Security and control in one system
Digital registration of persons entering the company premises, health and safety training, work permits, incidents, reports
Subcontractors, service technicians, drivers, couriers.
When they walk through your company’s gate, you are responsible for them.
HRcode Visits is a digital system for registering visitors, health and safety training, and visit records, created especially for companies where safety is a priority—such as manufacturing plants, construction sites, and logistics centers.
Visitors register themselves, undergo appropriate training, and pass a test. And you gain clarity: who came in, when, why—and whether they know the rules.
Instead of guesswork, you have data.
Instead of chaos, you have full control over every visit.
From the moment they walk in, visitors can see that they have come to a well-organized company, and you don’t have to worry about risks, but can greet them calmly and professionally.
And that’s just the beginning of what HRcode Visits can do.
Check them all out in the free demo version.
Why is it worth taking a close look at the HRcode Visits system?
Because when everything is working, it’s easy to forget how much can go wrong. But one oversight is enough – and an avalanche of problems begins…
No health and safety training = real danger
Imagine that a fitter from an external team enters the company.
The doorman forgets to give him a leaflet with health and safety rules, let alone add him to the list.
The visitor does not know that special procedures apply in the hall.
He does not know that a crane operates in a specific area and that the floor must be kept clear at all times.
He enters with his tools and leaves something on the ground.
He trips. Injury. Who is at fault?
Maybe him—but the legal responsibility will fall on you anyway.
And then there are reports, investigations, questions about documentation.
Was he trained? Did he sign a statement? Did he know the health and safety rules? And the avalanche of problems accelerates…
Audit without data = stress and panic
The audit is coming.
No one cares what you think. All that matters is:
– documents,
– signatures,
– tests,
– dates,
– and systems that work… or don’t.
If they don’t work, things get heated.
No report? No confirmation? You have a problem.
But where does this mess actually come from?
It starts at the very beginning—in a place that should be the simplest and most predictable…
Chaos in the reception area = chaos in the company
Couriers, visitors, subcontractors. A queue for the logbook.
The doorman is looking for a pen.
One employee writes down “Mr. Marek,” another writes “M. Kowalski.”
It is unclear who came in, at what time, and for what purpose.
It is unclear who completed the training and who did not.
And then, when something happens, you have no documentation, no evidence, and no peace of mind.
It is precisely these “little things” that explode when something goes wrong.
And then it doesn’t matter that the rest of the company is running smoothly.
Because in reality… it’s not about the paperwork.
It’s about people. It’s about your responsibility. And it’s about not being left alone with it.
HRcode Visits – Your digital safety buffer
It is a comprehensive tool for managing visitors in manufacturing, construction, and logistics companies—where every mistake can cost time, money, health, and even lives.
It is worth noting that HRcode Visits is not just about visitor registration and health and safety training.
It is a tool that also supports you where a regular system is no longer sufficient – in situations requiring the documentation of work permits, the creation of reports, and immediate response to incidents.
Key features of HRcode Visits
Registration – guest notification
Guests register themselves – via a link or QR code.
The intuitive interface immediately shows reception and security whether the visitor can enter the company premises.
And the host automatically receives a notification (SMS or email) that their guest has arrived.
Everything is recorded in clear reports – ready to be searched and exported.
The result? No more paper slips. Full control in real time.
E-training in occupational health and safety
Guests undergo e-training tailored to their role and risk in your company.
The built-in creator allows you to create your own screens with text, graphics, videos, exercises, and, above all, tests.
The training can have a specific validity period (e.g., 12 months).
The result? You can be sure that everyone knows the rules. No paperwork. No risk. No stress.
Work permits
You create and store digital permits for guests performing work in special conditions.
The form covers zones, hazards, and required authorizations.
You can print the generated permit or save it as a PDF.
The result? Everything is documented. Nothing is missing. Always ready for inspection.
Reports and analyses
One place to monitor visits, training, incidents, and permits.
Filtering, search engine, export to Excel—all in just a few clicks.
Advanced analytics help you detect patterns and plan preventive measures.
The result? Full control over security. And peace of mind during every inspection.
Integration with Microsoft Outlook — seamless coordination of visits
We designed HRcode Visits to fit into your organization’s everyday tools. Thanks to full integration with Microsoft Outlook, the process of inviting guests, notifying them, and assigning training courses is taken to a level where nothing needs to be done manually or by opening additional applications.
- Guest invitations can be sent directly from Outlook — the recipient receives an email notification with a link or QR code to register the guest in the HRcode Visits system.
- Once the visit is accepted, registration, health and safety training, or other required procedures can be automatically initiated — the guest will receive an email with tasks, and you will immediately have the information in your Outlook calendar.
- The Outlook calendar becomes a single point of reference: booking a visit, training, confirmations — all in a view you are familiar with.
- Thanks to synchronization with Outlook, you avoid double registrations, incorrect dates, or unplanned visits — which is a huge operational advantage in the manufacturing, construction, and logistics industries.
- You receive clear reports — who received the invitation, who accepted it, who came, and most importantly: all data goes to the HRcode Visits system and can be used for auditing, exporting, or analysis.
HRcode Visits is a solution designed for international organizations – the system is available in 41 European languages, so every employee can use it in their native language. What’s more, the platform is flexible and open to development – if necessary, it is possible to quickly add new language versions tailored to the specific needs of your company and its teams.
