The Functions of The Visitor Management System
Here you will find a function overview of the visitor management system CavVisit.
Please note that we do not show all functions here, so if there is a function you do not find in the list that you need, please contact us and we can see if we have the function you are looking for.
Table of Content
Cloud-based visitor management system
Thanks to the fact that the visitor management system is cloud-based, we manage all backups and upgrades automatically. The system is accessible via your web browser. We guarantee that the system complies with Swedish laws and regulations (GDPR & Schrems II). The system is approved for delivery to Swedish municipalities and authorities.
There is a variant of the system that can be installed locally (on-prem).
CavVisit has several types of self-service kiosks that are configured to handle different types of visitors and visitor processes. The kiosks can be equipped with a touch screen, PC, QR readers, printer for visitor badges, steel keyboards, and much more.
The Enterprise kiosk
The Enterprise kiosk is specially designed for a property with several tenants, different departments, or several administrations (municipality/authority). The kiosk displays a logo or a name for each tenant and depending on which logo the visitor chooses, the entire kiosk changes appearance, behavior, and input fields to adapt to the business the visitor is visiting.
MS Outlook integration
When a visitor receiver book an appointment with a visitor via Outlook, the visitor management system CavVisit automatically captures it and registers the visitor as a pre-booking in the visitor system.
The visitor system automatically detects if the visit is changed or canceled.
The day before the visit is to begin, a reminder is sent from the visitor management system to the visitor with instructions for how the visitor should get to the site, Google maps, and a QR code for check-in.
Google Calendar integration
When a visitor receiver book an appointment with a visitor via Google Calendar, the visitor management system CavVisit automatically captures it and registers the visitor as a pre-booking in the visitor system.
The visitor system automatically detects if the visit is changed or canceled.
The day before the visit is to begin, a reminder is sent from the visitor system to the visitor with instructions for how the visitor should get to the site, Google maps, and a QR code for check-in.
All kiosks in the CavVisit visitor management system support an unlimited number of languages. When a visitor arrives at a kiosk, the visitor can change the language of the entire kiosk by clicking on the flag whose language the visitor wants to use.
There is also multi-lingual support in the administrative interface for receptionists and administrators.
Self-check-in with QR codes
When a visit is pre-booked, the visitor receives a unique QR code via SMS or email. When the visitor arrives for the visit, they use the QR code for automatic check-in. The visitor receiver is notified via SMS/Email and the visit starts. The same QR code is also used on the visitor badge and when checking out the visitor.
When a visitor has been invited to a visit via e.g. MS Outlook or Google Calendar, CavVisit can send a web link to the visitor which takes the visitor to a form where they can fill in missing information about them and approve GDPR/NDA.
When the visitor has filled in their details, these are saved before the visit and CavVisit automatically sends a QR key to the visitor the day before the visit. When the visitor arrives for his meeting, they scan their QR key in a kiosk, the visitor is checked in, the badge is printed and the visitor receiver is notified that the visitor has arrived.
With CavVisit multi-site functionality, a larger business can create its own so-called facilities in the system for its various local offices, tenants, departments, or administrations. With these facilities, every business that has its own facility gets its own world. In the facility are their visitors, integration, messages, and much more.
Main administrators see all facilities (so-called helicopter view), while local administrators and receptionists only see their facilities and the data associated with them.
Each facility has its unique setting, integrations, SMS & Email, users, visitors, visitor receivers, and more.
QR keys are a special type of QR code that CavVisit sends to the visitor’s mobile phone and which they can use both to check in when they arrive as a visitor and as an access card to open speed gates and doors.
QR keys do not need an APP but work with all mobile phones that can receive SMS and surf the web. This makes it easy to send to all visitors. The QR key is automatically sent to the visitor when the visit is booked and is only valid for the time of the visit.
Thanks to the intelligent design of the QR key, administrators and visitors do not need to do anything, CavVisit takes care of all the parts automatically.
SMS is an excellent tool to capture the attention of visitors and employees when visits are booked or for reminders with built-in QR keys. CavVisit users can choose between using CavVisit’s built-in SMS service or their own SMS hardware.
Thanks to the fact that businesses that use CavVisit can send SMS from their own hardware, security increases and costs decrease.
Messages never leave the customer’s own equipment and in this way, it becomes safer and easier to maintain high security. The CavVisit SMS Gateway is a small piece of hardware with its own antenna that is equipped with a SIM card from the customer.
In CavVisit, it is easy to design stylish and clear e-mails that go to visitors and visitor receivers on different occasions. When an e-mail is sent, it can be done either from the customer’s own mail server or CavVisit’s encrypted mail server.
CavVisit’s ability to easily integrate the business’ existing system means that visit processes can be automated and the business’ existing investment in systems can be used in a safe way. With CavVisit’s modern RESTFul API, integrations can be developed in a couple of days and then used for several years.
CavVisit has a full-scale RESTFul API where developers can create visit receivers, visitors, QR keys, and much more. The API has full multi-site support. The RESTFul API enables real-time functionality which increases security and simplifies the administration and further automates visitor management.
Built-in full-scale access system
The CampTrac access system is fully integrated with CavVisit. CampTrac is part of the APV platform where CavVisit is included.
Access system integration
The visitor management system CavVisit has several access systems integrated and can open doors with QR keys, SMS keys, and APP. Pacom, RCO, CampTrac, Dorma Kaba, and many more are integrated with CavVisit.
The evacuation system is an automatic evacuation system that sends personalized messages to all people (visitors and employees) in the facility with self-service links where they update their own evacuation status as well as attached instructions and interactive maps.
The cloud-based evacuation system is safe, simple, and smooth to use regardless of how many buildings or facilities you want to secure.
CavVisit is designed from the ground up with so-called ”end-to-end” encryption. This means that sensitive data handled in the system is encrypted in all modes except when it is displayed on the user’s screen.
MS Active Directory integration
The visitor management system can automatically retrieve visitor receivers from Active Directory. At regular intervals, the system adds visitor receivers, updates them, or removes them.
Each department/tenant/administration can have its own AD integration.