The idea at the centre of VisitSoft
A visit is the moment a commitment is kept: an appointment, an audience or a booking becomes a real encounter, on your premises or online. Every VisitSoft feature exists to prepare that visit, secure it, record it or learn from it.
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Nothing happens by chance in an organisation that receives people. Every visit starts with a promise: someone will meet someone, for a reason, at a given time. The visit is the moment that promise is kept, or visibly not kept.
Planned by your team or synced from Google Calendar, Outlook or Zoom. It creates the expected visit.
Requested by the public, reviewed, then granted. Once accepted, it becomes a visit with its reason and the people to meet.
Made from your website, live chat or WhatsApp. The channel it came from stays attached to the visit.
Even someone who turns up unannounced is recorded: the commitment is made at reception, on the spot.
The visit
The person came and left, or your team came back from a mission: the visit closes with its evidence.
No-show, cancelled or expired: the gap is recorded, counts in your statistics and can trigger a follow-up.
Before it happens, a visit is a plan. Afterwards, it is evidence of what really happened. The same record carries both, so the planned and the real can be compared.
An organisation is in contact with the outside world in three ways: people come to it, it goes to others, and its team works. VisitSoft treats all three as visits, each with its own order of events.
They come to you
A visitor, customer, supplier or partner comes to your premises or joins an online meeting.
You go to them
Your staff leave the premises on a mission: a customer visit, an inspection, a delivery, a meeting at a partner's site. The order is reversed: you leave first, then come back.
Your team at work
Each working day of your staff is a visit too: it has a blueprint (the work assignment) and evidence (the work sessions actually done).
The type (incoming, outgoing, workhours) is separate from the mode (on site, off site, virtual, hybrid): an incoming visit can be a video call, and an outgoing visit takes place at the customer's site.
A visit is only worth something if you can prove who was there. VisitSoft records presence as it happens, and keeps track of how it was recorded.
Check-in at reception, kiosk, physical badge or QR code, queue, waiting time and departure.
Live chat, video call, a session on your website: the online encounter belongs to the same visit.
Each participant has their own presence: expected, present, left, no-show, overdue. A group never hides the individual.
VisitSoft tells apart real-time entry, entry after the fact and offline sync, and flags late records.
Nothing is silently rewritten. A correction keeps the old value, who made it, when and why.
A visit is more than an arrival and a departure. It is the frame in which work gets done, and every activity is attached to it.
Agenda, internal and external participants, recording, minutes and decisions.
What was handed over, to whom, and the acknowledgement.
Documents and files submitted and scanned, with a receipt for the submitter.
Purchase or settlement lines, payment method, amount received and receipt issued.
A service delivered, a request handled, a conversation that matters.
The next step, who owns it and when it is due: the next visit continues the last one.
Maintenance, repair or support by a contracted provider: work order, report, completion certificate and measured service levels.
An activity attached to a visit involves the outside world. An activity without a visit stays internal. The line is clear, and both are counted.
The person who started an activity in the software is not always the one who did it. A manager confirms who did it and over which interval, within the activity's measured time, with no overlaps and a full revision history.
Attendance on its own says how long someone was there. Linked to visits and activities, it says what that time was spent on. That is what turns hours into evidence of work.
“A. Mbarga was present for 8 h 12 on Tuesday.”
Each clock-in and clock-out opens or closes a session, linked to the visit that produced it.
Sessions update the attendance sheet only if the day hasn't been corrected by hand, has no other evidence, and the payroll period is still open.
Confirmed intervals show the time actually spent on each activity, per person, and feed the reports.
Time away from the premises is proven by the outgoing visit's departures and returns, not assumed.
An amount owed must always say why it is owed, who owes it, who receives it, and which real event justifies it. The visit, the delivery or the submitted file is that event. VisitSoft links billing to this evidence, and never confuses what is owed with what is paid.
What you are owed and what you owe are recorded separately, with debtor, creditor, due date and currency.
A charge or invoice is linked to a visit, delivery, submission, appointment or service delivered. It can also exist without a visit.
Closing a visit settles nothing. The balance comes from confirmed payments: partial payments, one payment for several invoices, or an advance.
A unique number at issue, a fixed PDF and a versioned template in your branding, in French and English. Corrections go through a credit note, never an edit.
Reception starts the request, the cashier collects and issues the receipt, an approver authorises outgoing payments. Nobody approves their own spending.
One-off or recurring charges (monthly, quarterly, yearly), reminders before the due date, overdue tracking and ageing reports.
VisitSoft doesn't replace your general ledger: it provides the supporting evidence for it.
Your organisation's rules apply to the visit itself, at the right moment, and whether they were met is recorded with it.
Because every interaction is recorded the same way, figures compare across departments, sites and periods.
Expected, ongoing and completed visits, no-shows, cancellations and average duration.
Share of visits recorded in real time, entered afterwards or synced offline.
Feedback collected after the visit, by reason, department and host.
Which channel (website, WhatsApp, Google, referral) brings visits that lead somewhere.
Flagged people, incidents, overstays and overdue returns from missions.
Hours per activity and per person, with the evidence behind them.
An ERP describes what the organisation produces and bills. VisitSoft describes the encounters that make it possible, and keeps the relationships and points of contact that keep it moving.
| ERP | VisitSoft | |
|---|---|---|
| What it records | Orders, stock, accounting, payroll | Interactions: who met whom, why, and what came of it |
| Basic unit | The transaction or the document | The visit |
| People | Customer accounts and employee records | People who were there, each with a role and their own presence |
| Time | Hours declared | Hours linked to the visits and activities actually carried out |
| Evidence | What was entered | What really happened, with every correction justified |
| Relationship | A customer record | The full history of contact, visit after visit |
VisitSoft doesn't replace your ERP: it records the human side of it.
It is the record of a real interaction between your organisation and one or more people: who, where, when, why, with what authorisation, what was done and what came of it. It fulfils an appointment, an audience, a booking or a walk-in.
The incoming visit (a visitor comes to you: arrival then departure), the outgoing visit (your staff go on a mission: departure then return) and the workhours visit (your team clocks in then out).
The type says which way the interaction goes (incoming, outgoing, workhours). The mode says where it takes place: on site, off site, virtual or hybrid.
Because attendance on its own only gives the time someone was present. Linked to visits and activities, it shows what that time was spent on and who did what: it becomes evidence of work.
Yes, but never silently. Corrections keep the old value, who made them, when and why. A missed return from a mission can be recorded afterwards only once, with a justification.
A charge or invoice is linked to the activity that justifies it: a visit, delivery, submission or service. Finishing a visit doesn't count as payment: the balance comes from confirmed payments. You can also bill without a visit.
No. The ERP runs your business processes; VisitSoft runs the interactions that feed them. The two work together.
Tell us how you receive visitors today. We reply within one working day, in English or French.