Features | Blog | VisitorBay

Introducing Visitor Photos on Badges: A Powerful Upgrade for Workplace Security

Posted on March 10, 2026March 10, 2026

Workplace security and visitor identification are becoming increasingly important for organizations of all sizes. To help businesses improve security, accountability, and professionalism, VisitorBay now supports visitor photos printed directly on visitor badges.

This new feature makes it easier for staff to quickly identify guests and ensures that visitor badges cannot easily be shared or misused.

Why Visitor Photos on Badges Matter

Traditional visitor badges often display only a name and company. While helpful, these badges can still be passed between individuals or reused improperly.

By adding a photo directly onto the badge, organizations gain an additional layer of verification.

Benefits include:

Improved security – Staff can instantly confirm the visitor matches the badge.
Prevents badge sharing – Photo badges discourage unauthorized use.
Faster visual identification – Employees and security personnel can identify visitors at a glance.
Enhanced professionalism – Photo badges create a more secure and modern check-in experience.

For workplaces with strict access controls, visitor photo badges significantly reduce risk.

How the VisitorBay Photo Badge Feature Works

The new photo badge feature integrates seamlessly into the VisitorBay visitor sign-in process.

When visitors check in, they can quickly capture a photo using the iPad camera or kiosk device. That image is then automatically printed on the visitor badge along with the visitor’s name, company, and visit details.

The process takes only seconds and does not slow down reception workflows.

Typical workflow:

Visitor signs in using the VisitorBay kiosk
Visitor photo is captured during sign-in
Badge prints automatically with the visitor photo included
Staff can easily identify the visitor during their visit

This makes the sign-in process both secure and efficient.

Ideal for High-Security Workplaces

Visitor photo badges are particularly valuable for organizations that require strict visitor tracking.

Examples include:

Corporate offices
Manufacturing facilities
Healthcare environments
Government offices
Laboratories and research facilities
Schools and campuses

For these environments, visual identification is critical, and photo badges provide immediate verification.

Works Seamlessly with VisitorBay Badge Printing

VisitorBay supports reliable badge printing using professional label printers such as the Brother QL-820NWBc, ensuring fast and consistent badge output.

Each badge can include:

Visitor name
Company name
Host
Date and time
QR code or barcode
Visitor photo

The result is a secure, professional visitor badge that improves both safety and accountability.

A Smarter Visitor Management Experience

VisitorBay continues to evolve as a modern visitor management system designed for secure workplaces.

Adding visitor photos to badges is another step toward making visitor identification more reliable, helping organizations maintain control of their facilities while keeping reception processes simple.

If your organization is looking for a better way to manage visitors and improve workplace security, VisitorBay makes it easy to implement photo-enabled visitor badges.

Learn more about how VisitorBay can help modernize your visitor sign-in process at https://visitorbay.com/visitor-badge-printing

New Feature: Microsoft Teams Integration for Instant VisitorBay Host Notifications

Posted on May 21, 2025May 23, 2025

At VisitorBay, we’re constantly evolving to create a smarter, more seamless workplace experience and we’re excited to introduce a powerful new feature that enhances how your team stays informed and connected — VisitorBay’s new Microsoft Teams integration.

What’s New

With this latest update, VisitorBay now supports direct host alerts via Microsoft Teams. That means when a guest signs in at your front desk, the designated host will receive an instant notification within their Teams account.

Why It Matters

Developed by popular demand in response to client feedback, speed and clarity are critical in modern workplaces. By pushing visitor alerts directly to Microsoft Teams, we help your team respond faster and more efficiently. Whether you’re working remotely, in a hybrid setup, or on-site, Teams-based notifications ensure your employees receive visitor notifications promptly.

How It Works

Once enabled, the integration automatically sends a Teams message to the host as soon as a visitor checks in using the VisitorBay system.

Here is an example of the Microsoft Teams host notification:

These alerts appear in the host’s Teams chat directly, with notifications provided to any device that Teams is installed. This is sent on conjunction with the traditional VisitorBay host notifications (email/SMS).

Key Benefits

Faster response times — hosts are notified by Teams instantly without relying solely on email or SMS (both also available)
Centralized communication — keeps visitor management aligned with your internal enterprise tools
Improved visitor experience — guests are greeted quickly and professionally
Simple setup — connect VisitorBay to Microsoft Teams in just a few clicks with the help of our team

Included in Enterprise Plans at No Extra Cost

Best of all, the Microsoft Teams integration is included at no additional charge for all VisitorBay customers on the Enterprise plan. It’s one more way we’re helping you get more value out of your subscription, without added complexity or surprise fees.

