Paperless invitation
The guest receives an email with the appointment, address, QR code and visit ID – no registration, no app.
Product
Visitor management and digital reception
From the invitation link to check-out: guests register themselves, the host is notified automatically, and reception always has the current visitor list.
In short
Door James visitor management replaces the paper list at reception: employees invite guests by email with a QR code and visit ID, visitors check themselves in at a tablet kiosk, confirm the privacy notice and safety briefing, optionally receive a printed badge – and the host is notified automatically by email and push notification.
- Invitation
- email with QR code and visit ID
- Check-in
- kiosk tablet, self-service or reception
- Badge
- optional printing on arrival
- Compliance
- digital privacy notice and briefing
What visitor management includes
Self check-in at the kiosk
A tablet at reception reads the QR code, guides the guest through check-in and greets them in their language.
Badge printing
Visitor badges are printed automatically on arrival. The documented and proven printer is the Brother QL-820NWB.
Host notification
The host learns immediately by email and push notification that their visitor has arrived.
Compliance at check-in
Location-specific privacy notice, safety briefing and questionnaire are confirmed digitally.
Book room and parking with it
Meeting room and visitor parking space are reserved directly from the invitation.
Visitor lists
Reception and security see at any time who is expected, present and gone – including for emergencies.
Ad-hoc visitors
Where enabled, unannounced guests register at the kiosk; host confirmation is configurable.
What actually costs time at reception
Not the check-in itself, but everything around it: finding the host, the phone call, the handwritten list nobody can evaluate, and the question about the safety briefing that nobody documented. Door James moves these steps to where they naturally belong – into the invitation and onto the tablet.
Effort for employees stays small: the visitor meeting is created in the same app they use to book a desk, including room and parking. In exchange, reception gets a complete, exportable visitor list.
Handling visitor data properly
Visitor data is personal data belonging to people who have no contractual relationship with your organization – which makes retention a sensitive question. Door James allows separate retention and anonymization periods for visitor data, independent of booking data, and shows a location-specific privacy notice at check-in. Purpose, legal basis and retention periods remain the responsibility of your organization as controller under the GDPR; CGI processes the data as processor.
Connection to emergency management
Whoever is checked in is in the building. Visitor check-ins therefore feed the same presence basis as employees and are available in evacuation management. It is designed as a coordination aid, not as a safety-critical system with availability guarantees.
How it works
- 1
Invite
Employees create the visitor meeting in Door James – with guest details, time, room and optional parking.
- 2
Arrive
The guest scans their QR code at the kiosk, confirms privacy and briefing and receives their badge.
- 3
Notify and check out
The host is informed automatically. On leaving, the guest checks out and disappears from the presence list.
Frequently asked questions
Do visitors need an app or an account?
No. The guest receives an email with a QR code and visit ID and checks in with it at the kiosk. No installation and no registration are required.
What visitor data is stored?
Typically name, email address, company, appointment and the check-in/check-out time; depending on configuration, questionnaire answers are added. Visitor data can have its own deletion and anonymization periods.
Can we show different privacy notices per location?
Yes. Privacy information, questionnaires and retention periods are configured per location in the Admin Panel – important for organizations operating in several countries.
Which badge printer is supported?
The documented and field-proven model is the Brother QL-820NWB. Other models are assessed during the rollout.
Does reception work without a kiosk tablet?
Yes. Reception staff can check guests in from the Admin Panel; the kiosk tablet is the self-service variant.
See this module on your own floor plan
Thirty minutes with someone who works on the product. Bring your floors, your booking rules and the awkward case you think will break it.