Pairing a new iPad sign-in device
Before using your iPad for visitor sign-ins, install the VisitorBay app and pair the device with your account using its pairing code. Follow these steps:
- If you do not have a VisitorBay account, register here.
- On your iPad, search for “VisitorBay” in the App Store and install the app, or download it here.
- Open the app on your iPad. A pairing code will appear on the screen. Enter this code in your VisitorBay portal to link the device to your account.
In your VisitorBay portal, go to Devices->Add New Device->Enter Device Pair Code->SAVE. Once you see the confirmation message, tap ACTIVATE NOW on your iPad to finish activation.
Managing connected iPad devices
View and manage your connected iPads under the Devices tab in your VisitorBay portal. Each device will show one of the following statuses:
Paired
The iPad is linked to your account but has not yet been activated on the device.
Activated
The iPad is paired and activated. Open the VisitorBay app with an active internet connection to begin signing in visitors.
The counter beside the Devices tab shows connected devices in blue and disconnected devices in red.
Deactivating or deleting an iPad from your account
You can temporarily deactivate an iPad or permanently remove it from your account. To manage a device:
- Open the dropdown menu for the device you want to manage.
- To temporarily stop sign-ins on an iPad, select Deactivate. The device will display a System Disabled message and will no longer accept visitor sign-ins. To restore access, select Activate from the dropdown menu and restart the VisitorBay app on the iPad.
- To remove an iPad from your account, select Delete. You can pair it again later using the instructions above.
Customizing an iPad sign-in device
Customize your iPad sign-in screen to match your organization’s branding. You can adjust the logo, background colour, welcome message and text appearance:
- To update your welcome message and visitor information fields, go to Settings -> iPad Settings -> Welcome text. Enter your welcome message, then click SAVE WELCOME TEXT.
- To adjust the background colour and text appearance, go to Settings-> App layout and choose your preferred background and text settings.
- When you have finished customizing the appearance, select SAVE. Close and reopen the VisitorBay app on your iPad to display the changes. Repeat these steps whenever you need to update the design.
Managing visitors and reporting
In addition to iPad sign-ins, you can manually sign visitors in or out through your VisitorBay portal. To add a visitor, go to Visitor logs -> + Add visitor. Complete the required visitor fields and select SAVE. The visitor will be signed in to the location currently selected in your portal.
To manually sign out a visitor, go to Visitor logs -> Clicking the drop down box under the View tab -> Sign out.
To export visitor records, select the date range you want to review, then click “Export Visitors.”
QR code sign-in
VisitorBay allows visitors to sign in quickly and easily by scanning a QR code with their smartphone, eliminating the need for an iPad.
To enable QR code sign-in, log in to your VisitorBay admin portal, navigate to Settings → iPad Settings → Contactless QR Code Sign-In, and toggle the feature on.
Once enabled, you can generate and download a printable PDF containing your unique QR code. Display this code at your entrance or reception area for visitors to scan when they arrive.
How Visitors Sign In Using a QR Code
- Scan the QR code using your smartphone's camera.
- Select Sign In if this is your first visit.
- Choose the purpose of your visit from the available options.
- Enter your information and select your host, if applicable.
- Review and sign any required company agreements, if applicable.
- Take a photo if required by the location.
- Complete your sign-in. You'll receive a confirmation by text message and/or email, along with instructions for signing out when your visit is complete.
Returning Visitors
Visitors only need to enter their information during their first visit.
For future visits, simply scan the QR code and select Been here before. Enter your email address or phone number, select your name from the list, and complete your sign-in in just a few taps.
This streamlined process makes repeat visits faster and more convenient while maintaining an accurate digital visitor log.
Employee directory
Employees listed in your directory can receive notifications when a visitor signs in to see them. You can add employees individually, import a list or sync with your Entra Directory with the VisitorBay integration.
- Add an individual employee
To add one employee, go to Employee directory -> + Add new employee.
Enter the employee’s details to add them to your directory. This option is useful for small teams or when adding someone after a bulk import.
- Import multiple employees
To add multiple employees at once, download the sample file from the employee import area. Copy your employee details into the template, then upload the completed file. You can use an exported directory from a system such as Microsoft Exchange as your source. Upload a new file when you need to update the bulk list, or use the individual employee option above to add someone separately.
- Microsoft Entra ID Directory Sync
Available with Enterprise licences. To synchronize your Microsoft Entra ID employee directory with VisitorBay, please contact our support team to request the setup guide and configuration instructions.
Badge printer setup (optional)
Badge printing is an optional feature that lets you print adhesive visitor badges during sign-in. Badges help staff identify visitors and support an organized check-in process. Visitors can discard or return their badges when they leave.
Note: Badge printing requires the Enhanced plan or higher. To check your subscription, click the blue plan banner at the top right of your portal. Upgrade your plan if badge printing is not included.
Follow these steps to set up your Brother QL-820NWBc printer:
- Load the labels into your Brother printer using the instructions included with the printer. Use compatible Brother 62 mm DK-2205 black-on-white labels. Incorrect labels can prevent badges from printing, even if the printer does not display an error.
- Connect the power cable and turn on the printer. Next, connect it to your office Wi-Fi network and enter its IP address in your VisitorBay portal.
Important: Your Brother Wi-Fi printer and iPad must be connected to the same primary office network so they can communicate. If they are on separate or guest networks, badge printing may fail and an error will appear on the iPad. Only printer models listed in the hardware section of our website are supported.
To connect and configure your badge printer:
- In your VisitorBay portal, go to Settings -> Badge printing
- Turn on the badge printing slider (it is off by default).
