University visitor management software for labs, departments and building receptions.
University visitor management software records who visits a lab, department or building and who hosts them. vFound Visitors signs visitors in on their phone, shows that building's rules, holds them for approval and emails the host. It does not check export control. It costs US$67/month per site, billed yearly at US$804.
vFound Visitors is university visitor management software for the departments, labs and buildings that host visitors: a visiting researcher, a contractor or a guest signs in on their phone or a lobby tablet, agrees to that building's rules and their host is emailed.
It records who visited, who hosted them and what they agreed to. It does not check export control, training or biosafety approvals, and it does not open lab doors.
Reviewed
Fit and limits
- Who it is for
- University departments, labs and building receptions that sign in visiting researchers, contractors and guests.
- 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 does not check export control, training or biosafety approvals.
- It does not open lab doors or read campus cards.
- 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.
- The University of Kentucky's laboratory visitor policy says all visitors are escorted and supervised by laboratory personnel at all times while they are in the laboratory. University of Kentucky
- Central Michigan University's laboratory entry policy lets its red coded labs be entered only by appointment, with escorted access from the lab supervisor or a designated lab worker. Central Michigan University
See a visit from sign-in to roll call in one short film.
See everything in vFound VisitorsA visiting researcher's first day
A visiting researcher arrives for a week in a lab, an engineer is due to service a freezer and a prospective student has a meeting with a professor. Each needs a different set of rules and a different host.
Read more
- 1Before
Invite with the dates
Staff invite the researcher with a host and dates, or a host on your people list invites them from their private My vFound page. A weekday pass reuses one QR code on each valid day.
- 2Arrive
The lab's rules
A Lab visitor type can show your lab rules, ask up to ten questions and wait for approval. The text each visitor agreed to is kept with the visit.
- 3Host
The host is told
The host is emailed when the visitor signs in. A backup host can be notified when an arrival goes unanswered.
Approval before anyone enters a lab
A visitor type can wait for the department to approve it before the visitor is signed in, 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. Escorting the visitor inside the lab stays with the host.
The fire alarm in a research building
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 register. Anyone still signed in after the day ends is signed out automatically once they have been in for 12 hours, and the record shows it was automatic.
Check the fit for your campus
Read more
| Your requirement | Fit | What to check |
|---|---|---|
| Different rules for labs, offices and contractors | Yes | Each visitor type has its own questions, terms, badge colour, approval and retention period. |
| Hosts from your directory | Partly | Import a CSV, refresh from a CSV link every hour, or use SCIM or the API. Directory connectors are part of vFound Enterprise. |
| Each building or department with its own desk and list | Partly | One site has one list. Several buildings, each with its own list, are part of vFound Enterprise. |
| Export control or biosafety approvals | No | vFound does not check those. Ask the question on the form if you want an answer on file, and keep approvals in your own process. |
| Open lab doors or read campus cards | No | vFound does not control doors, lifts or turnstiles. Webhooks and the API can tell your own systems when a visitor signs in. |
Try a visiting week in the trial
In the 14-day trial, create a Lab visitor type that needs approval, invite a fictional researcher for five weekdays, approve them, sign them in from the QR sign and start a practice roll call.
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
How much does vFound Visitors cost for a university building?+
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 university with several buildings that need their own desks and lists uses vFound Enterprise.
Can university labs approve visitors before they arrive?+
Yes. A visitor type can wait for approval, 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 check export control for university visitors?+
No. vFound does not check export control, training or biosafety approvals. Ask the question on the form if you want an answer on file, and keep approvals in your own process.
Can a visiting researcher use one pass for a week?+
Yes. Invite the researcher for every weekday of the visit. One QR pass works on each of those days, and the host is emailed each morning they sign in.
Can professors invite their own visitors?+
Yes. A host on your people list invites a visitor from their private My vFound page, with no staff account, and the visitor gets a QR pass by email.
Does vFound open university lab doors?+
No. vFound does not control doors or read campus cards. Webhooks and the API can tell your own systems when a visitor signs in.
Every visitor to the lab on the list.
Request your free trial: a 14-day free trial we set up with you, then yearly by invoice.
Request your free trial