Why you need customizable visitor management software

Every workplace is unique. Whether you’re welcoming clients, interview candidates, or contractors, the way you manage your front desk sets the tone for their experience. That’s where customizable visitor management software comes in. 

Instead of settling for a one-size-fits-all solution, you can tailor check-in workflows, branding, and integrations to suit your organisation’s exact needs.

This blog will discuss why customization matters and the importance of a flexible visitor management system.

Why customization matters in visitor management

Curate the perfect reception experience. Your visitors will only see your branding. They will be given the exact sign-in workflows that meet your reception needs. All in service of making your front desk safe, fast, and efficient for visitors and hosts. All while creating an amazing first impression for your valued visitors.

Custom workflows for every scenario

Visitor management is more than a sign-in sheet. Custom workflows allow you to shape the reception process for different situations:

• Interview candidates – Check them in, notify the interviewer, and even connect with your applicant tracking system.
• Security and compliance – Capture NDA or waiver signatures, require ID scans, or issue visitor badges only where necessary.
• Health and safety – Enable touchless check-in, display health questionnaires, or conduct temperature screening.
• Deliveries – Handle packages and food drop-offs quickly and efficiently.
• Post-visit follow-up – Send reminders to check out or surveys once visitors leave.

Branding your visitor experience

All those hours the marketing team put into choosing the perfect positioning statement and reviewing Pantone colors can come to life in your reception software. Whether you run a global enterprise or a nonprofit, you want to roll out the red carpet so visitors feel your mission the minute they walk through the front door.

Your reception is the first impression of your workplace. A customizable visitor management system ensures that your logo, colours, and messaging come first—not a software provider’s branding. White-labelling capabilities allow you to showcase your identity and create a seamless visitor journey that reflects your organisation’s mission.

Flexible notifications for employees

Some people are at their desks all day and want to receive a phone call. Others live on their smartphone so text messages or IMs through Slack, Chat, and Teams are better. Sometimes multiple notifications need to be sent simultaneously. 

A strong visitor management platform lets each staff member choose how they receive alerts—and even set up simultaneous notifications for assistants or team members.

Multilingual support

Modern workplaces welcome global visitors. Customisable visitor check-in software can offer multilingual options, ensuring that every guest feels comfortable from the moment they arrive.

Make your lobby experience comfortable for all guests. Allow visitors to check in with the language of their choice.

Reporting, data, and integrations

A digital visitor logbook isn’t just about record-keeping—it’s a powerful tool for insight and compliance. With search, filter, and reporting functions, organizations can:

• Track visitor history by employee, department, or timeframe.
• Maintain compliance with internal policies or regulatory standards.
• Integrate with existing systems like CRMs, HR tools, and messaging apps for smooth workflows.

Choosing the right visitor management software

When evaluating customizable visitor management solutions, look for:

• Ease of configuration – Can you change wording, images, and workflows without IT support?
  Integrations – Does it connect with your communication and HR systems?
• Security features – Does it support ID scanning, document e-signatures, and data protection?
• Scalability – Can it handle multiple offices, visitor types, and languages?

Get all your customization needs in one place with Greetly

Greetly is built to adapt to your organization’s needs—not the other way around. From branded check-in screens and flexible workflows to multilingual support and deep integrations, Greetly makes it easy to create a visitor experience that’s fast, secure, and memorable.

Whether you’re managing a single location or dozens, Greetly ensures your reception runs smoothly for every guest, every time.

Schedule your free demo to see how Greetly can be customized for your workplace.

Frequently asked questions

How can I customize Greetly?

In almost every way.

• Customize all your branding. Greetly is 100% white-labeled.
• Decide which workflows are available to visitors.
• Change the wording within the app
• Choose the languages visitors can use to sign in.
• Customize your reception notifications — phone call, text message, email, or IM to Slack, Team, or Chat.
• Send messages to visitors.

Is it hard to customize Greetly?

Actually, it couldn’t be easier. Everything is intuitive—just drag-and-drop to make your reception software look and work exactly as needed.

Do you still want help? Your Account Manager will configure your software for you. Plus, all subscriptions come with 24/7/365 support by live chat, email, and phone. A friendly voice is just a call or keyboard stroke away.

Does Greetly work with our other systems?

There’s a good chance it does! We have tons of integrations from Microsoft and Google directory services, to Slack, Microsoft Teams, and Google Chat IMs, to Zapier, and even many top coworking software systems.

I want award-winning visitor management. How do I get started?

The best way to start is to schedule a live demo. During this free, no-obligation Greetly walk-through, an account manager will take the time to learn your visitor management needs and customize Greetly to work perfectly for you.