Question 1

What is visitor management software?

Accepted Answer

Visitor management software is a cloud-based app which facilities the sign-in processes for businesses, offices, schools, warehouses and just about any building or facility in the world which requires guests to sign in and out securely. The software ensures that all data entered is stored safely and securely in the cloud. Cloud storage can vary from brand to brand.

Question 2

What is a visitor management system?

Accepted Answer

A visitor management system (VMS) incorporates visitor management software with a variety of devices including the iOS iPad, smartphones and ID badge printers to create an automated and secure sign-in process for both visitors and employees.

Question 3

What does visitor management mean?

Accepted Answer

Visitor management means having a full, holistic view over the people who are visiting or employed in your facility. It's the process of welcoming someone into your office space or facility and managing their visit from start to finish; including quickly and efficiently notifying their host (i.e. the employee who is expecting their visit) and offering a professional and fast method to sign in (i.e. not the slow and outdated process of using a paper visitor book).

Question 4

Why is visitor management important?

Accepted Answer

Visitor management is an important process for businesses around the world. The paper visitor book has long been the way to manage this process, but with a lack of data privacy compliancy and inability to connect within the technology age we live in, the paper visitor book is now replaced with a smart visitor management software which allows you to: Know who is in your facility at all times. Identify potential threats to your facility. Adhere to strict data privacy compliancies which are fast becoming a necessity globally.

Question 5

Why is it important for visitors to sign in when visiting an organisation?

Accepted Answer

It is important for visitors to sign in to ensure they are safely looked after in your facility and comply with the health and safety policy (including being efficiently accounted for should you have an emergency evacuation), that they are authorized to be on the premises in the first place and they comply to non disclosure agreements of your company or facility.

Question 6

How do you manage office visitors?

Accepted Answer

Simply ask all office visitors to sign in and sign out using the SwipedOn visitor management solution - just as you would do with the paper visitor book, but faster and more secure!

Question 7

What happens if the visitor doesn’t sign out of the visitor management system?

Accepted Answer

If the visitor doesn’t sign out, that’s ok! You can either sign the visitor out using the web dashboard or enable an option in the visitor management software to have all those visitors that have forgotten to sign out, to be auto signed out at 12:15am the following morning. It’s recommended that the visitor is urged to sign out in order to meet company requirements and make evacuation procedures smooth.

Question 8

What is SwipedOn?

Accepted Answer

SwipedOn is a visitor management app that promises to take you from a paper visitor book to a secure digital solution in under 10 minutes. It’s simple and easy to use yet smart, professional and customizable. Simply download on an iPad running iOS 10 or later and station this at your front desk for quick and easy visitor and employee sign in.

Question 9

Which iPads are supported by SwipedOn?

Accepted Answer

All iPads which run iOS 10 or later are supported by SwipedOn. However, we recommend using an iPad that is 12 inch or larger to ensure your visitors have the best experience when signing in on the device.

Question 10

What is the SwipedOn web dashboard?

Accepted Answer

The SwipedOn web dashboard allows you a window into your world of visitor management. It allows you to view employee and visitor movements, manage deliveries and work through all iPad settings to fully customize your iPad for your company or facility’s needs.

Question 11

How do I set up my SwipedOn visitor management system?

Accepted Answer

First, you’ll need to download the SwipedOn app from the App store. Then you’ll need to follow the steps in your web dashboard which guide you through the process. For more information you can see our help article: Getting Started with SwipedOn.

Question 12

What are visitor fields in a visitor management system?

Accepted Answer

Visitor Fields are the pieces of information you wish to capture on the iPad when a Visitor signs in. 'Visitor Field One' (Full Name) and 'Visitor Field Two' (Company Name by default, but editable) are two fields that are required for each visitor. We require two fields in order to accurately save each visitor into the SwipedOn database.

Question 13

How do I change the visitor fields?

Accepted Answer

You can easily customize the visitor fields to suit the needs of your business. The first two visitor fields are compulsory and must be labelled. You can then choose to capture additional information from your visitors by adding further custom fields. Once added, you can reorder the additional fields by dragging and dropping them into place. However, the first two fields cannot be re-ordered or deleted.

Question 14

Can I customize my visitor management system with my own branding and design?

Accepted Answer

Yes. You can customise the background image on the screen and the accent colours to match your brand colours. It’s not possible to change the font at this time. For more top tips on branding and design, you can see our blog post by our UX & UI Designer, Scott: How to Make a Good First Impression Through Branding & Design.

Question 15

How do I customise the SwipedOn welcome screen?

Accepted Answer

Navigate to the Branding & Design tab on the SwipedOn web dashboard. Here you can customize the background on your welcome screen along with the accent colour to suit your branding.

Question 16

How can I use my visitor management system to help manage the evacuation process?

Accepted Answer

The SwipedOn visitor management system allows you to perform a roll call easily offline. With a record of who has signed into the building on any given day, you can easily identify which visitors you need to account for as well as staff (if you use the Employee In/Out feature).

