Simple and secure reception management

Reception management software handles what happens when someone arrives at your office: registering the visitor, notifying the host, printing a badge, and recording the visit. It replaces the paper sign-in book and, in most offices, the need for someone to sit at the desk full-time.

YAROOMS reception management system covers pre-registration, self check-in by kiosk or phone, host notifications and a searchable visitor log, configurable per location.

What reception management involves →

Yes, and it is the most common reason organizations buy reception software. Visitors check themselves in on a kiosk or their own phone, the badge prints automatically, and the host is notified without anyone at the desk. Reception staff move to work that needs a person, or the desk is left unstaffed outside busy hours. With YAROOMS, the same setup runs whether someone is on the desk or not.

7 benefits of visitor management kiosks →

Two routes, and most offices offer both. Pre-registered guests get a QR code by email before they arrive and scan it on their own phone - no kiosk needed. Walk-ins register on a tablet at the desk, entering their details and completing any steps you require. Either way the host is notified automatically and the visit is logged.

YAROOMS supports both from one configuration, so reception does not manage two systems.

Visitor management with mobile check-in →

Four things:

1. Notify the host automatically - nobody has to find them
2. Screen visitors against watchlists before they are let in
3. Collect signatures and documents - NDAs, safety briefings, ID photos - as part of check-in
4. Produce a searchable, exportable record of who was on site and when

The last one is usually what forces the change: a paper book cannot answer “who was in the building on Tuesday afternoon” without someone reading it page by page. YAROOMS logs every visit and exports to CSV in one click.

The YAROOMS digital visitor log →

Run one system with different rules per site. Each office needs its own check-in flow - a factory may require contractor safety briefings where a head office just prints a client badge - but security still needs one place to search every visit. In YAROOMS, registration flows, branding and host directories are set per location, while the visitor log stays central across every site.

YAROOMS for enterprise →

Yes, and separately for each visitor type. A contractor might need to sign a safety briefing and upload an insurance certificate; a client might just need a badge; a candidate might need directions and a room booked. YAROOMS lets you build a different flow per type from any combination of: contact details, car registration, e-signature, policy checkbox, ID photo, a short video, a questionnaire, an automated email, or a document upload.

Custom visitor registration flows →

Reception software is priced per location per month, with kiosk hardware priced separately. YAROOMS Visitor Management is $99 per location per month, including pre-registration, mobile and kiosk check-in, host notifications, branded check-in, visitor photos and the digital visitor log. Digital Reception, the kiosk app, is a separate add-on.

What to pay for a visitor management system in 2026 →

Receptionists typically run four kinds of tool:

1. Visitor and room management - YAROOMS, for example, for registering guests, notifying hosts and booking meeting rooms from the front desk
2. Calendar - Microsoft Outlook or Google Calendar, for appointments
3. Phone - a VoIP platform such as RingCentral or Zoom Phone
4. Access control - for issuing building entry to visitors

The overlap worth checking is between the first and the last: if visitor management and access control do not talk to each other, someone is issuing badges twice.

Best visitor management systems in 2026 →

All three terms describe the same territory at three levels. Reception management is the operation - everything that happens when someone arrives. Visitor management is the system behind it: pre-registration, screening, the visitor log, reporting. Digital reception is the kiosk app at the desk where visitors actually check themselves in.

In YAROOMS they are one product: Visitor Management is the system, Digital Reception is the kiosk app that runs on top of it, and reception management is what you get.

YAROOMS Visitor Management →