Visitor Management
Every visitor welcomed, every entry secured
From seamless check-ins to enterprise-grade security, Gaia Visitor Management connects visitors, employees, and spaces in one unified & intelligent platform.
Pre-Registration & Invite
Visitors arrive prepared, not surprised
Employees invite visitors from their calendar. Guests receive everything they need before arrival like address, directions, policies, QR code or code.
- Calendar-native workflow — no extra app to learn
- Auto-reminders sent 24h and 1h before arrival
- Pre-visit NDA and policy acknowledgment
- Customizable, branded invitation templates
Visitor Journey
From invite to checkout, one seamless flow
Visitors check in via kiosk or mobile. Badges print automatically. Hosts are notified instantly via email, Teams message or other customized message channels.
Pre-Register
Host invites via calendar. Visitor gets QR + directions.
Arrive & Check In
Scan QR at kiosk. Badge prints automatically.
On-Site
Host is notified. Real-time tracking active.
Security
Blocklist checks, NDA logged, access time-bound.
Checkout & Insights
Auto check-out. Analytics captured for reports.
Security & Insights
Know who's on-site, in real time
Every visit is logged, time-bound, and auditable. Security teams get instant visibility; workplace managers get actionable analytics.
Real-Time Visibility
See every visitor on-site right now. Filter by floor, host, or status.
- Live visitor list — always current
- Emergency roll-call export in one click
- Blocklist alerts with auto-workflow triggers
Audit & Compliance
Every action logged with timestamp, user, and IP. Export-ready for compliance reviews.
- Visitor volume, peak hours, and capacity reports
- Full audit trail — who, when, what, where
- Automated compliance alerts and exports
Built for Every Role
Different teams, different wins
Each role gets exactly what they need — without the bloat they don't.
Workplace Admins
Automate front-desk operations. Manage multi-site visitor policies from one dashboard.
Security Teams
Real-time visibility, instant roll-call, blocklist enforcement, and full audit trails.
Employees
Invite guests in two clicks from your calendar. No extra apps, no training needed.
Visitors
Smooth, professional experience from arrival to departure. No waiting, no confusion.
Industry Solutions
Designed for your sector
Different industries face different compliance and workflow challenges. Gaia adapts.
Financial Services
Compliance-First Visitor Management
SOC 2 aligned workflows, NDA enforcement, time-bound access, and full audit trails for regulatory reviews.
Healthcare
Secure, Patient-Centric Access
Healthcare-grade privacy controls, emergency roll-call, and capacity management for clinics and hospitals.
Technology
Developer-Friendly, API-First
REST APIs, webhook integrations, SSO/SAML support, and custom workflow automation for tech-forward teams.
Smarter visits.
Safer workplaces.
Deliver a professional welcome—without sacrificing security or efficiency.