized staff can approve, admit, deny or check out a visitor when that action is available.
  • Visitors Directory: Search visitor profiles, move through all pages, and review contact, company, category, last check-in and last departure times. Managers and reception staff can edit a profile or delete it after its active visits and invitations are finished. Deletion removes personal details and photos while retaining anonymized visit history.
  • Analytics and Security: Review recorded visit counts, entry and departure times, and paginated history. Authorized staff can export recent visits as CSV. The occupancy list reflects recorded check-ins; it is not a physical headcount.

Locations, entrances and hosts

  • Location: A branch or site with a name, optional address, IANA time zone, welcome message, company logo and background, primary and accent colors. Use Choose logo in the Media Library picker. The location brand appears on the public check-in form, invitation and approval or pass pages, printable QR stand card and reception slide. Square and wide logos fit inside their space without a separate white logo tile.
  • Entrance: A named check-in point attached to a location. Each entrance has its own public check-in link and QR. In Locations, copy its link, show the QR, preview the stand card or download the PNG for print. Place the card where visitors arrive, or show the check-in QR on a reception slide.
  • Host: An employee or contact attached to a location. A host may have an email, mobile, department and designation. Only hosts marked visitor visible appear in the public host list. Managers can edit or delete a host in Employees & Hosts. Deletion requires active visits and invitations to be finished and linked staff roles to be reassigned.

Invitations and visitor check-in

  • Invitation: Enter visitor name, location and expected arrival in the location time zone. A host is optional in Reception approval mode when a visit purpose is entered. Other optional fields include contact details, company, category, duration and arrival instructions.
  • Private invitation link: Copy the link shown after saving and share it with the intended visitor. If a valid email is entered, the app also attempts email delivery; a failed email does not remove the invitation.
  • Visitor check-in: The visitor scans an entrance QR or uses the paired kiosk, enters their details, changes the preselected mobile country code if needed, adds or removes up to 10 accompanying members with the plus and minus controls, and accepts the visitor policy. That is one primary visitor plus up to 10 other members on one visit. In Reception approval mode, a visitor can continue past Who are you visiting? without choosing a host when they enter a purpose.
  • Optional selfie: The visitor can take or select a selfie on their phone and consent to displaying it. The photo is processed and stored privately. It appears briefly on an assigned welcome screen only when that screen enables Show consenting visitor selfie.
  • Approval screen and pass: A visitor awaiting approval receives a private status link. Once approved, the branded approval screen shows a QR that security can scan to view the current status, location, reference and group without signing in. Scanning is read only and does not record admission. Authorized staff admit the visitor in Reception; the visitor then receives a private visitor pass with a QR and checkout action. Do not post these links publicly.

Approvals and reception actions

  • Automatic: Completes check-in immediately after a valid submission and policy acceptance.
  • Host, Reception or Security: Routes the arrival to the selected role for approval. In Settings, add a default reception email to receive approval requests through SignMitra email when Reception approval is active. The approver may approve or deny; an authorized reception or security user then admits an approved visitor.
  • Deny: A denial reason is required. The action is recorded in visit history.
  • Check out: Authorized staff can check out a checked-in group from Reception. The primary visitor can also use the valid private pass to check out the whole group.

Kiosks, signage and welcome events

  • Pair a kiosk: Open VMS Kiosks, choose a location and one of its entrances, and generate a six-digit code. Enter the code at /vms/kiosk on the reception tablet within 10 minutes. Its check-in form uses the location branding, visitor fields and default mobile country code.
  • Kiosk security: Use the tablet operating system kiosk mode for a public device. Revoke the kiosk in VMS if the device is lost or retired.
  • Reception slide: Create or edit VMS slides from Reception Screens. The slide uses the selected location logo, welcome message and colors, with an optional check-in QR and aggregate visitor totals. Open the slide from that page to change its design and settings in the standard slide editor, then use Preview player to inspect playback.
  • Playlist playback: Add the VMS slide to a normal SignMitra playlist and assign that playlist to a screen. The slide shows a check-in QR only after an active entrance exists for the selected location.
  • Welcome overlay: Assign an existing screen to a location in Reception Screens, choose a template and duration, and enable welcome events. The overlay appears on eligible check-ins while normal playlist playback continues. Visitor name and consenting selfie display are separate optional settings.

