The workplace front desk, redesigned.
ReceptionOS is a visitor management system for UK workplaces — a calm, capable replacement for the paper sign-in book. Visitors signed in, hosts notified, contractors approved, fire roll-call ready, across every site and entrance in one place.
Tap a tile to get started. We'll let your host know you're here.
Visitor
Employee
Contractor
Delivery
Everyone who walks through your door has a different reason. ReceptionOS knows that.
A single visitor sign-in system handles four distinct arrival flows — each tuned to the person standing in front of it. Built for offices, schools and public-sector receptions. No clumsy menus, no security theatre, no "press 1 to continue".
Visitors
Electronic visitor sign-in by name or QR, accept the NDA and H&S brief, take a photo, walk away with a printed badge. Host notified before the visitor sits down.
Contractors
Permit window enforced, induction validated, document attached. Outside the window? Routed straight to reception — never a silent failure at the kiosk.
Employees
Tap a card, scan a QR, or punch a PIN. Three modes from low-risk to safety-critical — your buyer picks once and we honour it everywhere.
Deliveries
The shortest flow in the product — courier, driver, recipient, parcel photo. The van's outside; we don't waste the driver's time.
One field per screen. Three taps in, three taps out.
The visitor sign-in system asks for one thing at a time, in plain English, with hit targets large enough for someone holding a coffee in one hand and a laptop bag in the other.
Name, email, company.
That's it. Optional fields are optional. Visitors with a pre-registration QR can skip the typing entirely.
Type a few letters. We'll do the rest.
Fuzzy match across name, department and alias. Welsh digraphs (ll, dd, ch) preserved. Voice search where it helps.
You're signed in. Sarah's been told.
Badge printed, host notified, sign-out QR ready on screen. Auto-returns to the welcome screen in eight seconds.
You're signed in, Erin.
Sarah will be down in a moment — please take a seat.
See you on Wednesday, Erin.
Your visit is confirmed. Show the QR below at the kiosk when you arrive and you'll skip the typing. We've also attached our NDA — you can read it now or at reception.
Hosts invite visitors. Visitors arrive ready.
A two-line form in the admin portal, or a calendar attendee that's already a guest email — both produce the same artefact: a QR code in the visitor's inbox and a record waiting at the door. A visitor booking system without the busywork.
- NDA signed in advance. Visitor reads it the night before; kiosk skips that step on arrival.
- Calendar invites built in. Every pre-registered visitor gets a branded calendar invite (.ics) that drops straight into Outlook, Google or Apple Calendar.
- One door, two paths. If the visitor forgets their QR, the regular flow works — no dead ends, no shame.
- Bulk pre-reg for events. CSV upload, send invitations, track who's arrived in real time from a tablet.
When the alarm sounds, every minute counts.
A dedicated fire roll-call surface takes over every signed-in admin device. Live count of who's on site, who's at the muster point, who's still missing — printable, accessible, calm under pressure. It's the difference a modern system makes over the dated incumbents.
- Drill or real. Banner makes it unambiguous. Drill mode logs everything for review without alerting emergency services.
- Visitors, contractors, employees, children — counted separately. Never merged into a single number. Fire marshals know the difference.
- Three states, three signals. Colour, glyph and textual status — no colour-only labels. Survives a roll-call marshal with red-green colour blindness.
- Tested at 800+ people on site. Virtualised grid stays responsive on a cheap tablet. Printed muster maps fall back to mono.
- One calm bell. No alarm sounds inside the app — the building's alarm is already doing that job.
Roll Call A — East muster point
Reception is the front door. The rest of the building works too.
Buy what you need; add the rest when you're ready. Shared login, shared directory, shared audit log — no integration tax between modules, no second invoice.
ReceptionOS ·Reception
Visitor management software, contractor permits, employee sign-in, deliveries and fire roll-call. The thing that pays for itself the day it goes live.
- Visitor flow (4 types)
- Pre-registration + QR
- Badge printing
- NDA & H&S capture
- Watchlist screening
- Fire roll-call
- Multi-site, multi-tenant
- Audit log + exports
ReceptionOS ·Spaces
Desk and room booking on the same directory ReceptionOS already knows. Floor-plan editor for the FM team, drop-pin booking for everyone else.
- Pan-and-zoom floor plans
- Desk + room + parking
- Drop-in vs reserved
- Capacity dashboards
- Calendar integrations
- Resource zones
- Print-ready muster maps
- Utilisation reports
ReceptionOS ·Scheduling
Booked-appointment surface for sites that take patients, clients or candidates. The visitor knows where to be; the kiosk knows who they are.
- Online booking pages
- Calendly-style availability
- Auto-check-in on arrival
- SMS + email reminders
- Cancellation policies
- Recurring appointments
- Resource matching
- No-show analytics
ReceptionOS ·Time
Time and attendance for sites where employees clock on and off. The kiosk you already have, doing one more job.
- Shift schedules
- Clock in / clock out
- Break tracking
- Approvals workflow
- Payroll exports
- Rota patterns
- Overtime + TOIL
- HMRC-friendly reports
Bring an iPad. Optionally bring a label printer. We brought everything else.
No proprietary hardware, no vendor lock-in. We test against the kit FM teams already buy — and we tell you which models we've actually run a fire drill against.
iPad — any model since 2019
Installs as a PWA, locks into kiosk mode, runs offline. We support Apple's Guided Access and Jamf MDM out of the box.
Brother QL-820NWB
Our primary label printer. No drivers, no spooler — the kiosk talks to it over the network. Replaceable rolls cost less than a coffee.
NFC card readers
USB-C NFC readers for employee tap-to-sign-in. Works with most existing access-control cards — we map them, not replace them.
