KioskSelf-service tablet kiosk
A branded welcome screen at reception that registers the visitor, takes a photo and prints a badge. Ideal for walk-in visitors and busy lobbies, in Arabic or English.
TapPhotoHostBadge
Visitor Management System for Dubai & UAE
Secure your workplace. Welcome every visitor.
Zapio VMS is an all-in-one visitor management system for workplaces across Dubai, the UAE and the GCC. It covers self-service kiosks, mobile and QR check-in, digital NDA signing, visitor badges, security screening, emergency evacuation and employee attendance, with full Arabic support.
- Arabic & English
- Kiosk, mobile & QR check-in
- Free Starter plan
Self-service kioskMobile check-inQR pre-registrationDigital NDABadge printingWatchlist screeningHost notificationsEmergency evacuationEmployee attendanceMulti-locationArabic & English
One platform for every arrival
Visitor management software built for UAE workplaces
Replace paper logbooks and manual reception processes with a faster, safer and more professional visitor experience.
Zapio VMS manages visitors, contractors and employees from one centralized platform.
- Guests check in through a tablet kiosk, their own phone or a pre-registered QR code.
- Hosts are notified the moment they arrive.
- Registration, digital agreements, screening, badges, attendance and evacuation all run from the same system, so you always know who is on-site.
Across the UAE, businesses are moving from paper visitor books to digital visitor registration to give guests a better welcome and to know who is in the building at all times. Whether you run a single office in Dubai, a clinic in Abu Dhabi or a campus in Sharjah, Zapio VMS gives you one system for visitor check-in, contractor management, employee attendance and emergency evacuation, with full Arabic support.
- Visitor management system Dubai
- Visitor check-in UAE
- Contractor management
- Arabic visitor kiosk
3Ways to check in
Kiosk, mobile link or QR code
2Languages
Arabic and English, side by side
10Core modules
From pre-registration to evacuation
4Steps to go live
Sign up, customize, deploy, manage
AED0To get started
Free Starter plan for small offices
The visitor journey
From invitation to check-out, every step is digital
Zapio VMS automates the whole visit, so reception spends less time on paperwork and security always has an accurate record. It is the same simple journey for a client meeting in a Dubai office, a vendor at an Abu Dhabi hospital or a contractor at a Sharjah factory.
1Invite
The host pre-registers the guest and sends visit details.
2QR code
A unique QR code and reminder reach the visitor by email or SMS.
3Check in
The visitor scans at the kiosk or checks in from their phone.
4Screen & sign
Watchlist screening runs and the NDA is signed on screen.
5Badge & notify
A photo badge prints and the host gets an instant alert.
6Check out
Departure is logged and the visit joins the audit trail.
Powerful. Simple. Secure.
Everything you need in a visitor management system
Ten modules that cover the whole visit, built for offices, hospitals, schools, factories and government sites across Dubai, Abu Dhabi, Sharjah and the rest of the UAE. Choose a feature to see how it works at your reception.
ReceptionCheck-in successful · host notifiedSelf-service visitor check-in kiosk
Turn your reception into a modern self-service experience. Guests register, capture their photo, choose their host and finish check-in without waiting in line.
UAEIn busy lobbies across Dubai, Abu Dhabi and Sharjah, from Business Bay towers to free zone business centres, a visitor kiosk keeps morning peaks moving. The Zapio kiosk runs in Arabic and English and prints a visitor badge the moment check-in completes.
- Photo capture at check-in
- Host selection from your employee directory
- QR scan for pre-registered guests
- Arabic and English welcome screen
- Automatic visitor badge printing
- Instant host alert by SMS or email
ContactlessCheck-in link sent by SMSMobile visitor check-in
Give visitors a contactless experience. Guests check in from their own smartphone using an SMS or email link, which shortens queues and speeds up entry.
UAEMobile check-in suits clinics, schools and offices across the UAE that want a touch-free arrival. Visitors complete their details on the way in, so they reach reception already registered.
- Check-in link sent by SMS or email
- Nothing shared or touched at reception
- Visitor details captured before arrival
- Arabic and English forms
- Same live dashboard as the kiosk
- Host notified on arrival
Before arrivalQR scanned · welcome, AishaVisitor pre-registration & QR check-in
Hosts pre-register expected visitors and Zapio sends each one a unique QR code before arrival. At reception, a single scan completes check-in.
UAEIdeal for client meetings, interviews and contractor visits in Dubai's business districts. Guests arrive with their visit details and QR code on their phone, and reception knows exactly who to expect each day.
- Unique QR code for every visit
- Visit details sent by email or SMS
- Automated visit reminders
- Expected-visitor list for reception
- One-scan check-in at the kiosk
- Host notified when the guest scans
ComplianceNDA signed · stored with visitDigital NDA & agreement signing
Digitize NDAs, safety policies and visitor agreements. Visitors review and sign during check-in, and your organization keeps a digital record of every signature.
