Organisations of every size and sector face the same challenge: how to deliver an efficient, secure and compliant visitor experience without compromising on safety or overspending.
But what’s important when selecting a visitor management system? We asked ChatGPT what it thought were the must-have features for a visitor management system (VMS) and this is what it came up with:
- Effortless, contact-free check-in
- Strong identity verification and security
- Crisis readiness and evacuation tools
- Deep integration with existing systems
- Cloud-based flexibility and scalability
- Analytics and reporting
- Robust data privacy and compliance
- Customisable workflows and profiles
- Employee/contractor sign-in and onsite tracking
- Support and smooth adoption
Below, we’ll explore why each feature matters, and how EVA Check-in delivers on these requirements to create a modern, future-ready front desk experience.
1. Effortless, Contact-Free Check-In
Why it matters
- Speeds up arrival, reduces queues and touchpoints
EVA Check-in delivers
- Tablet kiosks (iPad/Android) with QR-code scan or on-screen check-in
- Mobile sign-in via iOS/Android apps (4.5+★)
- Geofence auto check-in via mobile app
- Reusable Apple Wallet/Google Pay digital passes
2. Strong Identity Verification and Security
Why it matters
- Stops unauthorised access and tailgating
EVA Check-in delivers
- Optional visitor photo capture for host ID reference with badge printing
- Instant arrival alerts via email, SMS, Teams or Slack
- Built in block list – alert when unwanted visitors try to check-in
- Security measures like: Admin SSO (Microsoft O365) with optional MFA. AES-256/TLS 1.3 encryption, ISO 27001, WAF/DDoS protection
3. Crisis Readiness and Evacuation Tools
Why it matters
- Rapid, accurate roll-call and guidance in emergencies
EVA Check-in delivers
- Real-time muster lists via kiosk, app or web portal
- Multi-warden support and broadcast messaging
- Support for zones within sites – evacuate just one zone or the whole site
- Drill reporting and assistance tracking
- Checkout reminders and automation to keep data clean
4. Deep Integration with Existing Systems
Why it matters
- Eliminates silos, automates workflows, reduces manual entry
EVA Check-in delivers
- Microsoft Entra ID (AD) staff-list sync – keep staff list automatically updated
- Native Procore integration for contractor time-on-site
- Outlook add-in auto-prompts for guest pre-registration
- API for creating pre-registrations from other systems like event management software/CRM and for connecting reporting tools like PowerBI
- Webhooks (Zapier/Power Automate) for CRM, Slack, access-control and more
- Microsoft SSO for login
5. Cloud-Based Flexibility and Scalability
Why it matters
- Cloud hosting offers easy updates, remote access, and the ability to scale across locations with lower upfront cost
EVA Check-in delivers
- Pure SaaS hosted in Azure, with frequent feature roll-outs
- Multi and bulk site configuration tools and per-site settings
- Scales to hundreds of sites and thousands of visitor a month
- Discounts for more than 5 sites, pay only for what you use
6. Analytics and Reporting
Why it matters
- Detailed dashboards, visitor trends, audit logs, compliance reports, and data insights help operational decision‑making
EVA Check-in delivers
- Real-time dashboards, historical activity reports and exportable audit logs
- Advanced Reporting API for custom BI integrations – e.g Excel and PowerBI
- Consolidated visitor profiles to see certificates and recent activity
7. Robust Data Privacy and Compliance
Why it matters
- Visitor records are personal data – must be handled lawfully
- Secure storage, encryption, retention policies, data export/deletion options are important
EVA Check-in delivers
- Flexible data-retention policies
- Data masking and fine-grained admin roles
- ISO 27001, AES-256/TLS 1.3 encryption, Cloudflare WAF
- UK-GDPR & GDPR compliance and full audit trails
8. Customisable Workflows and Profiles
Why it matters
- Flexibility is needed for tailored experiences for contractors, VIPs, delivery staff and more
EVA Check-in delivers
- Custom sign-in flows by visitor type (NDAs, safety briefs, signatures)
- Create digital induction certificates
- “Remember me” profiles for returning guests
- Premium multi-language support (up to 47 languages) and advanced branding
9. Employee/Contractor Sign-In and Onsite Tracking
Why it matters
- Get complete head-count for safety, compliance and real-estate optimisation.
EVA Check-in delivers
- Unified kiosk/mobile check-in for visitors, staff and contractors
- Mobile app for frequent visitors and staff with geofence check-in and out is more reliable than access card data
- Zone-based capacity alerts and hot-desk utilisation reporting
10. Support and Smooth Adoption
Why it matters
- Even the best VMS needs user buy-in and reliable support
EVA Check-in delivers
- Personal onboarding support from our customer success team
- 24/7 chatbot and email support, plus a comprehensive online Help Centre
- Quick Microsoft SSO setup for admin onboarding/offboarding
- Feature requests invited with frequent releases
Conclusion
EVA Check-in ticks every box on ChatGPT’s 2025 VMS feature list.
Its strengths lie in contact-free check-in, real-time evacuation tools, Microsoft integration, cloud scalability, analytics and top-tier data security.
In addition to the features ChatGPT thinks are important, EVA Check-in also has many other capabilities including:
- Dedicated supplier management module – onboard and manage companies before they send staff to site
- Visitor forms – allow visitors to complete forms while on site – from reporting incidents to ordering catering
- Notifications and comms – contact any visitor or all visitors at any time
EVA Check-in offers a modern, reliable front-desk solution today – and importantly is one of the most affordable on the market.
Get in touch or sign up for a 14-DAY FREE TRIAL today.
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