Security First

As always, VisitorBay is built with privacy and security at the core. All Teams notifications are encrypted and managed according to your existing Microsoft 365 admin policies.

Ready to Connect Teams?

If you’re an admin, you can enable Microsoft Teams notifications in your VisitorBay dashboard under Integrations > Microsoft Teams. For setup help, visit our Support Center or contact our onboarding team for guided assistance. Simply create a support ticket from your account.

We’re thrilled to bring this new level of notification effectiveness to your VisitorBay experience!

Introducing VisitorBay Package Deliveries: The Solution for Office Package Management

Posted on November 17, 2024November 17, 2024

At VisitorBay, we’re always looking for ways to enhance your workplace experience and make operations run more smoothly. We’re excited to introduce our latest feature: VisitorBay Package Delivery Notifications. This powerful addition is designed to improve how your office manages incoming packages, making it easier for both staff and administrative teams to stay organized and informed.

Why Package Delivery Notifications Matter

In today’s fast-paced world, efficient package management is crucial for keeping workplaces running smoothly. From personal deliveries to important business packages, managing these items can be a challenge, especially in busy office environments. Missed deliveries or unclaimed packages can lead to confusion, frustration, and unnecessary delays. That’s where VisitorBay’s new feature comes in.

With Package Delivery Notifications, your staff will be immediately notified when a package arrives for them at the office—right in the palm of their hands. Whether it’s a personal item or something vital for the business, your team will no longer need to check the front desk constantly or wonder if their package has arrived nor will your front desk be expected to notify staff manually.

How It Works

VisitorBay’s Package Delivery Notifications are designed to be simple and effective. As soon as a package is checked in, our system sends a notification to the designated recipient via both text message and email. This ensures that your staff are informed right away and can pick up their packages as soon as possible.

Additionally, all incoming deliveries are recorded and stored in your VisitorBay dashboard. This allows your team to easily track and manage all deliveries for reporting and auditing purposes. Whether you need to reference past packages or gather data for office management insights, everything is just a few clicks away.

Benefits of Package Delivery Notifications

Improved Efficiency: No more waiting for staff to check in at the front desk or leave their tasks to inquire about packages. With instant notifications, packages can be picked up right away, reducing interruptions in workflow.

Better Organization: By recording all deliveries in the dashboard, you gain complete visibility into incoming items. Whether for internal auditing or simple tracking, everything is neatly cataloged and accessible at any time.

Enhanced Communication: Staff members are no longer left in the dark about the status of their deliveries. Whether they’re at their desk or away from the office, they’ll be notified promptly, ensuring they never miss a package.

Reduced Risk of Lost Packages: With clear, real-time tracking, the chances of packages getting misplaced or forgotten diminish significantly. Your team can rest assured knowing that every delivery is accounted for.

Simplicity and Convenience: The notification system is integrated directly into the VisitorBay platform, meaning there’s no need for additional software or complicated setups. It’s a seamless addition to your existing workflow.

The Future of Office Package Management

As businesses continue to evolve and workspaces become more dynamic, efficient office management becomes more important than ever. With the VisitorBay Package Delivery Notifications feature, we’re helping businesses create more streamlined, productive, and organized workplaces. This simple yet impactful tool will save your team time, reduce frustration, and keep your office running smoothly.

Are you ready to take control of your office package deliveries? Visit VisitorBay.com today to learn more and see how our new feature can transform the way you manage deliveries!

VisitorBay Package Delivery Notifications is available on our Enterprise plan.

Visitor Sign-In Software for Smart Offices

Posted on October 21, 2023October 21, 2023

Elevate Your Smart Office with Visitor Sign-In Software from VisitorBay

In an era where smart offices are no longer a futuristic concept but an essential reality, Visitor Sign-In Software plays a pivotal role in shaping the workplace of the future. At VisitorBay, we understand the transformative potential of smart offices and offer cutting-edge Visitor Sign-In Software solutions that are tailor-made to elevate your office’s security, efficiency, and convenience.

