The complete
visitor experience
platform.

From pre-arrival invites to real-time check-in, room booking, café pre-orders, notice boards, and events — WelcomeOS turns every visit into a seamless, memorable experience.

Start for free See how it works
No credit card required
Free 30-day trial
Setup in under 10 minutes
GDPR compliant
app.welcomeos.app/dashboard
3
On premises
8
Expected
1
Pending
4
Rooms
M
Mary Salome Njobvu
HMI Zambia
On premises
10:30
J
John Banda
Zanano Bank
Expected
14:00
J
Jane Cranberry
Wonderful Inc
Pre-registered
15:30
10 min
Average setup time
100%
Paperless operation
4+
Notification channels
5 roles
Built-in access levels

Features

Everything your
organisation needs.

A complete workplace experience platform — not just a sign-in book.

Multi-channel notifications

Email, WhatsApp, in-app push and live calendar sync. Guests and teams stay informed on the channels they already use.

QR code check-in

Contactless, instant check-in via QR code. Works on any device — tablet, phone or laptop. No hardware required.

Pre-arrival invites

Send guests a branded invite with directions, host info, WiFi details and their personal QR code — before they arrive.

Watchlist & compliance

Flag individuals and receive real-time alerts. Full audit trail, data retention policies and emergency muster lists.

Meeting room booking

Tie arrivals to room bookings. Rooms auto-release on no-shows. Live room status board for receptionists.

Delivery management

Log inbound packages, notify recipients instantly, track collections. Never lose a parcel again.

Café pre-orders

Hosts pre-order refreshments for guests as part of the invite flow. Café staff manage orders via a live queue.

Events & ticketing

Run ticketed events with QR check-in and real-time attendance. Enjoy tiered ticketing with in-built coupon creation and redemption.

Notice board

Post announcements that greet guests on registration and arrival or employees on login. Inspire actions with 4 different notice types.

Analytics & reporting

Visitor volume, peak times, room utilisation and delivery stats. Scheduled email reports to org admins.

How it works

A visit in four steps.

01
1

Host sends invite

Employee schedules a visit and sends a personalised invite link via email or WhatsApp. Guest pre-registers online.

02
2

Guest pre-registers

Guest fills in their details, signs required documents and receives their personal QR code and welcome info.

03
3

Arrival & check-in

Guest scans QR code or receptionist checks them in. Host notified instantly. Badge printed if needed.

04
4

Check-out & debrief

Visit logged with full audit trail. Feedback form triggered automatically. Analytics updated in real-time.

Modular by design

Start simple.
Scale as you grow.

Enable only the modules you need. Add more as your organisation expands.

Core

Visitor Management

Pre-arrival invites, QR check-in, live dashboard, watchlist, emergency muster and full audit trail.

  • Scheduled & walk-in visits
  • QR code badges
  • Watchlist alerts
  • Emergency muster export
Free Module

Room Booking

Book rooms, tie them to visits, see live availability. Rooms auto-release when meetings no-show.

  • Real-time availability board
  • Visit-linked booking
  • Auto no-show release
  • Admin booking rules
Free Module

Delivery Tracking

Log inbound packages, notify recipients, track collections. Full delivery history per recipient.

  • WhatsApp pickup alerts
  • Photo capture
  • Collection tracking
  • Overdue reminders
Free Module

Events

Create internal and external events with free or paid ticketing. QR check-in at the door.

  • Free & paid tickets
  • MTN / Airtel Money
  • QR ticket scanning
  • Attendance reports
Free Module

Café & Pre-orders

Hosts pre-order refreshments for guests. Employees self-order. Café staff manage a live order queue.

  • Menu management
  • Guest pre-orders
  • Live order queue
  • Department billing
Free Module

Notice Board

Post announcements that appear as modals for employees on login. Pin priority notices. Full history.

  • Login-triggered modals
  • Pinned announcements
  • Role-targeted posts
  • Expiry scheduling

Built for every role

One platform,
five perspectives.

👋

Guest

  • Personalised invite link
  • Pre-arrival form & QR code
  • Contactless self check-in
  • Event ticket registration
🖥️

Receptionist

  • Live visitor dashboard
  • Walk-in check-in flow
  • Delivery logging
  • Room status board
👤

Employee

  • Schedule guest visits
  • Approve / reject walk-ins
  • Book meeting rooms
  • Pre-order café refreshments
📍

Location Admin

  • Manage one branch fully
  • Scoped visitor data
  • Location team & rooms
  • Branch-level analytics
⚙️

Org Admin

  • All-location oversight
  • Team & branding config
  • Module & cron settings
  • Full analytics & exports

Built for Africa

Designed for how
Africa works.

Most visitor systems are built for London or New York. WelcomeOS is built for Lusaka, Ndola, Kitwe — and every growing city in between.

WhatsApp & email notifications — The channels your teams and guests already use every day.
MTN & Airtel Money — Local payment methods for events and café orders — no international card needed.
Works on any connection — PWA offline mode keeps check-ins running on slow or intermittent networks.
Single or Multi tenants — Single occupancy or shared reception, WelcomeOS fits around you.
W
WelcomeOS
Live notifications
📱 WhatsApp

Hi Sipoh! Mary Njobvu from AFLife has arrived at reception.

10:32
📧 Email

Your visitor John Banda is waiting for your approval. Tap to review.

13:58
🔔 Push

Package arrived — FedEx delivery is waiting at reception for you.

14:22
Free 30-day trial · No credit card needed

Ready to reimagine
your front desk?

Join organisations across Zambia creating better first impressions with WelcomeOS.

Get started free Talk to us