UAEFor UAE organizations that handle confidential information or run safety-critical sites, from financial firms to industrial facilities, every visitor signs the right document before entry, with no paper to file.
- NDAs, safety briefings and site rules
- Signed on the kiosk or the visitor’s phone
- Different documents per visitor type
- Agreements in Arabic or English
- Stored with each visit record
- Searchable when you need it
IdentificationBadge printed · VIS-0187Visitor badge printing
Automatically generate professional visitor badges with the visitor's photo, a QR code and host information, printed the moment check-in completes.
UAEA visible photo badge helps staff and security in schools, hospitals and office towers across the UAE tell guests from employees at a glance. Badge details come straight from the check-in record, so names and hosts are always correct.
- Visitor photo on every badge
- Name, company and host
- QR code linked to the visit
- Printed automatically at check-in
- Easy to spot guests on-site
- Basic printing on the free plan
SecurityWatchlist match · security alertedWatchlist & visitor screening
Zapio checks every check-in against your watchlist, identifies blocked or flagged visitors and alerts security when extra verification is needed.
UAEGovernment offices, banks and schools in the UAE need to know who is at the door before they come in. Screening runs automatically in the background, so genuine visitors are not slowed down.
- Automatic screening at check-in
- Blocked and flagged visitor lists
- Instant alerts to your security team
- Flagged visits highlighted on the dashboard
- Full record of every match
- Works with every check-in method
Safety40 of 42 marked safeEmergency evacuation management
Know exactly who is inside during an emergency. Security teams get a real-time headcount of visitors and employees and can account for everyone quickly.
UAEIn high-rise towers and large facilities across Dubai and Abu Dhabi, an accurate headcount matters when an alarm sounds. Zapio VMS supports your emergency procedures and drills with a live, floor-by-floor roll call.
- Real-time headcount
- Visitors and employees on one list
- Floor-level tracking
- Mark people safe at assembly
- See who is still unaccounted for
- Use it for drills and real events
WorkforceClocked in · 08:52Employee attendance
Manage employee check-in and check-out alongside visitors. QR-based attendance lets you monitor schedules and working hours from the same platform.
UAEUAE businesses that run visitor management and attendance on one platform get a complete picture of who is on-site, with one dashboard for HR, facilities and security instead of two separate systems.
- QR check-in and check-out for staff
- Working hours tracked automatically
- Schedules and overtime
- Attendance reports
- Included in evacuation headcounts
- Available on the Business plan
Scale5 locations reporting liveMulti-location visitor management
Run multiple offices, branches or facilities from one central administration platform while keeping location-specific settings.
UAEManage sites across Dubai, Abu Dhabi, Sharjah and the Northern Emirates, or across GCC countries, from one account. Each location keeps its own settings while head office sees activity everywhere.
- Central administration
- Location-level settings
- Shared employee directory
- Group-wide visitor visibility
- Start with one site, add more
- Custom quotes for larger estates
Regionalمرحباً بكم · WelcomeArabic & English interface
Visitors complete check-in in the language they prefer. The bilingual experience is designed for workplaces across the UAE and GCC.
UAEAn Arabic-first check-in shows respect for local visitors, while English serves the UAE’s international workforce. Zapio VMS gives every visitor the same clear experience in either language.
- Bilingual kiosk check-in
- Bilingual mobile check-in
- Visitor chooses on arrival
- Agreements in either language
- Designed for GCC workplaces
- Consistent across every location
Real-time visibility
Know who's in your building. Always.
One dashboard shows today's arrivals, who is on-site, who is expected and your evacuation status across every floor.
Reception dashboard · Dubai HQSample data
Checked in today12008:00 – 18:00
On-site now42Live
Expected today18Pre-registered
Needs review1Watchlist match
Arrivals by hour Peak 10:00 · 24 visitors
0
10
20
08091011121314151617
Visitor types
- Guests46%
- Contractors22%
- Deliveries18%
- Interviews14%
Evacuation roll call Drill
40/42marked safe
Ground12/12
Level 616/16
Level 1212/14
| Time | Visitor | Type | Host | Status |
|---|---|---|---|---|
| 10:14 | Omar Haddad | Guest | Priya Nair | ● On-site |
| 10:06 | Rashid Al Mansoori | Contractor | Facilities | ● Needs review |
| 09:52 | Lina Farouk | Interview | Daniel Mathew | ● Checked out |
| 11:30 | Aisha Rahman | Guest | Sarah Khan | ● Expected |
Illustrative example of the Zapio VMS reception dashboard.
A better check-in experience
Visitors love it. Receptionists love it more.
Offer three ways to check in and let each visitor use the one that suits them. Mix and match at every entrance, from a staffed tower lobby to a side gate or a small branch office with no receptionist.
