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Visitor Host Notifications for UK Businesses
Visitor host notifications alert the person being visited the moment their guest completes digital check-in by email, and optionally through Microsoft Teams or SMS where configured. Reception no longer needs to chase hosts by phone. Visitors spend less time waiting, and every arrival is logged against the live on-site register.
Why Manual Host Notification Fails
Visitors Left Waiting at Reception
Reception staff call, message, or walk corridors to find hosts. Meetings start late and visitors feel unwelcome before they reach the room.
No Record That the Host Was Informed
Phone calls and ad-hoc Teams messages leave no audit trail. You cannot prove the host was notified if a visitor complaint or security incident arises.
Busy Hosts Miss Arrivals
Without automatic alerts, hosts in back-to-back calls or on other floors may not know their visitor has arrived until long after check-in.
Contractors and Multi-Host Visits
Site inductions, contractor visits, and meetings with several internal attendees need consistent notification rules, not a different process every time.
Host Alerts Built Into Your Visitor Sign-In Flow
Visitor Completes Sign-In
The guest enters their details on a branded tablet or kiosk. Host name, purpose of visit, and optional documents are captured in one flow.
Host Is Notified Automatically
An email is sent immediately to the named host. Where configured, alerts can also route to Microsoft Teams or SMS for faster response on the move.
Reception Sees Live Status and Register Updates
Reception can confirm the notification was sent and update the visitor when the host is on their way. Arrival time, host, and notification event sit alongside badge printing, safety briefings, and GDPR retention rules in one system.
What Host Notifications Deliver
Automatic host alerts improve every arrival from the moment a guest checks in, while keeping a timestamped record linked to your visitor register.
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Faster, More Professional Arrivals
Less Pressure on Reception
Configurable Rules for Departments and Sites
Timestamped Records for Audits
Works With Badge Printing and GDPR Controls
Integrated With Your Visitor System
Technology built around your sector
Every industry faces different operational pressures, compliance requirements, and budget constraints.
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What our customers say
Hundreds of UK organisations trust future® Office to keep their workplaces running smoothly.
Your questions answered...
Find quick answers to common questions about our services, support and how we work.
Still have questions?
Our team is happy to help. Call us, email us, or request a call back at a time that suits you.
As soon as the visitor completes digital check-in, the named host receives an automatic email with the visitor's name, company, and arrival time. Depending on your setup, notifications can also be sent via Microsoft Teams or SMS.
Yes. You can configure backup recipients, departmental inboxes, or additional hosts for meetings with several internal attendees, so the right people are always informed.
Yes. Contractor and supplier sign-in flows can use the same notification rules, with optional extra steps such as safety briefings or document acceptance before the host is alerted.
Yes. Notification events are linked to the visitor record in your digital register, giving you a timestamped audit trail alongside arrival and departure times.
No. Reception remains the professional face of your business. Notifications reduce manual chasing so staff can focus on greeting visitors, issuing badges, and managing exceptions.
Still have questions?
Our team is happy to help. Call us, email us, or request a call back at a time that suits you.
Ready to discuss your workplace technology?
Talk to the team today. We will assess your needs, build you a tailored solution, and support you every step of the way.
