Hospital visitor management software for the desks that sign people in.
Hospital visitor management software records who comes to see your staff. vFound Visitors signs in contractors, vendors and visitors on their own phone or a paired lobby tablet, emails the host and keeps a live list for a fire roll call. It holds no patient list and costs US$67/month per site, billed yearly at US$804.
vFound Visitors is hospital visitor management software for the contractors, vendors, interview candidates and visitors who come to see a member of staff: they sign in on their own phone or a lobby tablet, their host gets an email and the desk sees who is in the building.
It is not a patient visiting system. It holds no patient list, does not decide who may see a patient and connects to no clinical record, so keep patient visiting rules in your own hospital process.
Reviewed
Fit and limits
- Who it is for
- Hospital entrances and office receptions that sign in contractors, vendors and visitors who come to see a member of staff.
- Price
- US$67/month per site, billed yearly at US$804. 14-day free trial we set up with you, then yearly by invoice.
- What it replaces
- A paper visitor book at the front desk, with sign-in from a phone, an email to the host and a printed badge.
- What it does not do
- It is not a patient visiting system: it holds no patient list and connects to no clinical record.
- It does not control doors, lifts or turnstiles, and it runs no ID scan, watchlist or background check.
- Only with vFound Enterprise
- More than one site, single sign-on, two-step sign-in and deployment in your own country are only available with vFound Enterprise, which is scoped and priced for your organisation. What Enterprise includes
Key facts
| Price for one site | US$67/month per site, billed yearly at US$804. Prices in EUR, GBP, CAD and AUD |
|---|---|
| What is included |
|
| Limits | No limit on records, team members or storage. Other limits: 50,000 people on the people list, shared by Parcels, Equipment and Visitors, 10,000 self-service kiosk actions per site a day, 10 API keys and 25 webhook addresses. |
| Languages | Visitors see pages and emails in 13 languages: English, Spanish, French, German, Dutch, Italian, Portuguese, Polish, Swedish, Turkish, Japanese, Simplified Chinese and Arabic. The staff workspace is in English, Spanish, French, German, Dutch, Italian and Arabic. |
| Where data is held | Hosted by OVHcloud in Singapore, with an encrypted copy of backups in Canada. When AI assistance is on, vFound AI reads the photo or text in Australia. Deployment in your own country comes with vFound Enterprise. |
| How to start | 14-day free trial we set up with you, then yearly by invoice. Request a trial |
Facts from the field
Figures and rules published by operators, regulators and industry bodies, each linked to its source.
- UCLA Health asks visitors for inpatient visits to check in at the information desk each day for a visitor badge, and all badges expire at midnight. UCLA Health
- Akron Children's requires a visitor badge for every visitor over 18 to an inpatient unit, and each badge expires 24 hours after it is printed. Akron Children's
See a visit from sign-in to roll call in one short film.
See everything in vFound VisitorsA contractor at the main entrance at seven
The day starts before the switchboard does. An engineer arrives for a plant room job, a supplier rep has a meeting in purchasing and a candidate is early for an interview. Each should end up on one list the desk can read at a glance.
Read more
- 1Arrive
Scan the sign or use the tablet
A QR sign at the entrance opens the sign-in form on the visitor's own phone. A tablet at the desk can be paired in the browser instead. There is no app and no visitor account.
- 2Answer
The questions for that visitor type
A Contractor type can ask for a work order number and show your site rules. A Vendor type can ask for the company and the department being visited. The text each visitor agreed to is kept with the visit.
- 3Host
The member of staff is told
The host is emailed when the full name typed matches one person on your people list. Otherwise the desk confirms the host first, and the visitor waits at the top of the list.
Approval before anyone goes beyond the lobby
A visitor type can wait for the desk to approve it before the visitor is signed in, and the site can have everyone who signs in without an invitation wait for approval. A contractor type can also ask for a private visitor photo and a staff-recorded visual check of a physical photo ID.
Read more
vFound records who checked and when. It stores no ID document image or number and runs no facial recognition, watchlist or background check, so vendor credentialing and screening stay in your own process.