KioskMobileMobile check-in by SMS or email
A contactless option where visitors complete check-in from their own phone before they reach the desk. Great for clinics, schools and peak arrival times.
LinkDetailsArrive
QR codeQR code for pre-registered guests
Expected visitors receive a unique QR code in advance and check in with one scan at the kiosk. Perfect for meetings, interviews and approved contractors.
InviteScanDone
Workplace security
Visitor security & compliance management
Gain real-time visibility into everyone entering and leaving your workplace.
For UAE organizations, visitor security is about more than a signature at the front desk. Zapio VMS keeps a photo, timestamp and host for every visit, screens visitors against your watchlist, records signed agreements and gives you a live list of who is inside, helping you apply your security and data protection policies consistently at every site.
Real-time visitor trackingSee who is on-site now and review visitor activity.
Watchlist screeningFlag restricted visitors automatically and alert security.
- Digital audit trail
Keep searchable records of every visit.
- Digital NDA & agreements
Capture acknowledgements and signatures digitally.
Emergency evacuationLive visitor and employee headcounts during emergencies.
Why businesses choose Zapio VMS
The paper logbook vs Zapio VMS
Paper logbooks, spreadsheets and phone calls leave gaps. They are slow at busy receptions, hard to search and expose previous visitors’ details. Zapio brings the whole visit into one secure, searchable system.
Paper logbook
Visitor recordHandwritten entries that are hard to read or search
Visitor recordDigital, searchable records with photo and timestamp
Host notificationReception phones around the office to find the host
Host notificationInstant SMS or email alert when the guest arrives
Who's on-siteUnknown until someone counts the pages
Who's on-siteLive dashboard of everyone in the building
AgreementsPaper NDAs filed in drawers
AgreementsSigned on screen and stored with the visit
BadgesHandwritten stickers anyone can copy
BadgesPrinted badges with photo, QR code and host
Emergency headcountA paper list someone has to grab on the way out
Emergency headcountReal-time roll call by floor, with people marked safe
Built for your industry
Visitor management solutions for every industry
Zapio VMS adapts to the way your workplace runs, from corporate offices and hospitals to schools, factories and government facilities. Each industry gets its own visitor types, check-in questions, agreements and security rules, so the system fits how UAE organizations in that sector actually work.
Corporate offices
Make a professional first impression and automate registration, host alerts, badges and check-out across one or many offices.
Learn more →
Hospitals & healthcare
Improve front-desk registration and see every visitor, vendor and contractor entering the premises.
Learn more →
Schools & universities
Digitize registration for parents, contractors and guests, and know who is on campus at any time.
Learn more →
Factories & industrial sites
Register visitors and contractors digitally, capture safety agreements and keep accurate site records.
Learn more →
Government offices
A structured digital journey with registration, screening, approvals, badges and audit records.
Learn more →
Co-working spaces
Deliver a polished reception across shared workplaces with digital check-in and central visitor records.
Learn more → Made for the region
Visitor management built for the UAE & GCC
Many visitor management platforms are designed around international workflows. Zapio VMS is designed around organizations operating in the UAE and the wider GCC.
Visitors see the same check-in in Arabic or English, and administrators manage every site from one place. Try the language switch on the kiosk to see it in action.
Our team is based at Aspin Tower in Dubai’s Financial Center area, so you get local onboarding and support in your time zone, by phone, email or WhatsApp.
Welcome to Dubai HQ
Please choose an option to check in
I'm a visitor I have a QR code DeliveryArabic & English
A bilingual visitor experience designed for GCC workplaces.
UAE-focused
Built around the visitor workflows of organizations in the region.
Multi-location
Manage offices and facilities from one central platform.
Scalable
Start with one workplace and expand as you grow.
Across the UAE
Visitor management across Dubai, Abu Dhabi, Sharjah and the Northern Emirates
One platform for workplaces in every emirate, with Arabic and English check-in and local support from our Dubai team.
Visitor management in Dubai
Business Bay, DIFC, Dubai Internet City, JLT and Dubai Silicon OasisOffice towers, free zone companies, hotels and co-working spaces that need fast, branded lobby check-in.
Explore Dubai →Visitor management in Abu Dhabi
Al Maryah Island, ADGM, Khalifa City and MussafahGovernment entities, hospitals and industrial sites that need structured registration, screening and records.
Explore Abu Dhabi →Visitor management in Sharjah
Al Majaz, University City and Sharjah’s industrial areasSchools, universities and manufacturers that need photo badges, contractor control and evacuation headcounts.
Explore Sharjah →Visitor management in the Northern Emirates
Ajman, Ras Al Khaimah, Fujairah and Umm Al QuwainFactories, logistics sites and branch offices that want simple self-service check-in without a full reception team.
