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The Leading Visitor Management System for Higher Education

VisitorOS is a comprehensive visitor management solution tailored to higher education institutions' unique security and compliance needs. By utilizing this system, universities and colleges can enhance campus safety and gain real-time visibility into who is on-site, all while providing a seamless visitor experience. This digital visitor management system strengthens access control, improves compliance with regulations like the Clery Act and PIPEDA, and fosters a safer environment for students, faculty, and guests.

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Why Higher Education Institutions Need Visitor Management

Universities and colleges must balance an open and welcoming campus with the need for strict security and compliance. Institutions risk unauthorized access, inefficient check-in processes, and compliance gaps with regulations like the Clery Act and FERPA without a streamlined visitor management system. VisitorOS provides real-time visibility into campus visitors, automates check-ins, and integrates with security systems to enhance safety, control access, and helps ensure regulatory compliance, helping institutions create a secure and well-managed campus environment.

How Can VisitorOS Help Higher Education?

Digitize the Sign-In/Out Process

Digitize the Sign-In/Out Process

Eliminate the hassle of manual sign-ins with an electronic visitor management system. Our solution automates the entire process, boosting accuracy and saving valuable time. Plus, instantly access all your visitor data in the cloud through a centralized dashboard.

Gain Real-Time Visibility

Gain Real-Time Visibility

Stay updated with real-time insights on all your visitors. Our solution provides a comprehensive view of both current visitors and expected arrivals, empowering security and management teams to effectively monitor facilities. 

Comprehensive Audit Trails

Comprehensive Audit Trails

VisitorOS automatically logs every site visit, capturing every detail from sign-in to sign-out, including time stamps and visitor types. These records create a thorough audit trail that you can access anytime, supporting compliance like OSHA and the Clery Act, while enhancing security protocols.

Tailor Workflows

Tailor Workflows

Customize visitor sign-in, pre-registration, and post-sign-in processes to suit the unique needs of your facilities. Whether adjusting workflows based on visitor type or adding specific security checks to enhance campus safety, our solution offers flexible configurations to meet your requirements.

Ensure Document Compliance

Ensure Document Compliance

Customize the sign-in process to meet your facility's needs. VisitorOS automatically provides and tracks your required documentation—like NDAs, quizzes, training certifications, and legal documents—ensuring induction is completed as needed to reduce risk and enhance compliance.

Strengthen Visitor Security

Strengthen Visitor Security

Safeguard your campus and enhance safety from potential risks with integrated visitor screening. Our solution not only integrates with third-party watchlists but also allows you to create custom watchlists, ensuring that flagged individuals are prevented from gaining access.

Keep Teams Informed

Keep Teams Informed

Ensure your teams stay informed with timely automated notifications. Whether it's daily, weekly, or monthly visitor logs, device alerts, or immediate notifications of watchlist hits, our system ensures the right information reaches the right people at the right time.

Enhance Security with Badge Printing

Enhance Security with Badge Printing

Instantly print badges upon sign-in to ensure visitors are easily identifiable and compliant with campus security protocols, maintaining a secure facility.

Streamline Event Visitor Management

Streamline Event Visitor Management

Simplify visitor management for events with pre-registration and screening. Invitees can quickly pre-register, speeding up the check-in process while maintaining high security standards through integrated screening measures.

Protect Visitor Privacy

Protect Visitor Privacy

Safeguard your visitor data with industry-leading privacy features. Our solution ensures that all personal information is meticulously managed, fully complying with data protection regulations.

Multilingual Support

Multilingual Support

Ensure a smooth and welcoming experience for all visitors with our multilingual support. We offer a multitude of language options to accommodate diverse visitor needs, ensuring clear and effective communication for everyone.

Higher Education Compliance Requirements

Higher education institutions must follow strict security and privacy regulations to protect students, faculty, and visitors. These regulations require effective visitor tracking, personal data protection, and access control to ensure campus safety.

The Clery Act

The Clery Act requires US higher education institutions to maintain and disclose campus crime statistics and security policies, including monitoring access to campus facilities. Visitor management plays a crucial role in compliance by ensuring institutions can track and document who enters the campus, enhance security protocols, and respond efficiently to incidents.

VisitorOS helps universities stay compliant with the Clery Act by:

  • Maintaining digital visitor logs to track who is on-site in real time for enhanced security and reporting.
  • Automating visitor check-ins to ensure accurate record-keeping and improve access for restricted areas.
  • Providing audit-ready reports to support compliance with mandatory security disclosures and incident investigations.
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The Family Educational Rights and Privacy Act (FERPA)

The Family Educational Rights and Privacy Act (FERPA) in the US protects the privacy of student education records, including any personally identifiable information (PII) that may be collected during visitor check-ins. Higher education institutions must ensure visitor data is securely managed and only accessed by authorized personnel.

VisitorOS helps organizations stay compliant with FERPA by:

  • Securing visitor data storage with encrypted digital logs that prevent unauthorized access to sensitive information.
  • Providing customizable data retention policies to ensure visitor records align with institutional privacy policies.
  • Connecting with access control systems, like SecurityOS, to ensure only approved visitors can enter specific campus areas without compromising student information.
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The Occupational Safety and Health Administration (OSHA)

The Occupational Safety and Health Administration (OSHA) in the US sets regulations to ensure workplace safety, including guidelines for visitors, contractors, and vendors entering higher education facilities. Universities must track and manage visitor access to hazardous areas and ensure compliance with safety protocols.