- Optionally, enter footer text for your badges, such as a welcome message or guest Wi-Fi information.
- On the Brother printer, go to Menu -> WLAN -> WLAN (On/Off) and turn WLAN on. Go back to Network Mode and select Infrastructure mode. Then open Infra Manual Setting, choose your office network and enter the Wi-Fi password.
- Find the printer’s IP address under Menu -> WLAN -> WLAN Status -> Infrastructure Mode. Look for the “IP Addr.” field.
- In your VisitorBay portal, go to Settings -> Badge Printing and enter the address in the “Enter WiFi printer IP address” field.
- On a PC or Mac connected to the same network, enter the printer’s IP address in a web browser to open its configuration page. Use the same address you entered in VisitorBay.
- Select Open Secure Login and enter the printer’s administrator password, found on the back of the device beside “Pwd:”.
- Go to Printer Settings -> Power Settings.
- Set Auto Power On to Enable, Auto Power Off(AC/DC) to None and Auto Power Off(Li-ion) to None. Click Submit to save your changes.
Important
The first time you print, your iPad may ask for permission to find devices on the local network. Tap "Allow." If a network error appears, tap “Retry” to try printing again.
Some Brother QL printers may enter a deep sleep state after extended inactivity. The power settings above can help reduce interruptions to badge printing.
If the printer has been idle for 3–6 hours, you may see a network error. Tap Retry up to three times. A successful print should restore the connection until the printer has been idle again.
Troubleshooting printer issues
If your printer cannot connect or is not printing badges, check the following:
- Make sure the printer is powered on and connected to Wi-Fi. Check the Wi-Fi icon at the top right of the printer display: a steady icon indicates a connection, while a flashing icon suggests a connection problem. If it is flashing, reconnect through Menu -> WLAN -> WLAN (On/Off) -> turn WLAN on and then press the back button -> go to Network Mode and select Infrastructure mode and then press the back button -> go to Infra Manual Setting -> Find your network and enter your password. If the printer still cannot connect, ask your IT team or internet provider to check the network credentials and settings.
- Confirm that the printer’s IP address matches the address saved in VisitorBay. On the printer, go to Menu -> WLAN -> WLAN Status -> Infrastructure Mode. Find “IP Addr.” and enter that address in the “Enter WiFi printer IP address” field under Settings -> Badge printing. An incorrect address will prevent the iPad from connecting to the printer.
- Check the label type. Use Brother 62 mm DK-2205 black-on-white labels, available from VisitorBay or an authorized Brother retailer. Incorrect labels can prevent printing without showing an error on the printer or iPad.
- If your organization restricts network access, ask your IT team to allow the iPad and printer to communicate on the office network.
Compatible iPad sign-in devices
VisitorBay supports Apple iPads with a screen size of 9.7 inches or larger running a compatible version of iPadOS. Please note that iPad Mini and Android devices are not supported. VisitorBay is exclusively compatible with Apple iPads.
For the best performance, we recommend using an iPad that supports Apple's latest software updates. Older devices that no longer receive updates may experience compatibility issues or reduced functionality.
To get started, search for VisitorBay in the Apple App Store and download the app. Once installed, follow the device pairing instructions in our Help Center to connect your iPad to your VisitorBay account.
For optimal performance, ensure your iPad has a stable internet connection and is running the latest available version of iPadOS and the VisitorBay app.
Manage billing and subscriptions
You can manage your subscription plan and the number of locations associated with your account directly through the VisitorBay portal.
To get started, sign in to your VisitorBay portal and click on your current subscription plan in the top-right corner of the page.
From here, you can upgrade or downgrade your subscription plan as needed. To compare available plans and features, view our pricing plans.
To review your previous payments and billing history, select the Payment History tab.
Annual subscription renewals
If your account is billed annually, you will receive a renewal reminder approximately 2–4 weeks before your subscription renewal date. This reminder will include your annual renewal rate and payment instructions based on the payment method assigned to your account.
To avoid any interruption to your VisitorBay service, please ensure your renewal payment is completed by the renewal date, where applicable.
Sending visitor invitations
Visitor invitations let you email appointment details and confirmations to guests before they arrive. Invited visitors also appear in your VisitorBay portal so you can see who is expected.
To send a visitor invitation:
- In your VisitorBay portal, open the Invites tab
- Select Invite Visitors.
- Fill in the required details and click SAVE
Your visitor will receive an email confirming the appointment. The invitation will also appear in your portal as an expected visitor for the meeting date.
To export past or upcoming invitations, choose a date range under Export Visitors and download the results as a CSV file.
Adding administrator users
You can give members of your team administrative access to VisitorBay by inviting them through the portal.
Before inviting an administrator, add them to your employee directory. Go to Employee directory -> Add new employee -> Complete the required fields, then click SAVE. Once the employee is listed, continue below.
- In your VisitorBay portal, open the Employee Directory tab.
- Select Admin users, then Add new user.
- Complete the required fields and choose a role based on the available access permissions.
- When finished, click SEND INVITATION to send the administrator an email invitation to
VisitorBay. The recipient can complete their profile and set a password to access the account.
Visitor data and security
Protecting visitor information is a priority at VisitorBay. Our platform leverages industry-leading cloud infrastructure with advanced physical security, network protection, encryption capabilities, and continuous infrastructure monitoring. Our hosting infrastructure maintains internationally recognized security certifications, including ISO 27001 and SOC reports, helping us provide a secure and reliable visitor management platform. A detailed security white paper is available upon request.
