Large guest groups? How to handle them effectively
Seminars, customer events and conferences can quickly become chaotic when many guests arrive at the same time. With a modern visitor system, smart pre-registration and data import, the entire process can be completed in seconds per guest without queues, uncertainty or paper chaos.
Why do large guest groups require a separate strategy?
Receiving 20, 50 or 200 guests at the same time places completely different demands on the business than ordinary individual visits. The reception becomes the bottleneck, waiting times create a bad first impression, and manual registration increases the risk of both errors and privacy breaches. In addition, businesses today must deal with GDPR, requirements for evacuation lists according to HSE regulations, and for many also NIS2 Directive which imposes stricter requirements for access control for socially critical actors.
Before the event: How to prepare
1. Collect participant information in one place
Start by clarifying who will be attending. If you already have a list of attendees, put it in a structured Excel file, preferably the template that comes with onVisit. Typical fields should be:
- Full Name
- Mobile number and/or email
- Company name (for B2B events)
- Time of attendance
- Notes (allergies, accessibility needs, special considerations)
Is the participant list not ready? Send out a digital registration form via Google Forms or Microsoft FormsYou get a comprehensive, machine-readable overview that can be imported directly into the visitor system.
2. Bulk import to the visitor system
In onVisit, the entire guest list can be transferred in one operation. This means less manual work and fewer registration errors, especially when attendee data comes from different sources such as registration forms, CRM exports or customer lists.
3. Send digital invitations with QR code
Once the participants have been imported, onVisit sends out a comprehensive invitation via SMS or email. The invitation contains everything the guest needs:
- Date, time and address
- Directions and parking information
- What the guest should do upon arrival
- A personal QR code for Fast Track check-in
This way, expectations are clarified before the guest has even left home, a simple but underestimated factor for a successful event.
During the event: Smooth check-in without queues
QR check-in in seconds
When the guest arrives, they scan the QR code from their mobile phone at a self-service kiosk. The visitor's ticket is automatically printed, and the guest is registered as having arrived. The host is notified instantly via email, SMS or Teams. The entire process typically takes less than five seconds per guest - making it possible to handle hundreds of arrivals in a short time without queuing.
Self-service kiosk that scales
For larger events, multiple kiosk units can be set up in parallel. This removes the bottleneck at the reception and allows hosts to spend their time on what really matters: welcoming guests in person.
BankID verification for security-critical events
Events in regulated sectors – energy, finance, defense, critical infrastructure – often require secure identity verification. onVisit supports BankID login at check-in, so that you have verified identity at the same time the guest checks in. This is particularly relevant for businesses that must comply with NIS2 and other access control requirements.
Safety, HSE and privacy
Real-time evacuation overview
In the event of a fire or other incident, the employer is required to have an overview of who is in the building. With a digital visitor system, you always have an updated list of checked-in guests available on your mobile phone.
GDPR-compliant handling of guest data
Guest data should be kept as short as possible and only for defined purposes. onVisit has built-in automatic deletion based on the organization's data policies, so you don't have to manually clean up attendee lists after each event. This reduces both workload and risk of discrepancies.
NIS2 and tightened access control
For businesses that fall under the NIS2 directive, traceable access control is no longer a recommendation, it is a requirement. A modern visitor system with identity verification, logging and automatic notification to the host provides a solid basis for documenting compliance.
Communication before, during and after the visit
Even the best-planned event can experience changes: a delayed speaker, a changed meeting room, or a simple message that lunch has been moved forward. onVisit allows you to send targeted messages to:
- The entire guest group at the same time
- Selected subgroups (for example, anyone with special dietary needs)
- Individuals
Messages go out in seconds, and you avoid both phone chains and uncertainty among participants.
Guest network and WiFi access
Send out access to WiFi guest network in advance or at check-in. For regulated businesses, dynamic guest networking can give each attendee a time-limited password that expires automatically when the event is over.
Post-event analysis and reporting
Once the event is over, the visitor system provides you with precise statistics: number of arrivals vs. registrations, average check-in time, geographical distribution and much more. The data can be exported to Excel or integrated directly with your CRM system for further follow-up.
Checklist: How to succeed with large guest groups
- Clarify the participant list at least one week before the event.
- Use the digital registration form if the list is not complete.
- Import the list into onVisit.
- Send out an invitation with a QR code, practical information and directions.
- Set up sufficient kiosk units for the group size.
- Activate BankID verification if you need enhanced security.
- Have the evacuation overview available on your host's mobile phone.
- Use group messaging for real-time communication.
- Review the statistics afterwards and optimize the next event.
Frequently Asked Questions
How many guests can onVisit handle at the same time?
onVisit has no hard upper limit. The capacity is determined by the number of kiosk units you set up and the local broadband line. Typical customer events with 100–300 guests are carried out without queues using two to four kiosks in parallel.
How do I import a large guest list from Excel?
Upload the Excel file directly into the onVisit administration. AI-assisted column recognition automatically suggests which columns correspond to the fields in the system, even when your headings are in a different language or format than the template. You confirm or adjust, and the list is imported in seconds.
Can guests check in without assistance from the receptionist?
Yes. With Fast Track QR check-in, the guest scans the code from their mobile phone at the kiosk. A guest pass is printed, the host is notified, and the process is completed in under five seconds without the need for a receptionist to be involved.
How is GDPR complied with when we collect participant data?
onVisit automatically deletes guest data based on defined retention periods. All communication is encrypted, and the system is built on the Visma Security Program with ISO 27001 certification at its core. This means that compliance is built in instead of being a manual responsibility.
Can we send SMS to all participants at the same time?
Yes. Group messages can be sent to the entire attendee list, selected subgroups, or individuals. The feature is typically used to inform about delays, room changes, or practical messages during the event.
What happens if a fire breaks out during the event?
The host and HSE manager have access to an updated evacuation list via their mobile phone at all times. The list shows who is checked in and who has not checked out, so that you can quickly get an overview at the meeting point.
do you want to know more?
Contact us at 99563636