Visitor management.
A better welcome.
Manage walk-ins, host bookings and online visitor registration with eTOP VMS. Know who is on site, from arrival to check-out.
One visitor platform. Every team connected.
Reception, hosts, security and administrators work from the same visit record. Explore the registration, visitor desk and reporting views below.
Prepare for arrivals
Schedule visits or invite guests to register online before they arrive.
Review documents
Collect required files and approve online visits through a configured workflow.
Notify the host
Send host email updates when a registration needs review and when a visitor checks in.
Know who is inside
See current visitors, completed visits and recent check-in activity.
Support site procedures
Add optional signatures, badges, HSE tracking and returnables.
Keep usable records
Filter logs by date, status, department or host and export to Excel or PDF.
For visitors
A more prepared arrival, with the details handled before the meeting begins.
Register without a login
Open the host’s invite link, enter your details and upload the required documents. There is no visitor account to create.
Arrive with a QR pass
Once an online registration is approved, use the QR code and PDF visitor pass for arrival. Reception or security scans the code in the web application.
A welcome your host knows about
Your host receives an email when you check in. Optional visitor badges and e-signature capture support the site’s reception process.
One system. Three ways to welcome visitors.
Choose the registration route that fits the visit. Reception-led and online workflows can run side by side.
Walk in. Register at reception.
Read an Emirates ID to fill available visitor details. Reception selects the host and purpose, records check-in and checks the visitor out at departure.
Book ahead with the front desk.
Prepare visitor details and expected dates before arrival. Reception opens the record from Scheduled Visits and checks the visitor in.
Invite visitors to register online.
The host completes the registration or shares an invite link. Visitors can enter their details and upload required documents without creating a login.
A record that follows the visit
Keep the visitor, host, purpose and visit times together. Your team can see arrivals, people currently inside and completed visits.
For online registrations, configure approval before a QR pass is issued.
Walk-in visitors: from the front door to check-out
Reception manages the visit on arrival, with Emirates ID reading to reduce retyping.
Read the Emirates ID
The visitor hands over their Emirates ID. Reception inserts it into the card reader and available details, such as name, ID number and nationality, populate the visitor form.
Complete the visit record
Select the host, department and purpose. Add a visitor photo and issued items where required by the reception process.
Add optional desk steps
Capture an electronic signature on a signature pad and print a visitor badge if required. HSE tracking can be added for selected visitor types.
Check in, then close the visit
Reception checks the visitor in and the host is emailed. On departure, staff record check-out; an exit signature is optional.
Front-desk pre-registration: ready before arrival
Prepare the visitor record and expected dates ahead of time, then pick it up from Scheduled Visits.
Enter details and dates
Reception enters visitor information and sets the expected start and end date of the visit.
Prepare what is needed
A visitor badge can be printed ahead of time. HSE may be included for visitor types that require it.
Open the scheduled visit
The record stays in Scheduled Visits until arrival. Staff open it and click Check in; the host receives an email.
Record departure
Reception clicks Check out when the visitor leaves. An optional exit signature can be recorded. This route uses the scheduled visit record rather than an online QR pass.
Host invite link: let visitors prepare online
The visitor submits the details and documents. The host or approver reviews the request before arrival.
Invite and submit
The host creates and shares an invite link. The visitor opens it without a login, completes the form and uploads required documents.
Review the registration
A submitted request can enter the approval queue. The host receives email and an in-app notification; an authorised approver checks the details and documents.
Issue the online pass
After approval, the visitor receives a QR code and PDF pass. Approval can be switched off for visitor-submitted registrations when the branch workflow permits it.
Scan at arrival and departure
Security scans the QR in a mobile browser or with a laptop webcam. Check-in is automatic or confirmed with one click. The host is emailed at check-in; another scan records check-out according to the branch setting.
Host booking: the host prepares, the visitor arrives
The host enters the visitor details and shares the generated QR pass manually.
Create the registration
The host opens Online Registration, adds the visitor details and uploads the required documents. One pass can include several visitors.
Apply the review setting
Host-entered registrations can go through approval. With review disabled for that channel, entries are approved immediately.
Share the QR pass
The host sends the generated QR code by email, WhatsApp or another chosen channel. This is manual sharing by the host.
Welcome the visitor
Reception or security scans the QR in the VMS web application. The host receives an email when the visitor checks in. Signature, badge printing and HSE remain optional.
