CASTATUS VISITOR MANAGER

Modern Visitor Management System Built for Safer, Smarter Workplaces

Castatus Visitor Manager improves workplace security with touchless check-in, visitor tracking, badge printing, and emergency notifications.

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Visitor Management System with Touchless Check-In

Include people visiting your facilities in your emergency communications.

Have peace of mind that both visitors and staff are being notified.

Alert Visitors

Automatically send emergency messages alerting any current visitors that there is a critical situation.

Touchless Check-In

Enable touchless check-in via QR code so visitors check in on their own personal mobile device, no app required. Pair a station with a tablet, or go fully tablet-free with a Touchless QR station.

Safety Status

Visitors can reply to a critical notification with their safety status allowing visibility of which visitors are safe or in need.

Text Confirmation

Customize a confirmation text message that can be sent to visitors after checking in.

Notify Staff

Automatically notify staff via text, email, desktop alert, MS Teams or Slack when a visitor checks in to see them.

Form Customization

Customize your check-in form with logo, page color, data entry field colors, headings, introductions and more.

Capture Visitor Photo

Provide visitors an option to take a selfie during check in to help identify them during their visit.

Check In Restrictions

Visitor stations can be configured to restrict or allow staff to check in.

Reporting of Visits

Visits are reported on by facility or individual stations within a facility.

Scan IDs

Capture government-issued IDs during check-ins. Enhance security, and ensure compliance by verifying every visitor’s identity.

Two-Way Text

Easily send and receive text messages with visitors. Keep everyone informed in real time without phone calls or delays.

Print Badges

Automatically print badges with names, photos, and visit details at check-in. Improve security and make a great first impression.

Pre-Register

Invite visitors online or through the MS Outlook add-in. They’ll receive a branded email to pre-register and a personalized QR code upon completion—making every check-in fast, secure, and effortless.

Trusted Visitor Pass™

Approve trusted visitors such as key vendors or partners and issue them a Trusted Visitor Pass™ (Apple or Google Wallet). Visitors simply scan their digital pass to check in instantly, saving time and streamlining every visit.

Decline Visit

Allow employees to decline visits from any notification. Visitors are automatically informed you’re unavailable and instructed to schedule an appointment.

Virtual Assistant

Turn any unattended kiosk into live, on-demand video reception. Visitors tap once for face-to-face video help, and your team answers from anywhere.

Watchlist Screening

Screen every visitor against your watchlist using AI facial recognition plus name, email, and phone matching. The moment a match surfaces, the right people are alerted instantly—on the channels they already use—to verify and approve or decline the visitor's check-in.

Flexible Check-Out

Front desk dashboard, the kiosk, the QR code on their badge, or a simple text—visitors check out however is easiest. And if someone forgets, an automatic after-hours checkout keeps your visitor log accurate.

Notify Visitors of an Emergency

While some organizations have ways to communicate with visitors that are on site, most do not have the ability to communicate with visitors quickly using their mass notification software. For example, if there is a fire at headquarters you quickly alert staff, but most organizations would not be able to quickly communicate with visitors, leaving them at higher risk. With Castatus, the process is streamlined by temporarily adding visitors to your emergency communications to staff. Visitors can communicate their safety status, and you can react quickly and efficiently to them.

Visitor Manager
Visitor Manager tablet check-in with a QR code for touchless check-in

Self Check-In: Pair a Tablet or Go Fully Touchless

Receptionists can check in visitors, or visitors can check themselves in—and every station works one of two ways, chosen when you activate it.

Pair a station with a dedicated tablet kiosk, where visitors self-register at the station (or scan the on-screen QR code to finish on their own phone if they'd rather not touch it). Or go tablet-free with a Touchless QR station—print a ready-made poster and visitors scan it with their own phone to complete the entire check-in in their browser. No shared touchscreen, no company hardware required, and the same branded experience either way.

Microsoft Outlook Add-In

Seamlessly integrate the robust capabilities of Castatus Visitor Manager with our Microsoft Outlook Add-In. Your staff can now effortlessly create meetings and send guest pre-registration emails—without needing to log in to Castatus separately. Simply schedule a meeting as usual in Outlook, click the Castatus Visitor Manager icon in the toolbar, and follow a few quick steps to complete the process.

Key Benefits:

  • Increase adoption — Fully embedded within Microsoft Outlook for a smooth, familiar user experience to help increase adoption
  • Enhanced professionalism — Deliver a streamlined and impressive check-in experience for visitors
  • Increased efficiency — Expedite the visitor check-in process by enabling pre-registration, ideal for managing larger groups
MS Outlook Add-In Get it from Microsoft AppSource

Trusted Visitor Pass™

Approve frequent or high-value visitors such as key vendors or business partners and issue them a Trusted Visitor Pass™ for Apple or Google Wallet. With a quick scan of their digital pass, they can check in instantly—no forms, no delays. It’s a modern, secure, and friction-free way to welcome trusted guests while keeping your reception team focused on what matters most.

Trusted Visitor Pass
Agreements

Agreements

If legal agreements must be signed by visitors to enter a facility, you may include them in the check-in process. NDAs, Safety Waivers and other important agreements can be easily integrated into Visitor Manager. Documents are signed electronically and stored securely. Visitors can also receive an electronic copy of their signed documents.

Capture Visitor Photo

Optionally have visitors capture a photo of themselves to help identify them during their visit. The visitor’s photo is also included in notifications to staff so that they can identify a visitor that they had not previously met.

