Frequently asked questions
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General questions
Visitor management software, sometimes called a visitor sign-in system, replaces paper logbooks with a secure, digital platform. It automates check-ins, issues badges, sends instant notifications, and keeps audit-ready records. Greetly is SOC 2 + GDPR compliant and built to deliver a seamless first impression while protecting your workplace
Organizations use visitor management systems to improve security, save time, and create a better visitor experience. By automating check-ins, notifications, and compliance workflows, teams focus on higher-value work while ensuring every guest has a seamless check-in experience and is accounted for.
Digital systems are faster, more secure, and more reliable than paper sign-ins. Visitor data is captured in real time, stored securely in the cloud, and exported easily for audits. Digital visitor management also supports touchless check-ins and instant notifications.
Guests scan a QR code or use an iPad kiosk to check in, complete NDAs or forms, and notify their host automatically. Staff see who’s on-site in real time, can capture visitor photos, and print badges so hosts know exactly who to expect.
Use a self-service kiosk and QR code check-in. Visitors can sign in independently, complete forms, and notify their host instantly. Admins monitor arrivals via Greetly’s real-time dashboard.
Install the Greetly app, brand the screen, and configure workflows. Visitors tap through or scan a QR code, complete forms if required, and hosts receive immediate alerts.
Greetly digitizes the check-in process. Guests use a kiosk or QR code, and data is stored securely in the cloud. Logs can be exported anytime, eliminating paper backups.
Yes. Small businesses use Greetly to save staff time and improve security without hiring full-time receptionists. Digital check-ins make even small offices look professional.
Yes. In fact, co-working spaces were some of the earliest adopters of Greetly. Because each tenant can customize their own workflows and branding, Greetly fits the flexible nature of shared spaces better than many alternatives. This flexibility is one of the reasons Greetly continues to be the visitor management platform of choice for co-working providers worldwide.
Visitor management is common across finance, healthcare, education, government, manufacturing, technology, real estate, retail, and professional services. Each industry benefits differently: finance firms streamline audits, schools ensure safety, and tech companies protect intellectual property.
Greetly features and capabilities
Greetly is one of the most customizable platforms available. Admins can brand every step of the workflow, add forms and NDAs, and configure check-in by visitor type. From touchless and multilingual check-ins to digital mailroom and evacuation tools, Greetly adapts to how your workplace runs.
Key features include:
- Digital and touchless check-ins
- Visitor pre-registration and QR codes
- Instant host notifications
- Badge printing
- NDA and document capture
- Multilingual workflows
- Watchlist screening
- Digital mailroom management
- Emergency evacuation tools
- Real-time dashboards and audit-ready logs
Yes. Visitors can check in with QR codes on their own smartphones. At kiosks, guests can choose from dozens of languages, creating a seamless, localized experience.
Yes. Pre-registration links or calendar invites with [email protected] let visitors sign in faster. Pre-registered guests scan a QR code and complete check-in in seconds.
Yes. Visitors can sign NDAs, waivers, and safety acknowledgments during check-in. Signed files are stored with the visitor record, time-stamped, and exportable for audits.
Yes. Badges can include visitor names, photos, hosts, and visit type (e.g., candidate, contractor). Color coding and custom details help identify who is on-site.
Yes. Greetly can scan U.S. driver’s licenses via PDF417 barcodes. Photos can also be captured separately. Always confirm local policies before storing ID data.
Yes. Internal watchlists can be enforced during check-in, and approvals can be required for specific visitor types. This strengthens access control and compliance.
When a visitor finishes check-in, hosts are notified via Slack, Microsoft Teams, Google Chat, SMS, email, or voice call—whichever channels are enabled.
Deliveries can be logged with photos, and recipients are notified instantly. Mailroom admins can send pickup reminders in bulk, limited to one per recipient every 24 hours.
During emergencies, admins can send alerts to all checked-in individuals. Guests and staff can mark themselves safe, and a real-time evacuation log shows who still needs assistance.
Yes. When configured, check-ins can route visitors to specific service queues (e.g., tech support). Staff see who’s next and manage flow in real time.
Yes. Touchless check-ins and host notifications keep arrivals moving even when reception is closed.
