Visitor Management
A Welcoming Arrival. A Controlled Visit.
A well-organised visit starts before arrival and remains connected through departure. Hengbao brings registration, host approval, QR visitor passes and visit records into one coordinated journey for guests, reception teams and site security.
One Visit Record from Request to Departure
Visitors, hosts, reception staff and security teams need a consistent view of the visit. Registration details, approval status and temporary permissions help each participant understand the expected arrival and the access that has been authorised.
Hengbao connects these steps with digital visitor passes and chronological records. Planned visits and on-site registration follow the site's policies, while arrival and departure information remain associated with the original visit and host.
Visitor Registration
Support planned visits and on-site registration through a structured workflow. Record visitor details, host information, visit purpose and intended arrival period according to the site's registration policy.
Pre-registration helps organise the visit before arrival. At reception, authorised personnel can review the visit status and complete check-in using the same underlying information.
- Visitor pre-registration
- Visitor profiles and visit information
- Host association
- Reception check-in
QR Visitor Passes
Issue QR visitor passes linked to approved visits, relevant locations and valid time windows. Guests can present their passes at designated check-in or access points, connecting the physical visit with the corresponding record.
Time-bound permissions support temporary access without creating a permanent employee credential. Digital passes simplify short-term access and reduce manual pass handling.
- Digital QR visitor passes
- Location and time-scoped validity
- QR verification at designated points
- Pass linkage to the approved visit
Visitor Approval Workflows
Route visit requests through configurable host and administrator approval steps. The request records the visitor, destination, visit period and reason so the designated approver can authorise or decline it.
Approval status remains visible through the visitor journey, allowing reception and site security teams to work from the same decision. Workflow history supports oversight of temporary and restricted-area visits.
- Visit requests and approval routing
- Host authorisation
- Shared approval status
- Workflow history
Entry and Exit Records
Maintain a chronological view of arrival, entry and departure. Check-in and check-out updates are associated with the original visit and host, with relevant access events included in the visit history.
Administrators can review current visits and search historical activity for reception management and follow-up. A connected timeline makes the journey easier to trace from registration to departure.
- Check-in and check-out records
- Visit timelines
- Current-visit presence overview
- Historical activity search
A Smoother Visitor Journey
Before Arrival
Register the visitor, associate the host and route the request for approval. An approved visit can be linked to a QR pass with the appropriate locations and validity period.
During the Visit
Reception reviews the visit and completes check-in. The guest presents the pass at the designated access points, with relevant events associated with the visit record.
At Departure
Check-out completes the visit timeline. Authorised teams retain an organised history for review and follow-up.
Connect Reception with Site Access
Discuss the visitors, approval processes and entry points your workplace needs to support. Hengbao can help bring them into one coordinated visitor experience.
Discuss Visitor Management