Frequently asked questions
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General questions
What is visitor management software?
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
Why do organizations use visitor management systems?
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.
How does digital visitor management compare to paper logbooks?
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.
How does visitor management work in an office?
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.
How do I check in visitors without a receptionist?
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.
How do I check in visitors on an iPad or kiosk?
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.
How do I replace paper sign-in sheets?
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.
Is visitor management software useful for small businesses?
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.
Do co-working spaces need visitor management systems?
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.
What industries use visitor management systems?
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
What makes Greetly different from other visitor management systems?
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.
What features does Greetly include?
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
Does Greetly support touchless and multilingual check-ins?
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.
Can visitors pre-register before they arrive?
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.
Can Greetly capture NDAs and other documents?
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.
Can Greetly print visitor badges?
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.
Does Greetly support ID scanning?
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.
Can Greetly screen visitors against watchlists?
Yes. Internal watchlists can be enforced during check-in, and approvals can be required for specific visitor types. This strengthens access control and compliance.
How do host notifications work?
When a visitor finishes check-in, hosts are notified via Slack, Microsoft Teams, Google Chat, SMS, email, or voice call—whichever channels are enabled.
How does Greetly handle deliveries and mailroom operations?
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.
How does Greetly help with emergency evacuations?
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.
Can Greetly manage queues or service orders?
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.
Can Greetly support after-hours check-ins?
Yes. Touchless check-ins and host notifications keep arrivals moving even when reception is closed.
Security and compliance
How does Greetly help with compliance and audits?
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.
Is visitor data secure with Greetly?
Yes. Greetly is SOC 2 + GDPR compliant. Records are encrypted, role-based access controls are enforced, and all activity is logged for audits.
Is Greetly HIPAA compliant?
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.
How does Greetly help with compliance and audits?
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.
How do data retention policies work?
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.
Can we lock down who sees visitor data?
Yes. Role-based access controls (RBAC) and site-specific permissions ensure only authorized staff can view or export records.
Integrations and technology
What integrations does Greetly support?
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.
Can Greetly integrate with access control systems?
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.
What devices and printers are supported?
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.
Can staff use their phones with Greetly?
Yes. Hosts can receive notifications on mobile, and admins can access the dashboard from a phone browser for quick lookups.
What reports can we export?
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.
What happens if the internet is down?
Greetly requires connectivity for secure check-ins and notifications. Many teams provide backup hotspots for kiosk devices as a best practice.
Does Greetly offer an API?
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
How does Greetly support HR teams?
HR uses Greetly to pre-register candidates, notify interviewers instantly, and digitize onboarding forms. Candidate and contractor badges help distinguish visitor types.
How does Greetly support IT departments?
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.
How does Greetly support facilities teams?
Facilities leaders use Greetly to monitor real-time activity, enforce watchlists, issue visitor badges, and run evacuation logs. Multi-site dashboards simplify operations.
Is Greetly scalable for multiple offices or global locations?
Yes. Multi-site administration allows global policies with location-specific workflows. Real-time dashboards provide visibility across all offices and entrances.
Can Greetly manage contractors, vendors, and auditors?
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.
What are common office use cases?
Common use cases include client visits, interviews, contractors, vendors, auditors, and deliveries. Workflows can be customized for risk level and visitor type.
What about education, manufacturing, finance, or legal?
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
Who uses Greetly today?
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.
What is Greetly’s pricing model?
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.
How fast can Greetly be deployed?
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.
Can Greetly replace a receptionist?
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.
How does Greetly compare to Envoy or Proxyclick?
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.
Where can I see reviews of Greetly?
Reviews are available on G2, where Greetly holds a 4.9/5 rating. Customers highlight ease of use, configurability, and reliability.
How can I get started with Greetly?
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.