Why VisitorBay’s Visitor Sign-In Software is a Must-Have for Smart Offices

Enhanced Security: At VisitorBay, we recognize that security is paramount in the modern workplace. Our Visitor Sign-In Software enhances security by replacing traditional paper logs with a robust digital system. This not only reduces the risk of human errors but also provides a higher degree of control over who accesses your premises. Additionally, the software can trigger real-time alerts, allowing your security personnel to respond swiftly to any anomalies.
Efficiency and Convenience: Smart offices are designed around the principles of efficiency and convenience. VisitorBay’s software aligns seamlessly with these values by simplifying the check-in process. Our system allows visitors to pre-register online, which not only saves time but also eliminates the hassle of long queues at the reception. For repeat visitors, our software can recall their details, making check-ins a breeze.
Access Control: A smart office demands granular access control, and VisitorBay delivers. Our software lets you grant specific permissions to different categories of visitors. Keep problematic visitors out with notes, flagging and banning functions.
Real-Time Data: Data is the lifeblood of a smart office, and VisitorBay’s software provides valuable insights. Our system captures real-time data about visitor arrivals, peak visitation hours, and other trends. This information empowers your office to optimize resource allocation, staffing, and even energy consumption.
Customization: We understand that no two smart offices are alike, and your software should reflect your unique needs and branding. VisitorBay’s software is highly customizable, allowing you to incorporate your company’s logo, tailor data collection fields, and adjust settings to match your preferences. VisitorBay looks and feels like your brand.

Choosing VisitorBay’s Visitor Sign-In Software for Your Smart Office

When selecting the ideal Visitor Sign-In Software for your smart office, it’s crucial to consider these factors:

User-Friendly: VisitorBay’s software is designed to be intuitive and user-friendly for both visitors and your staff.
Scalability: As your smart office grows, our software can grow with you. It can adapt to an expanding number of visitors and evolving security requirements.
Security Features: Our software is equipped with advanced security features, including robust data encryption and strict measures to keep your data safe and secure.
Support and Updates: At VisitorBay, we’re committed to providing exceptional customer support and regular software updates to keep your smart office at the forefront of technological advancements.

VisitorBay Sign-In Software Features

VisitorBay’s Visitor Sign-In Software is the linchpin of a successful smart office, contributing to heightened security, operational efficiency, and data-driven decision-making. Embrace the future of work by making your office smarter today with VisitorBay’s Visitor Sign-In Software. Elevate your workplace, enhance security, and ensure productivity with VisitorBay on your side. Try VisitorBay free for 30-days.

Visitor Management Software Benefits: 10 Reasons you need it

Posted on January 19, 2023May 3, 2023

VisitorBay’s management software is a valuable tool for any business or organization that receives frequent visitors. It streamlines the check-in process, increases security, and ensures compliance with regulations, all while improving the overall visitor experience. In this blog post, we’ll take a closer look at why visitor management software is so valuable in the workplace.

Streamlined check-in process: With visitor management software, visitors can check in and sign in electronically, reducing the need for paper sign-in sheets and manual data entry. This not only saves time and resources, but it also creates a more professional and efficient check-in experience for visitors.
Increased security: Visitor management software allows you to easily track who is in your building and when they arrived, making it easier to identify potential security threats. This can be especially important for businesses and organizations that handle sensitive information or have a high-security environment.
Compliance with regulations: Many industries are required to keep track of visitors, and visitor management software can help you comply with these regulations and maintain proper records. This can include industries like healthcare, finance, and government.
Better communication with visitors: Visitor management software can be integrated with email and SMS, allowing you to communicate with visitors and keep them informed about their visit. This can include appointment confirmations, check-in reminders, and even post-visit surveys.
Customizable templates: Many visitor management software platforms allow you to create custom templates for different types of visitors, such as contractors, vendors, and guests. This helps ensure that visitors are greeted and treated appropriately, and that all necessary information is collected.
Easy tracking of visitor history: With visitor management software, you can easily see who has visited your facility in the past, making it easier to identify repeat visitors and track their history. This can be useful for businesses and organizations that want to improve relationships with their visitors and build a sense of community.
Improved visitor experience: With a streamlined check-in process and better communication, visitors are more likely to have a positive experience and return in the future. This can be beneficial for businesses and organizations that rely on repeat visitors, such as retail stores and museums.
Easy access to visitor data: Visitor management software allows you to access visitor data and records easily, making it easier to track visitor activity and generate reports. This can be useful for businesses and organizations that want to understand their visitors better and make data-driven decisions.
Integration with other systems: Visitor management software platforms integrate with other systems, such as access control and security cameras, to provide a more comprehensive view of visitor activity. This can be especially useful for businesses and organizations that want to improve their overall security and compliance.
Cost-effective: Visitor management software can save time and money by reducing the need for manual data entry and paper sign-in sheets, while also improving security and compliance. This makes it a cost-effective solution for businesses and organizations of all sizes.