Floor stands & wall mounts
Tablet enclosures from the three mount families we've actually installed. We'll send a recommendation with your site visit.
The receptionist that survives an audit.
UK-hosted, GDPR-native, SSO from day one. Honest about what we are and what we aren't — and the difference matters more than a glossy compliance page.
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UK-hosted, GDPR-native
Data sits in eu-west-2 (London). DSAR exports in one click. Retention policies set per-site — visitor records purge automatically after 30, 90, 365 days or your custom number.
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Single sign-on
SAML 2.0 and OIDC single sign-on via WorkOS — Microsoft Entra, Okta, Google Workspace, JumpCloud and any SAML/OIDC provider. SCIM directory provisioning is on the roadmap.
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Full audit log
Every visit, every config change, every admin login — actor, action, IP, device, diff. Streamable to your SIEM via webhook. Immutable for seven years.
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Watchlist screening
Sanctions, internal block-list, repeat-offender flags. Hit at the kiosk surfaces to reception only — never to the visitor. Reviewed by a human before any action.
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SOC 2 Type II in progress
Type I issued April 2026. Type II observation window runs through Q1 2027. ISO 27001 path opens after that. We'll share the bridge letter without an NDA.
PIN sign-in
4–6 digit PIN. Fastest. Default for new tenants. Suitable for low-risk sites.
PIN + spot-check photo
One in twenty sign-ins prompts a quick selfie. Spot-checked later, never blocks the user.
NFC card or SSO-tied QR
No PIN path. The only mode appropriate for safety-critical work.
Talks to the tools your team already lives in.
Notifications, single sign-on, calendar invites, webhook events, REST API and a documented JSON event schema. No "enterprise add-on" tax.
Per-site pricing. No per-visitor fees. No surprise add-ons.
One number, one invoice. Unlimited visitors, unlimited employees, unlimited admins. The only thing that scales the bill is the number of front doors you protect.
Reception
For a single front desk that needs to look up tomorrow morning.
- Unlimited visitor sign-ins
- Visitor, contractor, delivery flows
- Email & SMS notifications
- 1 admin user · email support
Reception+
For multi-site teams that want SSO, the audit log and the fire roll-call surface.
- Everything in Reception
- SSO (SAML / OIDC)
- Fire roll-call & muster maps
- Full audit log + SIEM webhook
- Watchlist screening
- Unlimited admins · priority support
Suite
Reception, Spaces, Scheduling and Time on one platform. Talk to us.
- All modules included
- Floor-plan + booking platform
- Volume discount over 20 sites
- Dedicated CSM & onboarding
- Custom DPA & SLAs
The honest answers.
Is there a free version, and how does pricing work?
There's a 14-day free trial with no card required. After that, pricing is per-site, per-month — never per-visitor. Unlimited visitors, employees and admins are included on every plan, so a busy reception costs the same as a quiet one.
We don't meter sign-ins and we don't gate fire roll-call behind a surprise add-on. Charity, school and education pricing is available — ask.
Does it work for schools and the public sector?
Yes. Schools run the same visitor management system as offices, with contractor permits and inductions, safeguarding-friendly badge printing, and a fire roll-call that counts children separately from staff, visitors and contractors. Education pricing applies.
Public-sector receptions get UK data residency, full audit logs and Welsh-language support out of the box.
How is our data handled — is it GDPR-compliant and UK-hosted?
ReceptionOS is GDPR-native and UK-hosted. Visitor data sits in eu-west-2 (London), DSAR exports are one click, and retention policies purge visitor records automatically after 30, 90 or 365 days — or a custom number you set per site.
How does the fire roll-call work?
When the alarm sounds, a dedicated roll-call surface takes over every signed-in admin device. You see a live count of who's safe, who's awaiting and who's still missing — visitors, contractors, employees and children counted separately, never merged. Drill mode logs everything for review without alerting emergency services. It works at 800+ people on a single cheap tablet.
Can you handle contractors and inductions?
Yes. Contractors get a permit window that's enforced at the door, an induction that has to be validated before access, and any required documents attached to the visit. Arrive outside the permit window and the kiosk routes the contractor to reception rather than failing silently.
What happens when the internet goes down?
The kiosk keeps signing people in. Visits are queued locally and a small pill at the bottom of every screen shows the count. When the connection comes back, everything syncs and your audit log notes which sign-ins were captured offline.
Host notifications can't fire while offline — they queue too. Reception sees the queued visit on screen when they refresh.
What hardware do we need, and do we buy it from you?
An iPad runs the kiosk; a Brother label printer is optional for printed badges; an NFC reader is optional for employee tap-to-sign-in. We sell the software, not the hardware. We'll recommend an iPad, a Brother label printer and a Heckler floor stand — and you'll spend less buying them yourself than letting us mark them up.
How do we move off our existing visitor sign-in system or paper book?
We have importers for the common visitor apps and CSV. Historical records come over for audit completeness; future sign-ins start fresh in ReceptionOS the moment your kiosk goes live.
Retiring a paper sign-in book? We'll send you a stamped envelope to post us the last twelve months for digitisation — at no extra cost.
Is there a Welsh-language kiosk?
Yes. Full cy-GB localisation, including Welsh digraph awareness in the host search (so "ll", "dd" and "ch" match correctly). Welsh and English run side by side; visitors pick on the welcome screen or the kiosk picks based on the tenant's default ordering. EU locales are supported too.
The next visitor through your door deserves a calmer welcome.
Thirty minutes with us is enough to know whether ReceptionOS is right for your sites. We'll walk you through a live kiosk, ask about your front-of-house, and only follow up if you want us to.