Question 17

How does the evacuation feature work on SwipedOn?

Accepted Answer

You can simply shake the iPad to prompt evacuation mode, or triple tap the top left corner and choose ‘Evacuation’ to enter the mode. Because this feature works offline, you can remove the iPad from the stand and easily take it with you to the designated meeting point.

Question 18

How can I see who is in the building during an evacuation, using a visitor management system?

Accepted Answer

Enter evacuation mode on the SwipedOn system as per the above instructions. You’ll then be presented with your visitor-in view. You can tap on ‘employees’ for a view of employees and, if Employee In/Out is enabled it will show the ‘in’ view, if disabled it will show ‘all’. Then simply toggle in the top right between the two. Do your roll call as per normal and tap on the ‘present?’ icon to account for people.

Question 19

Is a visitor management system compliant with GDPR?

Accepted Answer

Yes. All data is securely stored in the cloud meaning that visitor information remains private. For more information on how to ensure you’re compliant with GDPR, you can refer to our easy 14-point checklist which you can download from this blog post: An Easy-To-Use 14-Point Checklist for a GDPR-Compliant Visitor Management System.

Question 20

Where is the data stored?

Accepted Answer

At SwipedOn, we store all of our data in AWS (Amazon Web Services) in the USA.

Question 21

What happens to my data after it goes into storage at AWS?

Accepted Answer

Your data is securely encrypted, both ‘in transit’ to AWS servers, and ‘at rest’ on those servers. Your data always belongs to you, and you are free to request removal of your data from these servers at any time.

Question 22

How do I action the right to anonymize?

Accepted Answer

Visitor and employee records can easily be anonymized via the web dashboard. Anonymizing individual person records ensures that you retain data about visits taking place, but the personal information of those people involved in those visits can be completely removed.

Question 23

How often do I need to wipe my system to ensure our business is compliant with laws around data privacy?

Accepted Answer

This will depend on privacy laws in your jurisdiction. We recommend customers familiarise themselves with their local laws to ensure they remain compliant.

Question 24

Can I print ID badges with a visitor management software?

Accepted Answer

Yes, absolutely! You’ll need to use a compatible printer.

Question 25

What’s the best printer to use for ID badge printing with a visitor management software?

Accepted Answer

SwipedOn is compatible with 4 Brother label printer models. For best results, we recommend the Brother QL-820NBW.

Question 26

How to connect the printer and iPad with SwipedOn?

Accepted Answer

Connecting the printer and iPad is straightforward, you can find an easy step-by-step article to assist you here on our help centre: How to connect the iPad and printer.

Question 27

How do I connect the Brother Printer to the iPad using a wifi connection?

Accepted Answer

If you’d like to connect the Brother Printer to the iPad using a wifi connection, you can do so easily using this step-by-step article from our help centre: How to connect the Brother printer to the wifi network?

Question 28

What do I do if my printer says it’s unavailable?

Accepted Answer

If the printer says it’s unavailable or it’s prompting you to troubleshoot, we have another great article on our help centre which will get everything up and running smoothly for you:  Troubleshooting printers, printer unavailable.

Question 29

How do I add employees into the SwipedOn system?

Accepted Answer

You can either add employees in bulk via a .csv file upload or using our Active Directory sync if you have an Enterprise plan and operate an on-premise Microsoft Active Directory instance.

Question 30

Can I use my visitor management system as an employee in out board?

Accepted Answer

Ensure ‘Employee In/Out’ is switched on in the web dashboard. On the left hand menu, navigate to Settings - iPads & Locations and check the box labelled ‘Employee In/Out’.

Question 31

How do employees sign in?

Accepted Answer

Employees can tap on the Employees button in the top right corner of the iPad app. From this view they can find their name and profile photo and swipe the toggle next to their name to indicate that they have signed in. Simply swipe the other way to sign out again.

Question 32

What if an employee needs to leave the building but they have a visitor due?

Accepted Answer

Employees can leave a custom out-message for visitors which indicates when they might be back and instructions for their visitor. For example, if an employee is expecting a guest but has a coffee meeting directly beforehand, they can leave a custom out-message along the lines of ‘I’m in a meeting off-site, I’ll be with you as soon as possible’.

Question 33

How long does a SwipedOn subscription last?

Accepted Answer

You can choose a monthly subscription or annual subscription depending on your business’ needs. Our plans don’t have a minimum term.

Question 34

How much does a SwipedOn subscription cost?

Accepted Answer

The cost of SwipedOn varies depending on which plan you choose. Take a look at our pricing page where you’ll find all the information you need: SwipedOn Pricing.

Question 35

What’s the best way to pay for a SwipedOn subscription?

Accepted Answer

The best way to pay for SwipedOn is online from with in your account. We’ve partnered with Stripe payments to deliver secure (PCI DSS) payment processing. You can do this using a credit or debit card.

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