A global IT services firm replaced the paper register across 40 offices
A 65,000-employee IT services firm retired paper reception registers across 40 offices for one secure, sub-60-second check-in standard.
The challenge
Reception ran on paper registers and spreadsheets across dozens of campuses, with no consistent security record and slow check-ins for thousands of daily visitors.
At that scale, inconsistency is the real risk: 40 receptions meant 40 different ways of recording who was in the building, no way to screen or pre-approve guests, and no single log a security or compliance team could trust. Any incident review meant chasing paper across campuses.
What we deployed
NEXUS Visitor Management — pre-registration, QR/kiosk check-in, host notifications and a unified visitor directory across every site.
Key capabilities- Pre-registration & invitesHosts invite guests ahead of time; visitors arrive already approved and pre-screened.
- QR & kiosk self-check-inContactless sign-in in seconds at a lobby kiosk or from a phone — no receptionist bottleneck.
- Instant host notificationsThe host is alerted by app, email and SMS the moment their guest checks in.
- Watchlist & compliance screeningArrivals can be screened against internal blocklists, with NDAs and consent captured digitally.
- Unified visitor directoryOne searchable, timestamped record of every visit across all 40 offices.
- Access-control-linked badgesDigital or printed badges scoped to approved areas and tied to door access.
How it works
Visitors are invited and pre-screened before arrival; on-site they self-check-in by QR or kiosk, the host is notified instantly, and every visit is logged for security and audit — the same way at all 40 offices.
Outcomes
- Sub-60-second check-in at every reception
- One security-grade visitor record across all sites
- Host notifications by app, email and SMS
- Paper registers retired company-wide
The use case in depth
For a distributed enterprise, visitor management is less about the front desk and more about a single security standard that behaves identically everywhere. When every office runs the same pre-registration, screening and logging flow, a security team gets one directory to search, one audit trail to export, and one policy to enforce — instead of reconciling 40 paper books after the fact.
It is also the foundation the rest of the workplace stack plugs into. Because visitors, employees and hosts share one directory and one notification engine, the same platform later extends to desks, rooms, parking and more without re-onboarding people or rebuilding integrations.
Explore UrSpayce Visitor Management
UrSpayce Visitor Management runs pre-registration, kiosk and QR check-in, host alerts, watchlist screening and audit-ready logs across every site on one platform.
See UrSpayce Visitor Management →Frequently asked questions
How fast is visitor check-in with UrSpayce?
Pre-registered visitors check in in under a minute — they scan a QR code or tap at a lobby kiosk, the host is notified automatically, and a badge is issued, with no queue at reception.
Can one visitor system run across many offices?
Yes. UrSpayce runs the same pre-registration, screening and logging standard across every location with role-based access, so each office is managed locally while security sees one unified, audit-ready visitor record company-wide.
Does it replace paper visitor registers for compliance?
Yes. Every visit is captured as a timestamped digital record with consent and NDAs, replacing paper registers with a searchable, exportable log suited to security reviews and audits.