Settings, roles and privacy

  • Automations: Choose Automatic, Host, Reception or Security approval and save the workflow. This is separate from organization Settings. When Reception approval is selected, SignMitra queues an email for each new approval request if a default reception email is configured in Settings. The email links to the Reception dashboard and staff sign-in is required to act.
  • Organization settings: In Settings, set the organization display name shown on public pages and cards, default reception email, default mobile country code, visitor policy text and version, retention period and the VMS enabled switch. The country code is preselected on visitor check-in and the paired kiosk; visitors can change it. Visitors must acknowledge the policy during check-in.
  • Team roles: A manager configures locations, hosts, screens, kiosks and staff access. Reception, security and host users see the tabs and decisions permitted by their role. Host users are limited to their own visits.
  • Retention: Choose 30 to 3650 days. The scheduled maintenance job redacts eligible old visitor personal details after the configured period; active visits remain available.
  • Screen privacy: The reception slide shows organization and location information, the public entrance QR and aggregate counts. It does not list visitors. A welcome overlay shows a name only when enabled and a selfie only with visitor consent and the screen setting enabled.

Good to know

  • Set up a location and entrance before expecting a check-in QR on the slide or kiosk.
  • Choose the correct location time zone for invitations; visit history and some dashboard timestamps are shown in UTC.
  • Keep invitation, approval and pass links private. The approval QR is a bearer link for read-only verification by security.
  • Test the public form, approval, admission, pass and checkout flow with a sample visit before opening reception.
  • Reception approval email uses the SignMitra mail system and its retry queue. If delivery fails, the visit remains pending in Reception; staff can handle it there.
  • Enable visitor names and consenting selfies on welcome overlays only when suitable for the reception area.

Publishing

The VMS reception slide uses the standard SignMitra slide and playlist flow: create or open the slide, choose its location and display settings, preview it, save, add it to a playlist and assign the playlist to a screen. Reception welcome overlays are configured separately in Reception Screens and can appear on the assigned existing screen without replacing its playlist.

Step by Step Guide
Step 1: Open Visitor Management

In Apps select Visitor Management. The account owner or a manager can perform the initial setup.

Step 2: Set organization policy

Open Settings, enter the organization name, optional default reception email and visitor policy, choose the default mobile country code and retention period, and keep Visitor Management enabled.

Step 3: Set approval workflow

Open Automations and choose the approval mode. In Reception approval mode, the default reception inbox in Settings receives new approval requests through SignMitra email, even if the visitor does not select a host.

Step 4: Create a location

Open Locations, enter the site name, its correct time zone and welcome message. Use Choose logo to select a PNG, JPG or WebP company logo from Media Library, then choose background, primary and accent colors. Preview the public form, QR card and reception slide to check contrast and logo fit.

Step 5: Create an entrance and print its QR card

In Locations choose the new location and create an entrance. Test its public link, then use Preview stand card or Download for print to put the QR at reception.

Step 6: Maintain locations and entrances

Use Edit location to open or close its details and logo picker, and Edit entrance to rename a QR point without changing its link. Delete retires the item and disables its QR or kiosk access while preserving visit history.

Step 7: Add hosts if needed

Open Employees & Hosts to add hosts and decide whether to show them to visitors. Reception approval can work without a host when the visitor enters a purpose.

Step 8: Maintain hosts

Use Edit in Employees & Hosts to change a host’s name, location, contact, department, designation or visitor visibility. Use Delete to retire a host after finishing active visits, cancelling invitations and reassigning linked staff roles. Historical visits remain with an anonymized host name.

Step 9: Set staff access

In Settings assign existing SignMitra team members a manager, reception, security or host role. Link a host role to the matching host profile.

Step 10: Create an invitation if needed

In Invitations enter visitor details, location and expected arrival in location time. Choose a host or, in Reception approval mode, leave the host blank and enter a purpose. Save and share the private invitation link.

Step 11: Test visitor check-in

Scan the entrance QR on a phone or open the paired kiosk. Check the default mobile country code, add and remove accompanying members with plus and minus, optionally take a selfie and consent to its screen display, complete the policy and submit. In Reception approval mode, try leaving Host blank and entering a purpose. Confirm the status page appears.

Step 12: Process and verify the arrival

Open Reception or Live Visitors. The assigned role approves or denies. After approval the visitor shows the approval screen to security, which can scan the QR without a login to verify the current status and group. Authorized staff record admission in Reception.

Step 13: Test checkout

Check the visitor out from Reception or use the valid private pass. Confirm the occupancy count changes.

Step 14: Create and preview the reception slide

Use Create reception slide in Overview or Reception Screens. In the editor choose the location and appearance, enable the QR and counts as desired, preview, then save.

Step 15: Publish the slide

Add the VMS slide to a normal playlist, assign that playlist to the intended screen and verify the QR scans on the actual display.

Step 16: Configure welcome overlays if wanted

In Reception Screens assign an existing screen to the location, choose a template and duration, decide whether to show the visitor name and consenting selfie, and enable welcome events.

