A visitor workflow, not a sign-in sheet
Visitors get a pre-registration link and a scannable credential by email or text, which they can also add to Apple Wallet or Google Wallet. No app to download, no account to create.
Visitor Management
Visitor management system
Cohesion registers every guest who is not an occupant, checks them in, and records the visit. It sends a QR by email or text, opens the door, the turnstile, and the floor the visit was cleared for, on the access control already in the building. Automatically.
One QR code, every door it needs to open.
Works with the access control you already run: HID, LenelS2, Genetec, Kastle, AMAG, and more.
How the visitor management system works
Every visit runs through the same four stages, whether the guest is a same-day contractor or a VIP booked a month out. A host invites, a guest arrives, the building grants exactly the access that visit needs, and the record feeds straight into reporting.
Step 1
Invite
Host pre-registers the visit. The guest gets a QR code and arrival details by email or text.
Step 2
Arrive
The guest scans in, signs any required waiver, and has a photo captured. The host is notified the moment they check in.
Step 3
Access
Time-bound door, turnstile, and elevator clearances apply automatically, scoped to the visit window.
Step 4
Analyze
Dashboards and exports give security and workplace teams a real-time and historical view of who's in the building.
Beyond just a kiosk
A tablet at the front desk is one screen in a bigger workflow. Cohesion connects check-in to access control, elevators, identity providers, and sensors, so a scanned QR code turns into an unlocked door and a notified host without anyone touching a second system.
Route the right visitor down the right flow
A contractor, a VIP, and a name on the watchlist shouldn't check in the same way. Visitor tags let you build a distinct entry flow for each type of guest and have Cohesion apply it without anyone at the front desk making a judgment call.
Visitor types with their own rules
A VIP type can skip front desk check-in and activate its QR code an hour before arrival. A contractor type can require a scanned ID, a signed waiver, and a captured photo before the visit is approved. A watchlist type is assigned automatically and needs no manual tagging.
ID verification at the front desk
For buildings that want it, a connected ID scanner reads a driver's license or passport at check-in, confirms the document is authentic, and matches it against the pre-registered visit, so the front desk isn't eyeballing a photo ID against a printed name.
Scanned ID data is stored in an encrypted service and deleted on a set retention window, 30 days by default and configurable per building, never kept indefinitely. One client runs OCR on driver's licenses and passports so the visit form fills in when the guest arrives.
Scan
The visitor's driver's license or passport is scanned at the front desk.
Verify
Cohesion confirms the document's authenticity before check-in can proceed.
Confirm
Scanned details are matched to the visit on file and the host is notified the moment check-in completes.
Stay compliant, ready for anything
Every check-in, host notification, and watchlist flag writes to an audit log in real time, so security and compliance teams have a single record of who was in the building, when, and under which rules.
In an emergency, that same log doubles as an occupancy report. Pull a current list of everyone checked in, guests included, without waiting on someone to compile it by hand.
Daily Visitor Log (Today)
Sample screen of today's roster. Reception's live roster, usable as the mustering list. Not a customer record.
| Visitor | Company | Host | Office | Check-in | Check-out | Status |
|---|---|---|---|---|---|---|
| H. Rasmussen | Meridian Capital | G. Ellison | Richmond (HQ) | 13:45 | — | On-site |
| C. Danforth | Danforth Advisory | G. Ellison | Richmond (HQ) | 11:40 | 13:05 | Checked out |
| L. Fontaine | Alder & Gray LLP | M. Lindqvist | Richmond (HQ) | 11:12 | — | On-site |
| T. Brogan | Brogan Search | T. Jensen | Minneapolis | 10:30 | 11:45 | Checked out |
| M. Iyer | OfficePro Services | P. Raman | Richmond (HQ) | 10:05 | — | On-site |
| S. Whitlock | — | T. Jensen | Minneapolis | 09:22 | 10:40 | Checked out |
| A. Osei-Bonsu | Ridgeline Partners | S. Marek | Boston | 09:15 | 12:20 | Checked out |
| R. Vanterpool | Meridian Capital | C. Okafor | Richmond (HQ) | 09:02 | 11:30 | Checked out |
| E. Nakagawa | Kite Ventures | O. Hayes | London | 08:55 | — | On-site |
| D. Strand | Strand Legal | E. Vargas | Washington DC | 08:41 | 10:15 | Checked out |
| P. Whelan | Argent Insurance | H. Bell | Cleveland | — | — | No-show |
| F. Almeida | Almeida Group | L. Brandt | Frankfurt | 08:10 | 09:35 | Checked out |
FAQ
Frequently Asked Questions
No. Guests check in with a QR code sent by email or text, at a self-service kiosk, or through a web-based front desk flow. Nothing to install.
No. Visitor Management runs on top of the access control you already have. HID, LenelS2, Genetec, Kastle, and AMAG work on day one, so there's no rip-and-replace. The visitor record issues the visit. The access system still owns the door.
Yes. Visitor tags let you set a distinct flow per type, VIP, contractor, watchlist, or any category you define, each with its own approval rules, ID scan requirement, waiver, and notification list.
It's stored in an encrypted service and deleted on a retention window you control, 30 days by default. It is never kept indefinitely.
Quotes are custom for each building. Book a demo to get your quote.
See visitor management in your buildings
Bring your current front-desk process and access control system. We'll show a visit invited, checked in, granted a door and a floor, and written to the log.