Digital Visitor Management Systems For The Connected Modern Workplace

We uncover the benefits of digital visitor management systems. From cost savings and security to improving visitor experience.

First impressions set the stage for building successful client relationships. And a client’s very first impression starts when they enter your building—you need to consider the client experience from this early interaction. This means fostering a sense of safety on your premises, facilitating a simple and quick sign-in process, and reflecting a highly organized and professional business standard, among other concerns. It may seem like a lot, but the good news is that a robust visitor management system can help you achieve all this while simplifying front desk operations.

A cloud-based visitor management system can potentially transform your building access management. The benefits are far-reaching, ensuring compliance, improving security, streamlining admin, reducing business expenses, and enhancing visitor experiences. This guide will explore several effective and innovative digital strategies any corporate entity can implement to optimize its visitor management platform.

Current Challenges With a Corporate Visitor Management System

Regardless of whether you’re using old-school pen-and-paper sign-in logs or keeping modernized digital visitor access records, you’re likely still plagued with the same problems of unpredictable traffic flows and missing information.

person asa receptionist as part of current challenges in visitor management

A corporate visitor management system can be a handful to juggle, especially alongside the rest of your actual business. Businesses can quickly get bogged down managing challenges such as:

  • Slow and inefficient check-ins leading to poor visitor experiences
  • Error-prone and incomplete record-keeping
  • High administrative costs, due to the degree of manual processing
  • Risks of non-compliance leading to fines
  • Under- or overstaffed front desks due to unpredictable foot traffic
  • Poor cross-department communication when a visitor management system is isolated from other building systems
  • Inconsistent visitor experiences at different locations
  • Security and data privacy breaches
  • Ineffective tracking of visitors
  • Poor availability of data regarding facility use

Failure to address these challenges can prove incredibly costly. Whether it’s a security breach, non-compliance, or poor customer experience, you risk a tarnished reputation and unnecessary financial loss. But by addressing these challenges, businesses can significantly improve visitor experiences, simplify record keeping, and save time and money in the process.

Digital Visitor Management System Solutions: Streamlining The Visitor Check-In Process

Comprehensive digital management isn’t simply moving from a pen-and-paper log to manually recording visitor details on a computer. A truly robust management system streamlines and automates visitor access while improving security and providing real-time insights into property use.

Digital visitor management system solutions such as self-service kiosks, pre-registration options, mobile access, and automated check-in processes all allow businesses to manage and track visitors while reducing administration efficiently.

But the Sentry Interactive Tower takes visitor management system capabilities to a new level with its smart access features. Visitors can gain secure entry even when the reception staff are busy—or not present at all. A digital receptionist offers professional round-the-clock support for multiple access points.

A friendly receptionist is talking to a client while making a reservation on a tablet at hotel reception.

The front desk kiosk automatically notifies the host about their arrival.

In addition, the system effectively collects data about your customers, visitors, employees, and facility use. Property administrators can easily keep track of the number of people accessing the facility in a day. This helps improve facility management regarding staff availability, maximizing the use of space, and applying more cost-effective building management practices.

Smart Calendar Integration for Seamless Visitor Experience

In addition to 24-hour receptionists and self-service check-in, Sentry Interactive’s calendar feature adds to this premier visitor experience. Sentry Interactive is the first company to integrate popular digital calendars such as Google and Outlook with its mobile access control solution.

The smart calendar integration eliminates front-desk wait time and simplifies access management. The host invites their visitor to a meeting via their Google or Outlook calendar; as with any meeting, the calendar invitation includes the time, date, and location, such as a boardroom or meeting room.

When visitors accept the invitation, they receive a digital access pass on their smartphone. Access, however, remains locked until the visitor checks in on the day at the front desk Sentry Interactive Tower kiosk; the visitor can then access the building to attend the meeting. The digital receptionist will also help with directions or provide further support if needed.

Access Control and Identification Protocols: Ensuring Visitor Safety and Company Security

Integrating identification protocols (such as digital ID badges) with access management ensures that only authorized individuals can access certain areas of the property. It offers centralized control and allows administrators to know who is on-site at any time.

In addition, when identity access control integrates with visitor management system software, administrators can set role-based and time-based permissions and limitations as needed. Property managers and administrators can control these access permissions remotely, which means they can manage multiple sites from wherever they are.

In the case of an emergency, the system can also offer information on who is still in the building. Some software options even enable government-issued ID scanning, which alerts administrators of individuals with criminal records, providing an extra layer of safety and keeping criminals weary.

A Visitor Management Platform That Provides the Ultimate Visitor Experience

You no longer have to struggle with time-intensive, imperfect visitor record-keeping. Automated check-in processes such as self-service kiosks, calendar integration, and mobile ID protocols can transform your front desk operation and update it for the modern era.

Sentry Interactive’s visitor management platform provides the ultimate visitor experience with readerless mobile access control integration amongst other features such as:

  • Mobile access control that isn’t limited by the reader that is installed in a building. Sentry Interactive provides access point entry through the use of NFC technology or QR code entry.
  • Calendar integration to enable room booking, RBAC automation, digital check-in and NFC mobile entry.
  • 24/7 digital remote receptionist and concierge services that elevates customer service and visitor experience.
  • Advanced digital communications that enables the creation and scheduling for your portfolio of buildings.
  • Building usage and space utilisation data for ESG initiatives.

Contact our team to find out how we turn any facility into an efficient, secure, and connected space through our visitor experience platform. Revolutionize your front desk operations today.

