ReceptionOS
Book a demo
Menu

Guides

Guides for the people who run the front desk.

Short, sourced answers to the questions facilities, office and IT managers ask about visitor management, fire roll calls and visitor data.

ReceptionOS is a visitor management system for UK workplaces and shared buildings, made by Fluid IT Services Ltd in Cardiff.

All guides

  • What is a visitor management system?

    A visitor management system is software that replaces the paper visitor book. Visitors sign in on a tablet, their host can be told they have arrived, and you keep a record of who is on site, which is the list a fire roll call needs. ReceptionOS is a visitor management system for UK workplaces.

    Last reviewed

    Read the guide

  • Where should a fire roll call be carried out?

    A fire roll call is carried out at the assembly point: the place of safety, away from the building, where everyone gathers after evacuating. A named person checks who has arrived against the list of everyone on site, visitors included, and tells the fire and rescue service who is unaccounted for. ReceptionOS puts that list on wardens' phones.

    Last reviewed

    Read the guide

  • Is your visitor book allowed under UK GDPR?

    UK GDPR doesn't ban a paper visitor book or signing-in book, but it asks the same questions of any visitor record: why you collect names, whether visitors are told, how long you keep them and who can see them. An open book that shows earlier visitors' names to the next person is the usual weak point.

    Last reviewed

    Read the guide

How we write them

Four rules we hold every guide to.

  • The short answer first. Every guide opens with an answer you can quote, then explains it.
  • A named author and two dates. Each guide shows who wrote it, when it was published and when it was last reviewed, and the dates change only when the guide does.
  • Sources you can check. Every rule and figure comes from UK government, the ICO or the statute book, with the day we read it.
  • General information, not legal advice. For your own premises, use the sources and take advice where it matters.

See it on your own front desk.

Book a 20-minute demo on video, or on site in South Wales. If it fits, we’ll set up a 30-day pilot on a tablet you already own.

Book a demo See pricing

In 20 minutes we’ll show you:

  1. The kiosk in English, then Cymraeg
  2. A contractor held for approval
  3. A host’s email arriving
  4. A live roll-call across two phones, one losing signal

We reply within one working day.

ReceptionOS