Step 17: Pair a tablet kiosk if wanted

In Kiosks choose its location and entrance, generate a pairing code and enter it at /vms/kiosk on the tablet within 10 minutes. Use operating system kiosk mode.

Step 18: Monitor and export

Use Overview, Security and Analytics to review visit states and counts. Export CSV only when your role permits it.

Step 19: Maintain visitor profiles

Open Visitors Directory to search and page through profiles. Managers and reception staff can edit contact details or delete a visitor after checking out active visits and cancelling active invitations. Review the last check-in and departure times in the directory or the full visit history in Reception and Security.

Frequently Asked Questions
Why is the reception slide missing?
Open Reception Screens to see every linked VMS slide, create another slide, or open an existing one for editing. Add the saved slide to a playlist for playback.
Create an active location and entrance, keep Visitor Management enabled, then select that location in the slide editor or leave First active location selected. Refresh the preview.
The slide needs an active entrance for its selected location, and Show check-in QR must be enabled in its settings.
Finish any active visits first. Cancel active invitations before deleting a location; create another entrance or cancel invitations before deleting the last entrance. Deletion keeps historical visit records.
Check the visitor out or finish any pending approval, and cancel active invitations first. Then delete the profile in Visitors Directory. Historical visit counts and timestamps remain, while personal details and photos are removed.
Finish or cancel active visits and invitations for that host. If a team member has a host role linked to this profile, assign that team member another role or host in Settings first. Then delete the host in Employees & Hosts.
Confirm the slide is saved, included in the active playlist, and the playlist is assigned to the intended screen. Check that the screen and player are online.
The reception slide is scheduled through normal playlists and can show a check-in QR and aggregate counts. The welcome overlay is a brief event shown on an assigned reception screen after an eligible check-in.
The slide does not list visitors. The welcome overlay can show a name only when Show visitor name is enabled on that reception screen.
The host must be active, belong to the entrance location and be marked visitor visible. A valid invitation can preselect its host.
Yes, when Reception approval is selected. The visitor can leave the host blank and enter a purpose so reception can decide who should assist. Other approval modes still require a host.
Yes, when Reception approval is selected. Leave Host blank and enter a purpose. The invitation and resulting arrival appear under Reception. If the approval mode changes before arrival, create a new invitation with a host or restore Reception approval.
The visitor shows the approval screen or pass QR. Scanning it opens a public, read-only page with the current status, location, reference and group. Refresh before allowing entry. Scanning does not change the visit state; an authorized staff member records admission in Reception.
Open Locations, expand Edit location, use Choose logo to pick a PNG, JPG or WebP image from Media Library, and save the background, primary and accent colors. The selected branding appears on the check-in and pass pages, the printed QR stand card and the reception slide. The organization name above it is changed separately in Settings.
One primary visitor can add up to 10 accompanying members on the same visit. Use the plus and minus controls in the public form or paired kiosk. The approval check and pass show the group details.
The visitor must upload a supported photo, agree to display it, and the assigned reception screen must enable Show consenting visitor selfie. The image is available only for the short welcome event.
Check that the invitation is active, belongs to the selected location, is within its valid arrival window and has not already been used or cancelled. Create a new invitation when needed.
The organization approval mode selects host, reception or security. A manager can also act. An authorized staff member must admit a visitor after manual approval.
Set the default reception email in Settings and select Reception approval in Automations. Each completed visitor check-in needing reception approval queues one email through SignMitra mail with a link to the Reception dashboard. Staff must sign in to approve or deny. If delivery fails, the queue can retry and the visit remains pending in SignMitra.
Choose a default in Settings. The public check-in form and paired kiosk preselect it beside the mobile field, but visitors can change it. Submitted mobile numbers are saved with the country prefix when supplied.
In a manual approval mode the visit must first be approved. Use Reception to inspect its current status and your assigned role.
Authorized staff can select Check out in Reception. A checked-in visitor can also use the valid private pass.
Mail delivery may be unavailable or the address may be invalid. The saved invitation or check-in remains in VMS; copy the private link or contact the host directly.
Generate a fresh six-digit code, enter it within 10 minutes at /vms/kiosk, and confirm the kiosk was assigned an active entrance at the correct location.
Yes. Open Kiosks and revoke the device. Its existing kiosk credential stops working.
VMS counts recorded visit status changes. Missed check-ins, missed checkouts and people outside the visitor flow are not included. Reconcile the list during an emergency.
The manager selects 30 to 3650 retention days in Settings. Scheduled maintenance redacts eligible old visitor details, while active or recent visits remain available.
Was this article helpful?
© 2026 Help Center.