VisitorOS helps institutions meet OSHA requirements by:

  • Pre-screening visitors to ensure they meet campus safety and health requirements before entry.
  • Integrating digital safety agreements and waivers into the sign-in process ensures all visitors acknowledge safety protocols before accessing restricted areas.
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The Occupational Health and Safety Act (OHSA)

The Occupational Health and Safety Act (OHSA), which varies by province in Canada, mandates that universities take proactive measures to ensure the safety of campus visitors, contractors, and employees. Institutions must track visitor access and provide necessary safety information.

VisitorOS helps universities comply with OHSA by:

  • Allowing organizations to integrate automated safety briefings and acknowledgments into the visitor sign-in process before entering high-security facilities.
  • Providing real-time visitor tracking to ensure compliance with health and safety protocols.
  • Generating compliance reports for audits and inspections to demonstrate adherence to safety requirements.
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ISO 45001 (Occupational Health and Safety)

ISO 45001 is an international standard for occupational health and safety, requiring institutions to implement structured safety management systems to protect students, staff, and visitors. Higher education institutions must track and manage visitor access to ensure a safe campus environment.

VisitorOS supports compliance with ISO 45001 by:

  • Customizing the sign-in workflow to include health and safety protocols, ensuring visitors acknowledge and comply with institutional safety measures.
  • Automating compliance tracking to streamline audits and regulatory reporting.
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The Personal Information Protection and Electronic Documents Act (PIPEDA)

The Personal Information Protection and Electronic Documents Act (PIPEDA) governs how organizations in Canada collect, store, and share personal data, including visitor information. Higher education institutions must ensure that visitor records are securely managed and not misused.

VisitorOS helps universities stay compliant with PIPEDA by:

  • Ensured secure data encryption to protect visitor information from unauthorized access.
  • Allowing role-based permissions to ensure only designated staff can access visitor records.
  • Tailoring the check-in process to include transparent visitor consent options during check-in to align with data privacy regulations.
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Who Benefits from a Visitor Management System?

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Campus Security & Safety Teams

Gain real-time visibility into visitors, prevent unauthorized access, and enhance emergency response protocols.

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Facility Managers

Streamline visitor entry, track access to different campus buildings, and integrate with access control systems for better security oversight.

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University Administrators & Compliance Officers

Ensure adherence to Clery Act, FERPA, OSHA, and other regulatory requirements while maintaining accurate digital visitor logs.

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Reception & Front Desk Staff

Digitize visitor check-ins, reduce administrative burden, and enhance the overall experience for guests, contractors, and vendors.

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Event Coordinators

Manage large-scale visitor entry for campus events, track attendance, and ensure only authorized attendees gain access.

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Human Resources & Risk Management Teams

Monitor and document visitor activity for safety audits, incident investigations, and legal compliance.

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5 star review

Intuitive, easy to use
We rolled out 90 locations quickly in about 3 months with the help of iLobby's support team.

Jeff O.

Field Service Leader
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5 star review

iLobby is EXCELLENT for contractor management!!
even used the iLobby system to warn us if contractors had not left the site after a certain period of time, but typically should have.

Dee M.

Health Safety Environment Coordinator
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5 star review

I highly recommend iLobby
Knowing who is at your facility and having the ability to alert them to evacuate if necessary is exceptionally beneficial.

Todd C.

EHS Manager
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5 star review

iLobby runs itself
instance viewing of everyone coming and going plus add visitors in advance.

Robert I.

IT Automation Technician
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5 star review

Ton of features
Solved our problem of maintaining annual paperwork for rules and regulations for visitors and contractors.

Nicole F.

Food Safety and Quality Assurance Manager
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5 star review

“Great Experience”
A lot more robust & easier to navigate than paper. Emergency notices are also a big feature that we use in the case of emergencies at our sites to communicate to our employees.

Travis E.

IT Plant Support Analyst, Infrastructure & Security
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5 star review

“Extremely Versatile”
This software allows us to notify our employees in case of emergency all with one simple set up per employee.

Jennifer A.

Manager, General Services Lactalis USA
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5 star review

"iLobby is EXCELLENT for contractor / visitor management!!"
The iLobby system is easy to use, the software is user friendly, and there are multiple ways to take advantage of the capabilities of the system.

Dee M.

Health Safety Environment Coordinator
1704311019582
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5 star review

"Ease of implementation and use."
Visitors have been impressed with how easy and advanced our Check-in process is.

Chad J.

Director of Supply Chain
1710183879613
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5 star review

"Definitely recommend"
We have experienced zero issues with visitors checking in which is all you can ask for with a visitor mgmt platform!

Molly V.

Executive Assistant, Operations
1655383438772
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5 star review

"Easy set up, easy to use"
Its easy to use, very customizable and was very quick and simple to implement.

Billy L.

Building Automation Systems Manager
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5 star review

"A very user friendly product!
We had a very easy time implementing this as our visitor management solution.

Usama M.

IT Supervisor, Plant Support
1699278586164

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What Can VisitorOS Do for You?

Request a demo to see how VisitorOS can deliver immediate results for your organization.

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This webpage and its content are an interpretation of the compliance requirements and is not legal advice nor should it act as a replacement for having a legal team review the specific compliance needs of your organization.