Create a Flawless First Impression with Pre-Registration and QR Codes
Welcome your guests with the ultimate VIP experience. TimeChart's visitor management system in Dubai allows your team to pre-register guests, sending them a unique QR code for a seamless, secure, and contactless check-in. Eliminate queues, enhance security, and show every visitor they are valued before they even step through the door.
The Simple 4-Step Pre-Registration Process
Our visitor registration software is designed for simplicity and efficiency, both for your hosts and your guests.
Host Pre-Registers the Guest
Using our simple web dashboard, your employee schedules the meeting and enters the visitor's name and email or phone number.
Guest Receives a Secure QR Code
The system automatically sends a professional invitation to the guest via Email or WhatsApp, containing the meeting details and a unique, secure QR code.
Visitor Arrives and Scans
Upon arrival, the visitor simply presents the QR code on their phone to the scanner at your reception kiosk. The check-in takes less than three seconds.
Host is Instantly Notified
The moment the QR code is scanned, the host receives an instant notification that their guest has arrived, ensuring a prompt and professional welcome.
Why Pre-Registration is a Game-Changer for Dubai Businesses
1. Deliver a VIP Visitor Experience
Pre-registering a guest shows foresight and respect for their time. It transforms the check-in from a chore into a seamless welcome. This is a core feature of a modern smart visitor management system, eliminating the need for visitors to repeatedly fill out forms and wait in line. It's the first step in building a positive relationship.
2. Strengthen Your Security Protocols
With pre-registration, you know exactly who is scheduled to be in your building and when. This allows your security team to be prepared. The unique, one-time-use QR codes are far more secure than a simple name drop, ensuring that only the invited guest can check in. This is a vital component of secure lobby management.
3. Eliminate Lobby Queues and Bottlenecks
A key function of an effective queue management system is preventing lines from forming in the first place. By handling all data entry before the visit, QR code check-ins reduce the time spent at the reception desk to seconds. This is especially critical for buildings with high visitor traffic, ensuring a smooth and constant flow of people.
The TimeChart Advantage: More Than Just a QR Code
Our visitor management solution in Dubai enhances the pre-registration experience with features designed for the local market.
WhatsApp & SMS Integration
Reach your visitors where they are. We deliver QR code invitations not just by email, but also via WhatsApp and SMS for maximum convenience.
Customizable Invitations
Reinforce your brand identity by customizing the invitation templates with your company logo, colors, and a personalized welcome message.
Group Pre-Registration
Expecting a delegation or a group for an event? Easily pre-register multiple visitors at once by uploading a simple list, saving valuable admin time.
Who Benefits from Pre-Registration?
This feature of our visitor entry system is invaluable for any organization that values efficiency, security, and the guest experience.
- Corporate Offices: Impress high-value clients and interview candidates with a seamless arrival process.
- Event Venues: Manage hundreds of attendees quickly, eliminating long lines at the entrance.
- Manufacturing & Logistics: Pre-register truck drivers and contractors for efficient and secure access to your site.
- Residential Towers: Allow residents to pre-authorize guests, who then receive a QR code for easy entry, enhancing both convenience and security.
- Government Buildings: Ensure all scheduled appointments are handled with maximum efficiency and security.
- Healthcare Clinics: Reduce waiting room time and provide a calmer experience for pre-booked patients.
Part of a Complete Visitor Management Solution
Pre-registration is just one aspect of our comprehensive platform. Learn more about how TimeChart can revolutionize your entire front desk operation.
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Why VMS is ImportantFrequently Asked Questions about Pre-Registration
What information is needed to pre-register a visitor?
At a minimum, you only need the visitor's name and either their email address or mobile number (for WhatsApp/SMS). You can customize the pre-registration form to include additional details like company name or reason for visit if needed.
Are the QR codes secure?
Yes. Each QR code is unique, encrypted, and typically valid for a single use within a specified time frame. This prevents unauthorized sharing or reuse, making it a highly secure method for a visitor entry system.
What happens if a visitor forgets their QR code?
It's no problem. Since they are already in the system, your front-desk staff can quickly find their name on the dashboard and check them in manually in seconds. The goal is always a smooth experience.
Can we pre-register a large group of people at once?
Absolutely. Our visitor management software includes a bulk import feature. You can upload a simple spreadsheet (like Excel or CSV) with the names and contact details of your guests, and the system will automatically send a personalized invitation with a unique QR code to each person.
Does the host need special software to pre-register guests?
No. Hosts can pre-register visitors from any web browser by logging into the secure TimeChart dashboard. There is no software to install for your employees.
Can we customize the invitation email and message?
Yes. You can customize the email, SMS, and WhatsApp templates to include your company logo, branding, a custom welcome message, parking instructions, or any other important information for the visitor.
How does this integrate with calendar applications?
TimeChart offers integrations that can link with calendar applications like Outlook and Google Calendar, allowing you to pre-register visitors directly when you create a new meeting event, further streamlining your workflow.
What kind of scanner is needed for the QR codes?
Our system works with standard 2D barcode scanners, which can be integrated into a kiosk or used as a standalone device at your reception. The camera on an iPad kiosk can also serve as the scanner.
Does contactless check-in also work for walk-in visitors?
Yes! You can display a permanent QR code at your reception. Walk-in visitors can scan this code to open a registration form on their own phone, allowing for a fully contactless experience even for unplanned visits.
Is this feature included in the standard TimeChart VMS?
Yes, pre-registration and QR code check-in are core functionalities of our visitor management solution in Dubai. We believe it is an essential tool for any modern business and include it as part of our comprehensive package.
Ready to Create the Perfect Welcome?
Elevate your guest experience and streamline your front-desk operations. Contact us today for a personalized demo of our pre-registration and QR code solution.
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