Security and compliance
All check-ins are logged with timestamps, signed NDAs, and visitor details. Reports can be exported in CSV or PDF, saved as custom views, or scheduled for delivery via email.
Yes. Greetly is SOC 2 + GDPR compliant. Records are encrypted, role-based access controls are enforced, and all activity is logged for audits.
Greetly has strong privacy and security practices, but it is not HIPAA-certified and does not provide BAAs. Many healthcare offices still use Greetly for non-PHI visitor management.
All check-ins are logged with timestamps, signed NDAs, and visitor details. Reports can be exported in CSV or PDF, saved as custom views, or scheduled for delivery via email.
Admins can set retention by site or policy. Records auto-delete after the period you specify (e.g., 30, 90, 365 days), helping align with GDPR and internal governance.
Yes. Role-based access controls (RBAC) and site-specific permissions ensure only authorized staff can view or export records.
Integrations and technology
Direct integrations include Slack, Microsoft Teams, Google Chat, Google Workspace, Azure AD, Okta, and Zapier. SSO is supported via SAML 2.0. Badge printing is available with Brother QL-820NWB/QL-820NWB-C printers.
Greetly can coordinate visitor data with access control systems in certain scenarios, usually through APIs, webhooks, or Zapier. The level of integration depends on the system and setup, so we recommend discussing your requirements with our team. While not a native integration today, Greetly is often used alongside access control solutions to strengthen building security.
Kiosks run on iPads or Android tablets. The admin dashboard is browser-based and mobile-friendly. Supported badge printers include Brother QL-820NWB and QL-820NWB-C.
Yes. Hosts can receive notifications on mobile, and admins can access the dashboard from a phone browser for quick lookups.
Admins can export visitor logs, signed documents, timestamps, and other fields as CSV or PDF. Custom views can be saved, and reports can be scheduled for recurring delivery by email.
Greetly requires connectivity for secure check-ins and notifications. Many teams provide backup hotspots for kiosk devices as a best practice.
Yes. Greetly provides an API and webhooks to push visitor events to downstream tools or coordinate with other systems. Zapier is available for no-code workflows.
Departments and use cases
HR uses Greetly to pre-register candidates, notify interviewers instantly, and digitize onboarding forms. Candidate and contractor badges help distinguish visitor types.
IT teams appreciate Greetly’s cloud-based setup, SSO (SAML 2.0), directory sync with Azure AD or Google Workspace, and APIs. Admin actions are logged for full audit trails.
Facilities leaders use Greetly to monitor real-time activity, enforce watchlists, issue visitor badges, and run evacuation logs. Multi-site dashboards simplify operations.
Yes. Multi-site administration allows global policies with location-specific workflows. Real-time dashboards provide visibility across all offices and entrances.
Yes. Each visitor type can have its own workflow with NDAs, badges, and notifications. Deliveries and service vendors can be logged with photos and recipient alerts.
Common use cases include client visits, interviews, contractors, vendors, auditors, and deliveries. Workflows can be customized for risk level and visitor type.
Yes. Each industry has tailored workflows and requirements, from compliance in finance to safety in schools. See education, manufacturing, financial services, and legal for examples.
Pricing, deployment and proof
Thousands of organizations worldwide rely on Greetly, including Fortune 500 companies, schools, manufacturers, government agencies, and startups. Over 10 million visitors have checked in through Greetly across 24+ countries.
Pricing depends on the number of locations, entrances, and visitor types you need to support. Plans scale with your organization. Visit our pricing page to learn more.
Most teams are live in days, and a basic kiosk can be set up in minutes. Setup is self-guided, with optional training and onboarding services available.
Yes. Greetly automates core reception tasks like check-ins, notifications, badge printing, and visitor logs. This frees receptionists for higher-value work—or replaces the need for one entirely.
Unlike competitors, Greetly is fully customizable. Admins control branding, workflows, and forms. Greetly also includes features like evacuation mode and digital mailroom management, often at a lower total cost.
Reviews are available on G2, where Greetly holds a 4.9/5 rating. Customers highlight ease of use, configurability, and reliability.
You can book a demo or take a self-guided tour from our website. Most teams are live in hours. Our support team is ready to help with training and deployment.
Visitor management made simple with Greetly
Explore how Greetly helps organizations streamline check-ins, protect data, and deliver a seamless visitor experience.