Visitor management software is a valuable tool for any business or organization that receives frequent visitors. It streamlines the check-in process, increases security, ensures compliance with regulations, improves communication with visitors, and enhances the overall visitor experience. Plus it is a cost-effective solution that can help you manage visitors more efficiently and effectively. Implementing a solution like VisitorBay in your workplace can bring numerous benefits and help your organization run smoothly.

Free Visitor Log Template Download

Posted on July 22, 2021January 28, 2024

Looking for a visitor log template download? We have a standard visitor log template available for you to download and use in Microsoft Excel (.xlsx). Download our free standard visitor log template by clicking this link.

We won’t ask for your information to download the visitor log template, but if you would like to discuss a better approach to visitor management we would love to speak with you!

Looking for a better solution to visitor log templates?

Though visitor log templates can capture basic visitor information, they’re not the best way to increase the security and efficiency of your visitor sign-in experience. Visitor log templates capture basic information about your visitors, but often come with issues like illegible scribbles, low privacy (anyone can see), difficult to produce visitor and evacuation lists in emergencies, track down visitors that you need to send post visit communications to and reconcile visitor records later if needed. Sound familiar?

With VisitorBay, we make the requirement for a visitor log template a thing of the past. Our comprehensive and simple to use visitor management system allows you to shred your visitor log sheet and replace it with a modern solution to visitor sign-in for the workplace.

A visitor management system allows you to digitally capture key visitor information as people are entering your location, meaning better security, a modern and impressive sign-in experience and capturing the visitor data that matters most, all while being secure and backed up to the cloud for access at any time.

Watch the visitor management system teaser

Key benefits of VisitorBay sign-in over a visitor log template:

Digital visitor sign-in
Contactless sign-in via QR code
Host notifications (SMS and email)
Badge printing
Visitor photo capture
Customized visitor documents
Evacuation notifications and lists
Visitor reporting, contact information, photos and more
All backed up and saved to VisitorBay cloud

Interested in taking your visitor management experience to the next level and upgrade your visitor log template process?

visitor management system - iPad iPhone sign-in

Feel free to contact us here to schedule an meeting with us, or try VisitorBay sign-in completely free for 30-days by signing-up here.

Visitor Management System Canada

Posted on February 5, 2021July 23, 2021

Are you looking for a visitor management system in Canada? VisitorBay is proudly Canadian and a fully customizable visitor management system and sign-in tool for your business to take advantage of several important aspects that come with keeping a workplace safe and efficient in today’s dynamic workplace.

Designed here in Canada and with resources across the country, we help companies of all sizes to facilitate effective visitor management in a variety of business settings.

What is a Visitor Management System?

A visitor management system is a technology that helps you to sign-in and track visitors entering your location. These visitors can be clients, interviews, contractors, consultants, deliveries and things like the occasional personal visit. A visitor management system replaces traditional paper sign-in sheets with a powerful digital sign-in tool that tracks when these visitors are entering and exiting locations, including real-time head counts in emergencies, visitor emergency evacuation notifications and granular reporting when you need to refer back to historical visits. Some additional features like visitor photo capture and badge printing enhance the overall visitor experience and the security of your locations.

With a visitor management system you can be rest assured that visitors have signed-in, are permitted to be on site and traceable throughout the enterprise. Our visitor management system software can also be utilized by security teams to monitor foot traffic and potential threats at your location, including watch list and blacklist capabilities. A visitor management system is a great addition to your points of entry.

Who uses a Visitor Management System?

A visitor management system can be used by companies of all industry and size. There’s no best single configuration for visitor management and that’s why VisitorBay has placed a lot of emphasis on making it’s technologies fully customizable, branded to your organization and easy to use. Visitors will assume that your visitor management system was built specifically for you.

VisitorBay’s visitor management system technology is being used in office towers, by property managers in multiple facilities, campuses, construction companies, industrial work sites, loading docks, retail locations, film production sets and in a variety of other unique applications to make visitor management in the workplace clear, concise and actionable. You may have even already signed-in to a location using VisitorBay!