Capture Visitor Photo
Virtual Assistant live video reception on an unattended kiosk

Castatus Virtual Assistant

When reception is unstaffed, visitors don't have to stand and wonder who to call. With Castatus Virtual Assistant, one tap connects them to a real team member on two-way video — answered from a desk, a phone, or a browser anywhere. Time-aware coverage, multi-channel alerts, and first-to-answer routing mean someone's always ready, without stationing a person at every entrance.

Learn more about Castatus Virtual Assistant

One secure funnel for every visitor

No matter which door a visit comes through, it becomes a visitor pre-registration in the same system, and inherits the same security and safety benefits.

SaaS Invites

Select staff log in to the Visitor Manager SaaS application, where they see who's on site and who's expected, and send a guest a branded invite with a personalized QR code.

Microsoft Outlook Add-In

Any staff member invites and pre-registers a guest right from Outlook, with no need to log in to Castatus.

Website Booking NEW

With the Castatus Appointments add-on, visitors book themselves online by service, location, and staff on your branded, embeddable page.

All three arrive as a pre-registered visitor, so watchlist screening, host notifications, and Crisis Manager emergency alerts apply to every one.

Castatus Appointments

Give visitors a branded, embeddable page to book online by service, location, and staff. Whether you offer a handful of services or many, it fits organizations of any size, and it shines when different people handle different requests based on their specialty. A small office benefits just as much as a large bank, credit union, or hospital. Since Castatus Appointments funnels into the same secure back end, every appointment is subject to the same watchlist screening, host notifications, and Crisis Manager emergency alerts.

Learn more about Castatus Appointments
Castatus Appointments online booking

Visitor Badges

Give every visitor clear, professional identification the moment they arrive.

Print professional visitor badges automatically at check-in — fully customizable with your logo, visitor photo, host, purpose of visit, check-in location and more. Choose standard labels or self-expiring labels that reveal a red “VOID” across the badge 24 hours later, so an expired badge can’t be reused.

Visitor Badge Printing
Lookup Staff

Lookup Staff

During the check-in process, visitors can select the staff member they are planning to visit. To find a staff member, start typing the first or last name of the staff member and a filtered list of staff members will be displayed. You may limit the staff members that are visible at each check-in station.

Notify Staff

During the check-in process, the visitor can select the staff member they are there to visit. Upon check-in completion, the staff member will be automatically notified using channels that you select including email, text, Desktop Alerts, MS Teams or Slack.

Visitor Manager Notifications
Visitor Manager Invites

Two-way Text

It is critical to communicate with visitors during an emergency. It is also important to be able to send communications for any other reason, such as forgetting a backpack at the reception desk. The ability to communicate is not just a one-way message to the visitor. Castatus Visitor Manager helps you establish two-way communication with visitors to ensure efficient communication.

Invites

With Castatus Visitor Manager, you are able to provide a convenient and efficient process for both visitors and staff. You may create an invite, sending an email to both the visitor and the host. The invite email not only helps visitors feel welcome, it also helps speed up the check-in process as there is an option to pre-register for the upcoming visit. Save time and reduce missed meetings by sending a calendar invite to both guest and host.

Visitor Manager Invites

Watchlist Screening

Watchlist Screening with facial recognition

Turn check-in into a security checkpoint. Maintain a watchlist of individuals who require extra screening—banned visitors, persons of interest, or anyone your team needs to verify—and Castatus Visitor Manager automatically checks every arriving visitor against it. The moment a match is found, your security team is alerted to review and decide before the visit goes any further.

Key capabilities:

  • AI facial recognition — Match each visitor's check-in photo against your watchlist, with a match-confidence threshold you control.
  • Identity matching — Also flag matches on name, email and phone, so screening still works even when no photo is captured.
  • Instant security review — Staff get a side-by-side photo and identity comparison to confirm the match and approve or decline the check-in.
  • Check-in held until cleared — Host notifications and badge printing are paused on a match until it's been approved.
  • Multi-channel alerts — Notify your team by email, text, Microsoft Teams, Slack, SafeStatus, or Desktop Alerts.
  • Audit trail — Keep a record of every match and decision for compliance and after-the-fact review.
  • Recommended actions — Store guidance for each watchlisted person so staff know exactly how to respond.
FAQ

Still have questions?
We can help.

Quick answers about Visitor Management and how Castatus helps.

A visitor management system replaces paper sign-in with a digital check-in flow. It records who’s on site, supports badge printing and notifications, and helps teams maintain a safer, more consistent reception experience.
Companies use visitor management to improve security, reduce manual steps at reception, keep accurate visitor logs, and standardize check-in across locations. It can also automate host notifications and reporting.
Touchless check-in typically uses a QR code so visitors can complete required steps on their own phone. This reduces lines, minimizes shared-device use, and keeps check-in moving quickly.
Most organizations collect a name, contact info, who the visitor is meeting, and visit purpose. Castatus also allows you to add custom fields, agreements, photos, or ID scans depending on security and compliance needs.
Yes — Castatus can print visitor badges at check-in so staff can quickly identify visitors. Badges can include names and other visit details, and can be printed on regular labels or self-expiring labels.
Castatus Visitor Manager integrates with Castatus Crisis Manager to instantly alert visitors alongside staff, ensuring everyone on site receives critical instructions and enabling faster, more coordinated emergency response.
Watchlist screening checks every arriving visitor against a list of people who require extra verification. Castatus matches visitors using AI facial recognition as well as name, email and phone, and instantly alerts your security team to review the match and approve or decline the check-in. Host notifications and badge printing are held until the match is cleared.
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