For hosts: fewer missing details before a visit.
Documents collected in advance
Set up document templates with labels, PDF or image formats, display order and mandatory or optional requirements. Examples include an ID copy, vehicle permit or site induction form.
Clear registration status
Review pending, approved, rejected and cancelled requests. Search the registrations list, filter by status and see whether the entry came from a visitor or staff member.
Email at the right moments
The host receives email when an online submission is waiting for approval and when the visitor checks in. Submitted registrations also appear in the in-app notification bell.
Review settings for each route
Configure review separately for visitor-submitted and host-entered online registrations. Permission rules determine who can approve, reject, cancel, share or scan.
For reception and security: a practical visitor desk.
Pick up a scheduled visit
Open an expected visitor record from Scheduled Visits rather than starting again.
Capture optional signatures and badges
Add a signature pad and badge printer where those steps belong in your reception workflow.
Track issued items
Record returnables such as badges, helmets or laptops so staff can account for them when the visit ends.
Use the web app to scan
Scan approved online QR passes from a mobile browser or a laptop webcam. Each branch can choose automatic or one-click check-in and check-out.
For administrators: visibility beyond the front desk.
A live view of the site
See total visitors, currently inside and checked out, with hourly visitor analytics, department distribution, host load and recent check-in activity.
Reports your team can work with
Filter logs by search text, date range, status, department and host. Use group or row views and export to Excel or PDF.
Detail when you need it
Detailed visitor logs include identity, status, visit times and purpose, plus HSE dates, expiry and returnables where used.
Configure the process around your workplace.
Companies, branches and roles
Manage users by company and branch. Assign roles and menu access so reception, HSE, hosts and administrators can use the tools relevant to their responsibilities.
HSE induction and renewal
Track induction dates and expiry for selected visitor types. Use HSE Renewal when an induction expires and include those details in visitor reports.
Departments, hosts and purposes
Maintain host and department records and configure visit purposes such as interviews, audits, vendor visits, contractor work and equipment installation.
Reception hardware that fits
Use an Emirates ID smart-card reader for Visitor Entry. Optional signature pads and badge printers support the desk; a mobile camera or laptop webcam supports QR scanning.
Built for the visits your team handles every day.
Offices and commercial buildings
Prepare for client meetings, interviews and vendor visits. Link each visit to a host and keep arrival and departure records.
Schools and healthcare reception
Record parents, suppliers, contractors and other visitors with a clear host and purpose. Choose reception registration or online invitations to suit the visit.
Industrial sites and logistics
Collect documents ahead of contractor visits and track optional HSE induction and issued items.
Hotels and managed properties
Handle walk-ins and expected visitors alongside each other, with host emails and visitor records across branches.
Your visitor management questions, answered.
Yes. A host can send an invite link for the visitor to complete without a login, or enter the visitor and documents directly. Approval can be enabled before a QR pass is issued.
Security or reception scans an approved QR code in the VMS web application using a mobile browser or laptop webcam. Check-in and check-out can be automatic or confirmed with one click, depending on branch settings.
Yes. The host is emailed when an online registration is queued for approval and when the visitor checks in. The application also shows an in-app notification for submitted registrations.
Yes. Approval can be switched off separately for host/staff-entered registrations and visitor-submitted online registrations.
Yes. In Visitor Entry, the front desk can read an Emirates ID to auto-fill available visitor details. Online registration and front-desk pre-registration are separate routes.
No. Electronic signature, visitor badge printing and HSE induction tracking are optional. The system also supports returnables and multiple companies and branches.
QR codes and PDF passes are part of online registration. Walk-in Visitor Entry and front-desk Scheduled Visits use their own reception check-in workflows.
Yes. Filter visitor logs and export them to Excel or PDF. Detailed records can include HSE and returnables information where those modules are used.
Yes. Online Registration can be used as a separate module. Visitor Entry and Pre-Registration are the front-desk modules.
Yes. An online registration can include several visitors under one pass, with visitor details and documents recorded as required.
Yes. Branch settings can control scan automation and submission review. Roles, menu access and workflow permissions can be configured for the relevant users and branches.
See how eTOP VMS fits your workplace.
Tell us about your branches, reception points and visitor workflow. We can demonstrate host invitations, approvals, QR scanning and reception tools for your requirements.
Speak to eTOP
+971 4 455 9007
sales@etopme.ae
