---
title: How can I manage external visitors?          (Visitor Management 2.0)
description: How you, as an administrator or receptionist, can manage external visitors in Seatti
---

[Skip to content](https://customers.seatti.co/en/knowledge-base/template-article-to-copy-structure-from-0-0#main-content)

- [English](https://customers.seatti.co/en/knowledge-base/template-article-to-copy-structure-from-0-0)
- [Deutsch](https://customers.seatti.co/de/knowledge-base/visitor-management-admins)

English

Show submenu for translations

[Support Tickets](https://customers.seatti.co/customer-portal?hsLang=en)

![Logo\_BW-1.png\]](https://customers.seatti.co/hs-fs/hubfs/Logo_BW-1.png?height=31&name=Logo_BW-1.png)

Open main navigation

Close main navigation

- - [English](https://customers.seatti.co/en/knowledge-base/template-article-to-copy-structure-from-0-0)
    - [Deutsch](https://customers.seatti.co/de/knowledge-base/visitor-management-admins)

  English
  
  Show submenu for translations
- [Support Tickets](https://customers.seatti.co/customer-portal)
- Go to seatti.co

 Go to seatti.co

 Hi, How can we help you?

- There are no suggestions because the search field is empty.

1. [Seatti Knowledge Base](https://customers.seatti.co/en/knowledge-base?hsLang=en)
2. [For Admins](https://customers.seatti.co/en/knowledge-base/for-admins?hsLang=en)
3. [Visitor Management](https://customers.seatti.co/en/knowledge-base/for-admins?hsLang=en#visitor-management)

# How can I manage external visitors?          (Visitor Management 2.0)

## Visitor management is more than just a simple visitor list!    With Seatti, external guests can be easily invited and managed—all in one place.

No more searching for misplaced and possibly outdated versions of confidentiality agreements, no more complicated communication with reception, just standardized, automatically triggered processes and a consistent external image.

As an administrator or employee with the appropriate authorization (usually a receptionist), you can:

- Define **what information** should be **requested** from external visitors
- Determine whether a **non-disclosure agreement** (NDA) must be accepted in advance (and store the corresponding document for review)
- View, filter, download, and edit a **list** of all registered visitors
- **View visitor data** and **adjust** it if necessary
- Check visitors **in** when they arrive and check them **out** again when they leave the building
- Create a **visitor badge** with a single click
- **Inform the host automatically** that their visitor is waiting at reception

You can access visitor management directly via the **admin menu selection in the top right-hand corner**.

(You will see this option if your company has activated this feature and you are either a company administrator or have the appropriate **additional authorization** to manage guests. You can read about how these rights can be assigned [here](https://customers.seatti.co/en/knowledge-base/what-are-role-based-permissions?hs_preview=vlJGrczg-284393929921&hsLang=en).)

![Visitor mgm (1)](https://customers.seatti.co/hs-fs/hubfs/Visitor%20mgm%20(1).png?width=528&height=271&name=Visitor%20mgm%20(1).png)

1. Display visitors for a specific period of time 
   
   (also in the past, for a maximum of 3 months for data protection reasons)
2. Define what information should be requested when sending an invitation:

![NDA](https://customers.seatti.co/hs-fs/hubfs/NDA.png?width=286&height=260&name=NDA.png)Name, visitor's company,   
license plate number, if applicable, etc.

It is also possible to upload a confidentiality agreement  (as a PDF, max. 1MB).  
The visitor can then view this document   
when they open the visitor form and accept the contents by checking the box.

 

 

    3. You can customize the list view

a.  by **status** using the preselection on the left side of the row  
b.  **search** by visitor name, company, host, etc.  
c.   **filter** by guests who have not checked in and those who are scheduled to depart  
d.  **download** as a CSV file

    4. Clicking on the visitor's name opens the visitor badge, which can be downloaded directly       for printing.

![](https://customers.seatti.co/hs-fs/hubfs/image-png-Jan-22-2026-10-06-50-6332-AM.png?width=670&height=225&name=image-png-Jan-22-2026-10-06-50-6332-AM.png)

5\. A symbol appears in the NDA list as soon as a visitor has clicked the checkbox to accept the confidentiality agreement in the registration form sent to them.

If an NDA has been uploaded, check-in cannot be completed until the confidentiality agreement has been accepted.

![](https://customers.seatti.co/hs-fs/hubfs/image-png-Jan-22-2026-11-10-14-8463-AM.png?width=142&height=314&name=image-png-Jan-22-2026-11-10-14-8463-AM.png)

6\. Using these three points, you can 

a. **check in** a visitor and notify the host

b. **check out** a visitor upon departure

c. **cancel** a visit (if it has not yet been checked in, otherwise simply check out again)

d. **adjust** the visitor's details if necessary (e.g., change the time, correct the name, or accept the confidentiality agreement (if this is done on site)).

e. **resend** the registration email to the visitor

If the scheduled visit time has not been adhered to and the visitor has not yet checked in or out a **yellow warning sign** appears next to the time in the Check-in and Check-out columns. You can also filter by this.

You can also register a visitor directly on the spot and even check them in immediately using the purple “Add visitor” button (next to the 2).

![add info needed](https://customers.seatti.co/hs-fs/hubfs/add%20info%20needed.png?width=195&height=351&name=add%20info%20needed.png)

![5.2 - Email (1)](https://customers.seatti.co/hs-fs/hubfs/5.2%20-%20Email%20(1).png?width=182&height=303&name=5.2%20-%20Email%20(1).png)This is what the emails look like that are automatically sent to visitors and hosts with all the relevant information.

