Visitor management for commercial buildings
For offices, multi-family buildings, clinics, schools and industrial sites in Alberta and BC that want to know who’s in the building and why.
Updated
The quick answer
Visitor management is how a building lets the right visitors in, at the right time, to the right places, and keeps a record. Residents and tenants send time-limited visitor passes from an app, couriers get delivery passes or codes that only open the delivery door, front desks check people in and tell their host, and the video intercom handles anyone who just shows up. It all ties into your access control, so passes expire on their own and every entry is logged.
Ways to let visitors in
| Method | How it works |
|---|---|
| Visitor pass | A resident or tenant sends a code or link from an app. It works only on the doors and during the hours they choose. |
| Delivery pass or code | Couriers get a code that opens only the delivery door or parcel room, during delivery hours, with every use logged. |
| Video intercom | The visitor calls the resident, tenant or front desk, who sees them on video and unlocks the door from a phone or desk. |
| Front-desk check-in | Reception or security checks the visitor in, lets the host know and issues a temporary card or badge. |
| Pre-registered visitors | The host adds the visitor ahead of time and gets a notice when they arrive. |
| Contractors and trades | Temporary credentials for the length of a job, limited to the doors and hours the work needs. |
Visitor management by building type
| Building | What usually works |
|---|---|
| Apartment and condo buildings | Resident visitor passes, courier delivery access and parcel lockers, with a video intercom at the front door. |
| Offices | A front desk or lobby intercom, host notices, and elevator access limited to the floor being visited. See elevator access control. |
| Clinics | Patients buzzed in at the entrance, and staff-only areas kept on fobs. |
| Schools | A video intercom at the main entrance, with the office buzzing visitors in. See school lockdown systems. |
| Industrial sites | An intercom or gatehouse at the gate, a sign-in for site rules, and plate recognition for regular trucks. |
Delivery passes and courier access
Couriers buzzing every suite until someone lets them in, then following residents through the door, is one of the most common complaints in multi-family buildings. Delivery passes fix it: a courier code opens only the delivery door or parcel room, only during delivery hours, and every use is logged with the matching camera view.
On ButterflyMX, for example, residents and property staff can create visitor passes and delivery PINs. Our help guide shows how: ButterflyMX delivery PINs and visitor passes.
What a good visitor system does
For visitors
- A clear way in, whether they have a pass or not
- No waiting outside while someone finds a fob
- Directions to the right floor or suite
- Couriers in and out without bothering residents
For your team
- Passes that expire on their own
- A log of who came in, when and through which door
- Fewer strangers following residents or staff inside
- One system for doors, intercom and visitors, with admin access in your name
Privacy and visitor records
Visitor logs, intercom video and any ID details are personal information under Alberta’s and BC’s privacy laws. Collect only what you need, tell visitors why, avoid copying ID unless there’s a clear reason, keep records only as long as you need them and limit who can see them. See our Alberta camera privacy guide.
This is general information, not legal advice.
Too many buzzes and unknown visitors?
We’ll look at your entrances, front desk and deliveries, and plan a visitor flow that fits your building.
Related: video intercomparcel lockerselevator access controlmobile and cloud access controlmulti-family security
Stuck with a system nobody will fix?
We repair and take over cameras, access control, intercoms and alarms installed by other companies, when your current provider has fallen short.
Help: Export Avigilon video
Guides: School lockdown systems
Visitor management questions
What is a visitor management system?
The way a building lets visitors in and keeps a record: visitor passes, delivery codes, a video intercom and front-desk check-in, all tied into access control.
Can residents send visitor passes from their phone?
Yes, on many intercom and access systems, including ButterflyMX. The pass works only on the doors and at the times the resident sets.
How do couriers get in without a fob?
With a delivery pass or code that opens only the delivery door or parcel room during delivery hours, or through the video intercom.
Can a visitor pass work only on certain doors and times?
Yes. Passes can be limited to one door, one day or a time window, and they expire on their own.
Can visitors be limited to one floor in the elevator?
Yes, with elevator access control. When a visitor is let in, their ride can be limited to the floor they’re visiting.
Do we need a front desk?
No. Many buildings handle visitors with a video intercom and passes alone. Busy offices and some residential buildings add a front desk or concierge.
Can we keep a record of who visited?
Yes. Entries are logged with the time and door. Set how long you keep them in a written policy. Not legal advice.
Should we scan visitors’ ID?
Only if you have a clear reason. ID details are personal information, so collect as little as you need and protect it. Not legal advice.
Will visitor passes work with our existing access control?
Often. It depends on your intercom and access control. We check what you have and tell you what can be added.
More answers: Access control questionsGlossary: credentialfail-safe vs fail-secure
Plan your visitor entry
Tell us about your entrances, deliveries and front desk, and what system you have now. We’ll follow up to book a site walk.
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