Visitor badges with photo and QR
Print a badge for each visitor with their photo, name, whom they are seeing and a QR code. Staff can tell a visitor at a glance, and the visitor is checked out by scanning the badge at the gate or the kiosk.
PLANSFrom Growth
The problem it solves
- Visitors walk the floors with nothing to show they were let in, and staff cannot tell a guest from a stranger.
- Handwritten stickers carry no photo and no time, so a badge can be passed to someone else.
- Check-out depends on the guard finding the name in a list while a queue waits.
- Old badges are never returned, so nobody knows which visitor is really still inside.
How it works
- The visitor is approved or checked in at the gate or the kiosk.
- Reception opens the visit and clicks Print Badge. The guard presses Print badge on the visitor's card, on the guard page or in the Guard app.
- The badge opens as an A6 PDF for the printer of the computer or phone, including a label printer set up there.
- The visitor wears the badge while inside. It shows their photo and the person they are visiting.
- On the way out, the guard scans the badge QR on the gate screen. The visitor can also scan it at the kiosk under Leaving?.
Everything it does
What the badge shows
- Your entity's name and a VISITOR band
- The visitor's photo, when one was taken
- Name and the visitor's company
- Type of visitor and To see (the host)
- Time in and the badge number, when the guard typed one
- A QR code and the visit number, with the line Show this badge at the gate when leaving
Printing
- From the back office: open the visit and click Print Badge
- From the gate screen and the guard page: Print badge in the details of a visitor
- From the Guard app: Print badge opens the PDF in the phone's print or share sheet
- Offered once the visit is approved or the visitor is inside
- Page size A6; any printer the computer or phone can print to
Checking out with the badge
- The QR on the badge is unique to that visit and cannot be guessed from the visit number
- Scanned into the guard's box, it finds the visit and offers Check Out
- Scanned at the kiosk under Leaving?, it checks the visitor out on the spot
- Anyone still inside at the closing time is checked out automatically and flagged
Who uses it
GuardPrints the badge from the visitor's card and scans it when the visitor leaves.
ReceptionPrints badges from the visit in the back office.
VisitorWears the badge and scans it at the kiosk on the way out.
Where you use it
- Web: Visitors > Gate > Visitors > Visits, open a visit, Print Badge
- Web: the gate screen and the guard page at /guard, Print badge in the visitor's details
- The SmartMy VMS Guard app: Print badge on a visitor's details (built and in testing, not in the app stores yet)
- The kiosk: scan the badge to check out; the kiosk does not print
- Not a direct badge-printer driver: the badge is a PDF page for any printer set up on the computer or phone
What you control
Settings
- Badge number: typed by the guard at entry when you hand out numbered cards
- Photo required: per visitor type, so the badge carries a photo
- Auto Check-out Time: 21:00 to start with
Questions
Do we need a special badge printer?
No. The badge is a PDF on an A6 page. Print it on any printer of the computer or phone, including a label printer set up there. No badge printer has been tried at a customer's site yet.Can the kiosk print badges?
No. The kiosk tells the visitor to collect the badge from the guard, who prints it from the gate screen.Does the badge colour change with the visitor type?
No. The printed badge has the same blue VISITOR band for everyone and names the visitor type in words. The type's colour is used on the screens.Which plan has badges?
Badge printing comes with Growth. In Starter, the visitor checks out with the gate pass number instead.What if the visitor leaves without returning the badge?
Scan or type their gate pass number at the gate, or let the closing-time check-out close the visit. The visit is flagged when it was closed automatically.Related features
GATE, KIOSK AND GUARD TOOLSGuard screen and Guard appOne screen shows the guard who is expected, who is waiting and who is inside. One box takes a pass code, a QR, a mobile number or a name. It runs in a browser on any computer, tablet or phone, and as the Guard app.GATE, KIOSK AND GUARD TOOLSSelf check-in kioskA tablet at the gate or at reception where visitors check themselves in and out. They scan a pass or type its code. Without a pass, they register with a photo and accept your terms, while the guard deals with the next person.VISITORS AND CHECK-INVisitor photo and ID proofDecide per visitor type whether the gate must take a photo and note an ID proof. The gate cannot let the visitor in without them. The full ID number and the ID image are seen only by guards, reception and administrators; everyone else sees the number masked.VISITORS AND CHECK-INWho is inside now, with automatic check-outOne list shows everyone on the premises at this moment, with whom they came to see, the gate and how long they have been inside. Visits still open at your closing time are checked out by themselves and flagged, and anyone past their visitor type's maximum stay is marked Overstay.VISITORS AND CHECK-INWalk-in registration with check-in and check-outThe guard or reception registers a visitor without a pass on one form. It has mobile, name, photo, whom they see, the kind of visit and what they brought. Every visit keeps its gate, its arrival, check-in and check-out times, and a four-digit gate pass number the visitor uses to leave.
See it on your own gate.
Tell us how many gates you have, who comes through them and how visitors are approved today. We will show you SmartMy VMS set up that way.