FlowmatixFor Corporate Offices
Stop being the doorbell.
Visitors sign themselves in. The host is notified — email, SMS, or a Microsoft Teams message. The badge prints itself. Nobody phones around looking for anyone.
9:52am at the front desk
The 10am arrives early.
You stop what you're doing, phone their host, get voicemail, phone the next desk, and write a badge by hand while they stand there waiting.
At 4pm you go back through the book working out who never signed out.
The three that matter at a front desk
The host knows immediately
By email, plus SMS or a Microsoft Teams direct message if you switch them on, the moment their visitor signs in. Teams adds to email rather than replacing it.
Badges print themselves
Turn on auto-print with an on-site printer and badges print silently on sign-in — your logo, your fields. Without it, the print dialog opens on its own. Either way, a printer fault never blocks a sign-in; the visitor still gets in.
A front desk that looks the part
A clean kiosk on an iPad, your branding, one question per screen. Professional the moment someone walks in.
How it runs at reception
An office visitor management system, from arrival to sign-out
Here's the same 10am meeting with Flowmatix at the front desk:
- The visitor taps "Visitor" on the kiosk and answers one question per screen: name, company, reason for the visit, and who they're here to see, picked from a type-ahead list of your staff.
- They accept your declaration, such as site rules, privacy or confidentiality wording. The version they agreed to is stamped on their record.
- The kiosk takes a photo if you've switched photos on for visitors.
- The host is notified as soon as the sign-in is saved, and a badge is offered for printing. Nobody at reception has to pick up the phone.
- On the way out, the visitor searches their name on the sign-out screen and they're done. Anyone who forgets is cleared by the automatic sign-out cutoff you set.
Two settings to know: host notifications are off until you switch them on in Kiosk settings, and they only go out when the visitor picks a real staff member. A free-text entry like "Front office" won't trigger one.
Reception sign in on an iPad: what you actually need
Not much. Bring your own iPad or Android tablet, put it on a stand or wall mount near the door, open your kiosk link and add it to the home screen. It runs full-screen with no login on the device. The kiosk link only lets people sign in, so a visitor can't wander into your records.
Badges print through the browser to any AirPrint or network printer you already have. There's no special label-printer driver to install, and badge fields are configurable: logo, organisation, host, photo, location and a footer line.
If you have more than one entrance, floor or tenancy, each one can have its own kiosk link and QR, so sign-ins are tagged to the right place without asking visitors to choose. See the visitor kiosk for the screens, and multi-site if you have offices in more than one city.
Expected visitors, sorted before they arrive
For interviews, client meetings and board days, reception can add expected visitors ahead of time so the desk knows who's coming. Visitors can also fill in their own details from a link you send them. Staff who book meetings in Outlook can pre-register their guests with the Outlook add-in, without leaving their calendar.
Contractors coming in for fit-outs, IT work or building maintenance can have their own visitor type with different questions, an induction briefing and a signed agreement. That keeps your visitor flow short. See contractor sign-in.
More private than the book on the counter
An open sign-in book shows every visitor the names, companies and phone numbers of everyone who came before them. On the kiosk, each visitor only sees their own sign-in. Records are only visible to staff whose role allows it. Photos are stored outside the web root and served only to those staff, and records and photos are deleted automatically after the retention period you choose. Our guide on how long to keep visitor records can help you choose that period.
What it costs: a single office can run on Starter at $49 per site per month billed annually ($59 monthly), which covers guided sign-in and sign-out, badges, the live on-site list and evacuation print. Host email and SMS notifications, pre-registration and the Outlook add-in are in Pro, which is $99/month flat for up to 5 sites billed annually ($119 monthly). Every plan has a 14-day free trial and no lock-in. See pricing.
The obligations, without the weight
Live on-site list, one-tap evacuation roll-call, full audit trail, configurable retention — everything an office needs to know who's in the building, without the heft of a compliance product built for a construction site.
Also relevant
Reception that answers even when nobody's at the desk.
AI Reception (live today) answers your phones when nobody can: overflow, lunchtime and after hours. It answers as your business, gets messages to the right person, captures every enquiry, and every call lands in your console as a full transcript — so reception keeps working while your team is heads-down. Hear it yourself: 03 7019 3192.
🔎 Straight answer: administrator access is local accounts with role-based permissions and optional two-factor. There's no SAML/SSO yet — if single sign-on is mandatory for your IT team, tell us up front and we'll be straight about it. See the full security page →
Questions office managers ask
Does it work with Teams?
Yes — the host gets a direct message when their visitor arrives, on top of email.
Can we brand it?
Logo on the kiosk and the badge, configurable badge fields, your declaration wording.
What about our evacuation obligations?
One-tap printed roll-call with photos and a checkbox per person.
Do we need a special badge printer?
No. Badges print through the browser to any AirPrint or network printer. There's no dedicated label-printer integration, so use a printer you already have.
Is there an app to install on the iPad?
No. Flowmatix runs in the browser on an iPad or Android tablet. Add it to the home screen and it opens full-screen like an app, with nothing to install from an app store.
Can visitors pre-register before they arrive?
Yes. Reception can add expected visitors, visitors can fill in their own details from a link, and staff can pre-register guests from Outlook using the add-in. Pre-registration is part of Pro.
Can visitors see who signed in before them?
No. Unlike a paper book, each visitor only sees their own sign-in. Records are only visible to logged-in staff whose role allows it.
Which plan does a single office need?
Starter ($49 per site per month billed annually) covers sign-in, badges and evacuation print. Choose Pro ($99/month flat for up to 5 sites billed annually) if you want host notifications and pre-registration.
Give your front desk its afternoon back.
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