[This article](https://customers.seatti.co/en/knowledge-base/visitor-management?hsLang=en)explains how every employee can invite external guests themselves.

 

**5. Data Privacy & Retention**

Seatti stores visitor data only for as long as it is needed for front desk operations. This keeps visitor management automatically GDPR-compliant and works council-ready — without you or your data protection officer having to clean things up manually.

**Retention period: 3 months**

All visitor data (name, contact details, required fields, NDA confirmation, check-in/check-out times) is automatically and irreversibly deleted 3 months after the visit date. This period is currently fixed system-wide and cannot be changed per location.

A configurable retention period (e.g. a shorter period for particularly sensitive locations) is already on our roadmap — we will update this article as soon as it becomes available.

**Returning visitors**

As long as a visitor is invited again within the 3-month window, their data will be pre-filled automatically — name, company, phone number, and any other required fields. This saves both you and your guest from having to fill in the form again.

Once the 3 months have passed, the data is deleted and the visitor will start with a blank form on their next visit.

**NDA and other confirmations**

An NDA confirmed by a visitor is valid for the full 3-month retention period — meaning we will not ask again for each individual visit, as long as the same document version applies.

As soon as you upload a new version of a document (e.g. a revised NDA or updated house rules), the visitor's confirmation becomes invalid. On their next visit, they will need to confirm the updated version before they can check in.

**Archiving before deletion**

If you need to retain visitor data beyond the 3-month period — for example for customs archives, security documentation, or internal audit requirements — use the CSV export function in the visitor list (see Section 1). Store the export in the internal system designated by your data protection policies.

**Important:** Once exported, the data leaves Seatti — from that point on, retention is the responsibility of your organisation.

**What you can show your works council or data protection officer**

- **Purpose limitation:** The data is used exclusively for front desk operations and, where applicable, security or compliance requirements.
- **Retention period:** 3 months, followed by automatic deletion with no residual data.
- **Data minimisation:** You control which fields are mandatory and which are optional via the [Policies](https://customers.seatti.co/en/knowledge-base/template-article-to-copy-structure-from-0-0#Policies) settings.
- **Right of access and erasure:** Upon request from individual visitors, you can manually remove their record before the retention period expires.

- [For Global IT](https://customers.seatti.co/en/knowledge-base/for-global-it?hsLang=en#main-content)

    - [Installation Guide](https://customers.seatti.co/en/knowledge-base/for-global-it?hsLang=en#installation-guide)
    - [Documentation for Seatti](https://customers.seatti.co/en/knowledge-base/for-global-it?hsLang=en#documentation-for-seatti)
- [For Admins](https://customers.seatti.co/en/knowledge-base/for-admins?hsLang=en#main-content)

    - [Admin Panel](https://customers.seatti.co/en/knowledge-base/for-admins?hsLang=en#admin-panel)
    - [Spaces](https://customers.seatti.co/en/knowledge-base/for-admins?hsLang=en#spaces)
    - [Manage Admins](https://customers.seatti.co/en/knowledge-base/for-admins?hsLang=en#manage-admins)
    - [Settings / Modules](https://customers.seatti.co/en/knowledge-base/for-admins?hsLang=en#settings-modules)
    - [Floorplans](https://customers.seatti.co/en/knowledge-base/for-admins?hsLang=en#floorplans)
    - [Visitor Management](https://customers.seatti.co/en/knowledge-base/for-admins?hsLang=en#visitor-management)
    - [Office Intelligence](https://customers.seatti.co/en/knowledge-base/for-admins?hsLang=en#office-intelligence)
- [For employees](https://customers.seatti.co/en/knowledge-base/for-employees?hsLang=en#main-content)

    - [Seatti Manual](https://customers.seatti.co/en/knowledge-base/for-employees?hsLang=en#seatti-manual)
    - [Setting up Seatti](https://customers.seatti.co/en/knowledge-base/for-employees?hsLang=en#setting-up-seatti)
    - [Meetup](https://customers.seatti.co/en/knowledge-base/for-employees?hsLang=en#meetup)
    - [Desk Booking](https://customers.seatti.co/en/knowledge-base/for-employees?hsLang=en#desk-booking)
    - [Parking space booking](https://customers.seatti.co/en/knowledge-base/for-employees?hsLang=en#parking-space-booking)
    - [Check In Functionality](https://customers.seatti.co/en/knowledge-base/for-employees?hsLang=en#check-in-functionality)
    - [Meeting room booking](https://customers.seatti.co/en/knowledge-base/for-employees?hsLang=en#meeting-room-booking)
    - [Help](https://customers.seatti.co/en/knowledge-base/for-employees?hsLang=en#help)
    - [Social features](https://customers.seatti.co/en/knowledge-base/for-employees?hsLang=en#social-features)
- [Onboarding](https://customers.seatti.co/en/knowledge-base/onboarding?hsLang=en)

[![Chill listening crop-3](https://customers.seatti.co/hs-fs/hubfs/Seatti_Logo-1.png?width=127&height=55&name=Seatti_Logo-1.png "Chill listening crop-3")](http://seatti.co)

Seatti Knowledge Base

Copyright © 2026, Seatti GmbH