The end of the day and the fire alarm
Anyone still signed in after the day ends is signed out automatically once they have been in for 12 hours, so a night shift contractor is not cut short. The live roll call lists the visitors signed in to vFound, and several team members can mark them safe from their own phones. It is not a staff or patient register.
Check the fit for your hospital
Read more
| Your requirement | Fit | What to check |
|---|---|---|
| Contractors and vendors sign in on their phone | Yes | From your QR sign. Any tablet can be paired in the browser with a ten-minute code instead. |
| A printed badge for each visitor | Yes | Badges print in three sizes: 4 by 3 inch labels, Brother QL 62 mm and DYMO 54 by 101 mm. |
| One pass for a contractor's whole job | Yes | Daily or weekday passes reuse one QR code on each valid day, and the host is emailed each day. |
| Patient visiting lists and visiting rules | No | vFound holds no patient list and does not decide who may visit a patient. |
| A connection to the electronic patient record | No | No clinical record connector is offered. Keep clinical information out of visitor answers. |
| Door, lift or turnstile control | No | vFound does not control access hardware. Webhooks and the API can tell your own systems when a visitor signs in. |
Try a morning at the entrance in the trial
In the 14-day trial, set a Contractor type that needs approval and a Vendor type that does not, print the QR sign and sign in as each on your own phone. Approve the contractor, print a badge, then start a roll call and finish it to see the report. Use fictional names only.
How vFound Visitors works
From invitation to a safe departure.
- 1
Invite ahead, self-register, or use your kiosk.
Send a QR pass, share a registration link, or pair any lobby tablet with a ten-minute code. No visitor app or account.
- 2
Apply the right rules to every visit.
Set questions, terms, badge colour, approval and retention for each visitor type. Require a photo or a staff visual check of a physical photo ID when needed.
- 3
Know who is in, and who is safe.
See everyone on site, print the right badge, and run a live phone-friendly roll call with several marshals at once.
A complete visitor desk, without dedicated hardware.
- Self-registration and kioskPair any lobby tablet, or let visitors register from your QR link.
- Types and approvalsText, dropdown, checkbox and date questions, validated on the server.
- Multi-day passesOne QR pass works once on each valid daily or weekday visit.
- Host repliesHosts get email and answer from a private link without an account.
- Photo badges and visual ID checksOptional private visitor photos, photo badges and staff-recorded visual checks without storing ID documents.
- Couriers and analyticsDelivery visitors appear in Parcels, with visitor patterns in Analytics.
See everything in vFound Visitors
Visitors register on their phone or your paired kiosk, their host hears at once, and a live roll call shows who is safe.
Its own page has the film, the use cases, each screen and the answers to common questions.
See everything in vFound VisitorsOne workspace for everything your desk looks after.
Frequently asked questions
Can a hospital use vFound Visitors for patient visitors?+
Only as a sign-in record of people who name a member of staff. vFound holds no patient list, does not apply patient visiting rules and connects to no clinical record, so patient visiting stays in your hospital's own process.
How much does vFound Visitors cost for a hospital entrance?+
US$67/month per site, billed yearly at US$804, after a 14-day free trial we set up with you. Visitors and team members are unlimited. A hospital with several entrances that need their own lists, or several buildings, is part of vFound Enterprise.
Can contractors be approved before they sign in at a hospital?+
Yes. A visitor type can wait for the desk to approve it, and a request for more than one day from the public registration link always waits. A visitor who is not yet approved cannot be signed in.
Does vFound scan or keep visitors' photo ID at a hospital desk?+
No. A visitor type can ask staff to record that they visually checked a physical photo ID. vFound stores who checked and when, never an image or number of the ID, and runs no automated ID check.
Can vendors answer our own questions at sign-in?+
Yes. Each visitor type asks up to ten questions of your choosing, as text, a dropdown, a checkbox or a date, such as the company, the department or a work order number. Keep clinical details out of the answers.
Who is on the roll call during a hospital fire drill?+
The visitors signed in to vFound, and optionally those expected today. It is not a staff or patient register, so keep your own lists for employees and patients.
Know who is in the building, without a paper book.
Request your free trial: a 14-day free trial we set up with you, then yearly by invoice.
Request your free trial