William Bainborough

Board of Directors

William is an experienced British entrepreneur, founder, and accomplished board executive and advisor for a number of businesses. He is the CEO and co-founder of Doordeck, the world’s only true cloud-based access control aggregator. He is also the managing director and founder of Group Secure, a leader in providing security, CCTV, and access control solutions, products, and installation for high-net-worth individuals in the UK. 

William established his first business at just seventeen and brings 20-plus years of in-depth experience and industry knowledge. He has a proven track record for building businesses from the ground up—and then leading them to profitability and a successful exit across a myriad of sectors including hospitality, retail, security, telecommunications, and e-commerce. William’s leadership, vision, and experience in creating cutting-edge SaaS-based technology platforms will prove invaluable for Sentry Interactive moving forward.

Denis Hébert

Denis Hébert


Hébert began his career at Honeywell International where he held several leadership positions including Managing Director for the Automation and Controls business in France and eventually President of the NexWatch Corporation from 1999-2002. Hébert led HID Global as President & CEO over a transformative 12-year period from 2002-2015, where he provided strategic guidance and grew the business tenfold through a mix of strong organic and acquisitive growth. Most recently, Hébert was President of Feenics Corporation which is a cloud-based access control company that was successfully sold to ACRE LLC at the end of 2021. Hébert also served on the Board of Directors for the Security Industry Association (SIA) from 2009-2020 and was nominated to be Chairman of the Board for SIA from 2016-2018. He is currently Chairman of the Board for Nightingale Security based in Newark, CA.

Stephen Taylor Matthews

Board of Directors
Stephen is a very accomplished attorney, member of the Texas State Bar, licensed commercial real estate broker, and an avid philanthropist. He is an experienced executive board member, serving in leadership positions for more than 20 community councils and corporate boards—ranging from Boy Scouts of America to the ABBA Business Leaders Council, and most recently the American Bank BOD, the Real Estate Council of Austin, and the Marbridge Foundation BOT. With more than 35 years experience, Stephen and his firm, Barrond & Adler, L.L.P. are devoted to eminent domain cases in Texas.

Jon Davis

Board of Directors

Mr. Davis is an Experienced corporate board member, having served on boards of public, private equity-backed, and venture-backed companies. Jon possesses deep industry expertise in dairy, food processing, food technology and manufacturing, and food, beverage, and entertainment services. 

During Jon’s tenure of 25 plus years, he’s led operations, research and development, and mergers and acquisitions. He’s served as CEO and has been the founder and active board member for many successful enterprises—from startups to billion-dollar corporations. While COO and CEO of Davisco Foods International, Jon built a state-of-the-art cheese plant which was awarded the United States Dairy processing plant of the year in 2005 by Dairy Foods magazine. Currently, Jon is active with several non-dairy projects, including investments in local real estate, the Wayzata Brewworks, and his latest venture the new CōV restaurant in Edina’s Galleria.

Joe Caldwell

Founder and Chairman of the Board

Joe is an American entrepreneur, investor, and accomplished executive. He has co-founded, founded, and led many successful businesses, including US Internet, a leading fiber internet service provider, Securence, a leading provider of email filtering software, and Ravon, an industry-leading digital voice communications service. 

It was Joe’s venture, Municipal Parking Services (MPS), that inspired him in 2020 to start Sentry Interactive, an advanced touchless and staffless detection platform.

Caldwell currently serves as CEO and Chairman of the Board for Municipal Parking Services (MPS), a global tech company based in Austin, TX responsible for inventing and patenting technologies that assist in parking and security enforcement.

Joe was named one of Minnesota’s 500 Most Powerful Business Leaders for the past two years—and is a seasoned corporate board member. He’s served on boards of public, private equity-backed, and venture-backed companies—and has deep industry expertise in all aspects of digital technology.

Jason Bohrer

Jason Bohrer

Board of Directors

Jason Bohrer is one of the visionaries behind our mission to bring people back together safely and securely, in any environment, through Sentry’s advanced digital communications and detection platform. With over two decades of senior leadership experience, Jason’s track record of success spans across sales, operations, product innovation, strategy, and technology for domestic and global companies like Bexar Technology Partners, CPI Card Group, HID Global, and Motorola, Inc. Prior to launching Sentry Interactive, Jason was actively involved with several key technology transitions across multiple industries, including the contact and contactless EMV transitions in the U.S. payments industry and the adoption of smart card and mobile technologies in the global access and identity market. Jason was an inaugural member of the University of Chicago Executive Institute and holds a bachelor’s degree in Economics from the University of Texas at Austin. He also serves as the Executive Director for two industry-leading not-for-profit organizations: the Secure Technology Alliance and the U.S. Payments Forum.
Brent Terry

Brent Terry

Chief Operating Officer
Brent Terry leads the operations and solutions organizations at Sentry. This includes all product innovation, development, and operations management. A veteran in the technology space, Brent has more than 30 years of experience across a myriad of industries, like physical security technology and building automation, SAAS, hardware and software product development, internet, digital TV, interactive TV, digital media, telecommunications, and medical products and services. Prior to Sentry, Brent has spun up successful startups and led high-performing teams for some of the biggest global, Fortune 500 companies, including ARRIS, Conerco, Motive Communications, SeaChange International, and IBM. Brent holds a BS in Computer Science from the University of Louisiana. He also is the committee Chairman and Program Director for a non-profit organization responsible for the rollout of smart cards for physicians and first responders.