Explore Northern Emirates →GCC-ready multi-location management
United Arab EmiratesSaudi ArabiaQatarOmanBahrainKuwait
Get started quickly
How Zapio visitor management works
Step 1Sign up
Create your Zapio VMS account, add your location and import your employee directory. Start free on the Starter plan.
Step 2Customize
Configure visitor types, check-in questions, NDAs, notifications, badges and branding in Arabic and English.
Step 3Deploy
Set up your tablet kiosk and badge printer at reception, and switch on QR and mobile check-in.
Step 4Manage
See who is on-site in real time, review visit history and manage every location from one dashboard.
Simple pricing. No surprises.
Visitor management system pricing
Start free and upgrade as your workplace grows. Choose the plan that matches your visitor volume, locations and requirements.
Small offices
Starter
For small offices getting started with digital visitor management.
Free
- 1 location
- 1 kiosk
- 50 check-ins/month
- Basic badge printing
- Email notifications
Growing teams
Business
For organizations that need unlimited check-ins and advanced visitor management.
AED 300 /month/location
- Unlimited check-ins
- Up to five kiosks
- Digital NDA
- Employee attendance
- SMS & email notifications
- Evacuation dashboard
- Arabic support
Multiple sites
Enterprise
For organizations that need a custom setup across several locations.
Custom
- Multiple locations
- Kiosk and hardware setup to suit you
- Tailored check-in workflows
- Quote based on your requirements
Plan prices exclude setup fees and SMS usage, which are charged separately. See full pricing →
What is a visitor management system?
A visitor management system is software that digitizes how organizations register, track and manage visitors. It replaces paper logbooks with digital check-in, visitor records, host notifications, badges and security workflows.
What is Zapio VMS?
Zapio VMS is a digital visitor management platform for workplaces in Dubai, the UAE and the GCC. It combines self-service kiosks, mobile and QR check-in, pre-registration, digital NDA signing, visitor badges, watchlist screening, emergency evacuation and more.
Can visitors check in using a QR code?
Yes. Hosts can pre-register visitors and send a QR code that guests scan for faster check-in when they arrive.
Does Zapio VMS support Arabic?
Yes. Zapio VMS supports Arabic and English, so visitors can complete check-in in their preferred language. This makes it well suited to workplaces across the UAE and GCC.
Can visitors check in using their mobile phones?
Yes. Visitors can check in from their mobile device through an SMS or email link, a contactless alternative to reception check-in.
Can Zapio VMS print visitor badges?
Yes. Zapio VMS prints visitor badges automatically, with the visitor's photo, a QR code and host details.
Does Zapio VMS support visitor pre-registration?
Yes. Employees and hosts can pre-register visitors before they arrive. Pre-registered guests receive a unique QR code, visit details and automated reminders.
Can Zapio VMS manage multiple locations?
Yes. Zapio VMS manages multiple locations through central administration, with location-level settings and a shared employee directory.
Does Zapio VMS support emergency evacuation?
Yes. The emergency evacuation function provides a real-time headcount, floor-level tracking and the ability to mark people safe.
Can Zapio VMS manage employee attendance?
Yes. Staff check in and out with QR codes, and you can track working hours, manage schedules and overtime, and generate attendance reports from one platform.
Is Zapio VMS suitable for small businesses?
Yes. The free Starter plan is aimed at small offices, and the Business plan adds capabilities for larger visitor volumes and more advanced requirements.
How much does Zapio VMS cost?
The Starter plan is free. The Business plan starts at AED 300 per month per location. For multiple locations, contact the team for a custom quote. Setup fees and SMS usage are charged separately.
Is Zapio VMS available across the UAE?
Yes. Zapio VMS is a cloud visitor management system designed for workplaces in Dubai, Abu Dhabi, Sharjah and the Northern Emirates, with multi-location support for organizations across the GCC.
Where is the Zapio VMS team based?
Our office is at #3001D Aspin Tower, Financial Center, Dubai. You can reach us on +971 52 708 1010 by phone or WhatsApp, or at hello@zapiovms.com.
What is the best visitor management system for small businesses in Dubai?
For small offices, Zapio VMS offers a free Starter plan with one location, one kiosk and up to 50 visitor check-ins a month, so you can replace the paper logbook without a monthly software fee.
Can Zapio VMS manage contractors as well as visitors?
Yes. Contractors can be pre-registered, sign safety agreements at check-in, receive photo badges and appear in the evacuation headcount, which suits factories, construction sites and facilities management teams in the UAE.
Does Zapio VMS replace the paper visitor logbook?
Yes. Zapio VMS replaces paper visitor books with digital registration, searchable visit records, printed badges and instant host notifications.
No questions match your search. Ask us on WhatsApp →
Ready to modernize your visitor experience?
Create a safer, smarter and more professional welcome for every visitor. Talk to our team about your workplace, visitor volume, locations and security requirements.