The Visitor Management System provides a flexible account structure designed to support organisations and workplaces of all sizes and complexities. Whether you're a single-site business or managing multiple locations, account hierarchy ensures smooth and efficient visitor management.
Here's an overview of how accounts are structured within the system.
Account Overview
Your account is the foundation of your visitor management system. It is structured to represent your organization and includes the following components:
Organization
The top-level entity of your account is the Organisation, which represents your entire company or institution. This is where global settings, branding, and high-level data are managed.
Examples: Acme Corporation, Global University, or City Council Headquarters:
Organization-level settings include:
Branding elements like logos and themes.
User management and role assignments.
Reporting and analytics across all locations.
Locations
Under your Organization, you can set up one or more Locations to reflect your physical offices, branches, or departments. Each Location is independently configurable, allowing you to tailor visitor management workflows to the needs of specific sites.
Examples: Head Office (Sydney), Warehouse (Melbourne), or Regional Office (Brisbane).
Location-specific settings include:
Visitor types (e.g., Guests, Contractors, Deliveries).
Custom sign-in flows and questions.
Compliance documents or policies required for entry.
Notifications to on-site staff.
User Roles and Permissions
The system offers role-based access control to ensure the right people have the appropriate permissions for their responsibilities. Roles can be assigned at the Organisation or Location level.
Organisation-Level Roles
These users have access to all locations and high-level account management tools:
Owner: Full control over the Organisation, including settings, billing, and user management.
Location-Level Roles
These users only have access to specific locations and their settings:
Location Admin: Full control of a specific location’s settings and workflows.
Receptionist: Handles daily visitor management tasks, such as checking in visitors and issuing badges.
Locations and Teams
The system allows you to group users into Teams within each Location. This is especially useful for large organizations with multiple departments or shared facilities. For example:
At Head Office (Sydney), you could have teams like IT Support, Human Resources, and Facilities Management.
Teams can be assigned specific workflows, notification preferences, and responsibilities for meeting visitors.
Customising Your Visitor Workflows
Each location can have its own visitor Workflows, ensuring flexibility and compliance with local requirements. Features include:
Sign-In Kiosks: Tailor the kiosk experience for each location with branded interfaces and customized questions.
Host Notifications: Automatically notify the host when their visitor arrives at a specific location.
Visitor Types: Configure different workflows for guests, contractors, delivery personnel, or any other visitor category.
Centralised Reporting and Analytics
You can access real-time data and reports from both the Organization and Location levels:
Organization-level reports provide insights across all locations.
Location-specific reports allow you to track visitor trends and compliance at individual sites.
Expanding Your Account
Teamgo makes it easy to scale your visitor management system as your organization grows. You can:
Add new locations to your account as you expand.
Adjust user roles and permissions to accommodate new team members.
Customize workflows for new visitor requirements.
Visitor Management Terminology
Visitor Management System (VMS)
A digital platform used to manage, track, and document visitor access to a facility. Teamgo’s VMS includes features such as check-in kiosks, visitor badges, and notifications.
Self-Service Kiosk
A physical device, such as an iPad, set up in a building lobby or reception area for visitors to check in independently.
QR Code Check-In
A streamlined check-in method where visitors use a QR code (sent via email or SMS) to verify their arrival.
Visitor Badge
A printed identification badge issued to visitors upon check-in, containing their name, photo, meeting host, and access permissions.
Host Notification
A system-generated alert (via email, SMS, or app) to notify the meeting host when their visitor has arrived.
Pre-Registration
A feature that allows hosts to register visitors in advance, enabling quicker check-ins and pre-generated QR codes or badges.
Visitor Log
A digital record of all visitors who enter and exit the facility, used for security and compliance tracking.
Touchless Check-In
A no-contact check-in method using QR codes, pre-registration, or mobile apps to minimize physical interaction.
Watchlist Screening
A security feature that checks visitors against predefined lists to restrict access to unauthorized individuals.
Emergency Evacuation Report
A real-time report generated during emergencies, listing all visitors currently on-site for quick evacuation verification.
Access Levels
Permissions assigned to visitors based on their role or purpose, determining which areas of the building they can access.
Customizable Workflows
Tailored processes in the software to meet the specific needs of an organization, such as unique check-in questions or document signing.
NDAs and Legal Agreements
Documents that visitors can review and sign during the check-in process, stored digitally for compliance.
Analytics Dashboard
A visual interface providing insights into visitor data, including trends, peak times, and frequency of visits.
Multi-Tenant Support
A feature designed for shared buildings where multiple organizations use the same facility, ensuring visitors are directed to the correct organization or floor.
Badge Printing Integration
Compatibility with hardware like printers to produce visitor badges on-site during check-in.
Cloud-Based Platform
A system hosted online, enabling remote access and centralized management of visitor data across multiple locations.
GDPR/Privacy Compliance
Built-in features ensuring data collection and storage comply with privacy laws and regulations, such as the General Data Protection Regulation.
Visitor Types
Categories of visitors (e.g., contractors, guests, vendors) that can be assigned specific workflows or permissions.
API Integration
The ability to connect Teamgo with other software systems, such as scheduling tools or security platforms.
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This glossary can serve as a quick reference for understanding the key functions and features of the Visitor Management Software.
Get Help
If you have questions about your account structure or need assistance setting up your Visitor Management system, visit our support centre or contact the support team with questions.
We are here to ensure your visitor management experience is seamless and customised to your organisation’s needs.