Norway's most modern guest experience – from calendar invitation to automatic access

What characterizes a modern guest experience?

A modern guest experience is digital, verified and seamless from invitation to checkout. In practice, this means three things:

1. Integration into existing tools – the host should not have to use a separate system to register the visit.
2. Verified identity – the guest knows where they are going, and the business knows who is actually at the house.
3. Automatic access control – The QR code from the invitation opens the floodgates, without a human intermediary.

Most Norwegian businesses have long since moved away from paper guest books. But there is still a big difference between a digitalized reception and a truly modern guest flow – and that difference is felt by both the guest and the security department.

Traditional visitor registration creates unnecessary friction

A familiar scenario: You send a meeting invitation in Outlook, Teams, or Google Calendar. Then you have to manually notify the front desk, perhaps pre-register the guest in a separate system, and remind the host about the meeting. The guest arrives, lines up at a check-in screen, fills in their name and contact info, gets a printout, and the host is notified.

This is the workflow many people still live with. It works – but it is characterized by Duplication of work, manual steps and an inconsistent impressionIn a day-to-day life where everything else is automated, it is often guest management that is lagging behind.

onVisit Invite: one workflow from invitation to checkout

onVisit Invite is the module that connects your calendar directly to the visit system. You do what you always have done – send a meeting invitation in Outlook, Microsoft 365 or Teams – and onVisit takes care of the rest:

• The guest receives a professional confirmation with meeting time, address, map, parking information and any HSE instructions.
• Identity can be verified with BankID or digital ID card on arrival
• A unique QR code sent out for touchless check-in
• The host receives automatic notification when the guest checks in – email or SMS
• Check-out occurs automatically upon exit or via the same QR code

For the host, there are no new habits to learn – it’s quite simple fewer steps than before.

onVisit Invite: one workflow from invitation to checkout

onVisit Invite is the module that connects your calendar directly to the visit system. You do what you always have done – send a meeting invitation in Outlook, Microsoft 365 or Teams – and onVisit takes care of the rest:

• The guest receives a professional confirmation with meeting time, address, map, parking information and any HSE instructions.
• Identity can be verified with BankID or digital ID card before arrival
• A unique QR code sent out for touchless check-in
• The host receives automatic notification when the guest checks in – via Teams, email or SMS
• Check-out occurs automatically upon exit or via the same QR code

For the host, there are no new habits to learn – it’s quite simple fewer steps than before.

How the flow works in practice

Before the visit

The host sends a regular Outlook invitation. onVisit automatically detects that it is an external guest and sends out an invitation email with all relevant information. The guest can enter their details in advance, read the HSE brief and sign the NDA upon check-in if required.

Upon arrival

The guest opens the QR code on their mobile phone. If the location has onVisit Lane Service, the gate opens automatically. In a staffed reception, the receptionist will see the guest on the screen and can welcome them by name.

During the visit

All guests are visible in real time in the system – a critical function during evacuation and for ongoing HSE follow-up.

At check-out

The guest scans the QR code upon exit, or check-out occurs automatically. Visit history is stored in accordance with the business's retention policy and GDPR.

Security and compliance are built in

For Norwegian businesses that are subject to NIS2 Directive og GDPR, visitor registration is no longer an administrative task – it is a compliance function. onVisit Invite is built with this premise in mind:

• Digital identity verification with BankID and supported ID card formats
• Access logs that meets the traceability requirements in NIS2
• Data minimization and automatic deletion in line with GDPR
• Operating within the EU  on infrastructure certified according to ISO 27001 and ISAE 3402
• Full audit log for all events

The security department gets the documentation they need, without the front desk doing any extra work. Read more about security and compliance in onVisit.

Automatic access control with onVisit Lane Service

Many businesses have locks, gates or access control at the entrance. Traditionally, this means that the guest must be given a physical access card – either from the receptionist or from a machine.

With onVisit Lane Service, the QR code from the invitation becomes the actual access card. The guest scans the code, the gate opens, and registration is already done. This eliminates:

• Queue at the reception at large events and seminars
• Need for physical business cards and label printers
• Manual handling of card returns
• Risk of cards not being returned or getting lost

The winnings summarized