Key features of a visitor management system in Canada:

Increased security at your location
Improve the overall visitor experience
Modernize your front-end lobby and reception areas
Sign important documents are visitors enter your locations
Store all of this information in an easy to use cloud based visitor management portal
Your data stays in Canada

With the VisitorBay visitor management system, you are able to sign-in visitors with a digital sign-in device, by using our contactless QR sign-in technology, or both. The VisitorBay contactless sign-in feature allows your visitors to simply scan a QR code with their mobile device for expedited sign-in, all branded to your company and with the ability for special sign-in flows to ensure that you’re capturing the information that’s important to you.

Try VisitorBay for free by signing up here

Book a meeting with us by contacting us

VisitorBay’s Visitor Management System

VisitorBay’s visitor management system was developed to be easy to setup and use, with comprehensive back end functionalities that make visitor management secure, efficient and pleasant to use by end-users and company administrators.

VisitorBay’s Visitor Management System Features:

Electronic visitor sign-in
Host notifications (SMS & email)
Emergency evacuation notifications and lists
Badge printing and photo capture
Accurate, legible sign-in information and tracing
Screening questionnaires
Office agreements and policy signing
Contactless sign-in (visitors use their own phone to sign-in)
Detailed visitor lists and reporting capabilities

Watch the VisitorBay teaser

Learn more about VisitorBay’s features

Safety and Screening in the Workplace

VisitorBay has built several tools to help your business screen visitors and sign off on digital agreements that specify your entry criteria. This could be a health and safety document, NDA’s or general safety best practices. Signed agreements are stored as a PDF document to each visitor sign-in session.

Improve Manual sign-in Process

Illegible sign-in’s, lost visitor logs, people forgetting to sign-out are common challenges and why many are leaning toward a visitor management system that increases the effective logging of visitors entering and exiting locations.

Know who was at your locations, how many times, who they were there to see and even refer to photos and signed agreements for these visitors at any time in the event of an incident.

Notifications

Notifications play a major role in choosing a visitor management system for your business. With VisitorBay you can quickly notify employees that visitors have arrived to see them and in real-time. This means less time spent by office reception and staff to notify employees when a guest has arrived to see them. Host notifications include guest information and quick 2-way communication options to reach visitors directly when needed.

Canadian data Residency

VisitorBay is proudly Canadian and houses it’s data in world class data centers located in Canada for it’s Canadian customers. Your data is safe, secure and never leaves Canada.

Security white papers and documentation are available on request and suitable for enterprise compliance requirements.

The reasons for choosing a visitor management system in Canada to increase office safety, security and efficiency are clear over manual sign-in sheets which is why VisitorBay offers a free 30-day trial. There’s no obligation and setup can be completed within 60 seconds.

Try VisitorBay for free by signing up here

Book a meeting with us by contacting us

Contactless Sign-In Software for Visitors

Posted on December 31, 2020July 15, 2021

VisitorBay is pleased to announce our new contactless sign-in feature. Now more than ever Canada businesses are looking to reduce touchpoints in offices, buildings and facilities to keep people safe as we introduce visitors back in to the workplace. Providing your visitors with the option of contactless QR sign-in at your points of entry is a hygienic touch free way of ensuring safety and cleanliness in offices, buildings, facilities and retail locations.

How it Works

Visitors sign-in to your location by scanning a QR sign-in code located at your point of entry with their smartphone, which then directs them to a customized sign-in page. Once signed-in, your visitors are granted access to your location and stored in your VisitorBay portal for reference. This includes alerting their host that their visitor has arrived in real-time to ensure unexpected guests can be better managed during sensitive times. Hosts can get in direct contact with visitors in one tap with quick communication options as visitors sign-in to see them by text message, email and phone.

Contactless QR Sign-in Without a Tablet

With the optional VisitorBay contactless QR sign-in feature, your visitors are able to scan a QR sign-in code that appears on your office sign-in tablet. You can also accomplish this by printing a QR code sign-in station poster which directs them to a secure web sign-in page for your company. This means that you can now provide visitors more options when signing in, including the option of just displaying a QR sign-in code station poster and avoid installing a tablet sign-in device altogether if you choose.

Screen Visitors Before Entering your Location

Along with contactless QR sign-in, your company is able to present visitors with customized screening questions that must be agreed to before entering your location.

Send Visitors Signed Agreements and Post Visit Emails

Provide your visitors a copy of signed agreements after they have completed their visit. Signed agreements are delivered to your visitors by email after they sign out from your location for post visit reference.

Try contactless sign-in free for 30 days in your workplace