HRcode Visits supports connection to multiple systems via API and synchronization mechanisms. Integration with Outlook is done via a plug-in or add-on that can be configured in a short time – without the need to create separate processes or segregate information in several places. This allows companies like yours to move from paper-based or scattered visit and training workflows to a complete and centralized process – all in the same place where you invite, plan, and control.
Real change – felt every day
See what changes in companies after implementing HRcode Visits.
BEFORE IMPLEMENTATION
AFTER IMPLEMENTATION
🔴 The visitor wanders around the company because no one knows who he is or why he came.
🟢 Every guest is registered, trained, and assigned to a specific person.
🔴 A line forms at the reception desk because someone forgot to print the forms.
🟢 Registration takes 60 seconds – via a link or QR code.
🔴Health and safety training? Sometimes it happens, sometimes it doesn’t, because someone “turns a blind eye.”
🟢 Each guest not only completes role-specific e-training, but also passes a test.
🔴 The reports needed for the audit are created quickly, under stress, and with errors.
🟢 Data export takes a moment – everything is complete, up-to-date, and compliant.
🔴An incident occurred, but it is not clear exactly where, when, or who was involved.
🟢 Online incident reporting – with GPS, photo, video, and notification.
🔴 Health and safety training is chaotic. Visits from guests are stressful. Audits are a struggle for documents.
🟢 Everything runs like clockwork. And you can focus on your work—not paperwork.
With HRcode Visits, guests don’t feel like intruders, and you don’t treat them as potential threats.
But what really changes is not just the system…
It’s about your sense of peace and confidence.
Because HRcode Visits not only simplifies processes and ensures security, it also gives you what most companies lack: the feeling that you are one step ahead of the problem, rather than one step behind.
Finally, you can breathe easy
You no longer carry everything on your shoulders. The system works, you sleep peacefully. No more questions like, “Have I forgotten anything?”
You have everything under control
You don’t guess. You don’t triple-check.
You just know: who was there, what they did, and whether everything adds up.
You are not afraid of an audit
No need to worry. No need to frantically search for documents.
One click—and everything is there. Clean data. Peace of mind and a clear conscience.
Instead of fear, you feel pride
The guest is well looked after. From the very first minute, they know they are in the hands of professionals. That’s how they see you and your company.
You have more than time. You have space.
A space for planning, acting, and implementing changes.
Because you’re no longer stuck in emails, Excel spreadsheets, and reminders.
You are not the sole guardian of procedures
The system takes care of them with you, or rather for you.
It is not a rigid algorithm. It is your silent helper.
HRcode Visits acts as an invisible safety net. It stops everything that is dangerous. And it allows you to act in advance – not at the last minute.
That’s why…
HRcode Visits is used by companies that cannot afford accidents or incidents
Every year, there are 60,000 accidents in Polish workplaces.
At one of our clients, the Karczew branch of the international corporation Bunge, there has not been a single accident in four years.
And it’s not a matter of luck, but of consistency and a systematic approach to health and safety.
But in the past, this care came at a high price.
Safety specialists interrupted their work several times a day to train everyone who entered the plant.
No test.
No confirmation of knowledge.
Without any certainty that the rules would be understood and applied.
Everything changed after the implementation of HRcode Visits. The following were introduced:
- online training – accessible via a link or QR code on any device,
- role-specific tests – showing without any doubt who knows what,
- reports – always ready for inspection or audit.
“We thought it would completely block us. That the reception and concierge would be clogged up. And indeed, there was some excitement during the first week. After all, it was the security staff who informed us about the need to undergo training, and they are not necessarily specialists in new technologies.
However, my fears were unnecessary. Everything started working very quickly. I was in shock because I thought we would need a month to get started. And this ‘start-up’ lasted… half a week.
Today, it’s practically standard – it’s hard to imagine how it was before.”
Weronika Zdanowicz, Human Resources Manager at Bunge
You can find the whole story of the implementation of HRcode Visits at Bunge here.
This is how change begins: with a single implementation that shows that things can be done differently – more simply, more safely, more intelligently.
This is why HRcode is also chosen by other companies that want to streamline various time-consuming everyday processes.
Behind every change and every company there are specific needs. And specific questions.
Here are the answers to the most common questions asked by people like you – responsible, practical, and cautious.
Guests can register in several ways:
- via a link sent automatically from the system,
- via a QR code displayed on the premises (e.g., at the gate or reception desk),
- independently at a kiosk/tablet at the reception desk,
- or they can be registered by the inviting person (employee).
Yes. After creating an event in Outlook and selecting a location, the HRcode system automatically:
- creates a guest account,
- sends them an email with an invitation and training,
- provides an access code/QR code for on-site registration.
- (function described and confirmed in the presentation)
Yes. HRcode Visits allows you to freely define the fields that a visitor must fill in — from basic data to non-standard information (e.g., registration number, project name, department, required permissions).
The configuration of the system and creation of the first training courses usually takes from a few hours to one day, depending on the number and specificity of the content.
We provide technical support during business hours throughout the entire process of using the system. Administrators undergo training so that they can take full advantage of the HRcode Visits functionality.
You have the right to ask questions. You have the right to know.
But above all, you have the right to check.
Because no answer, even the most detailed one, will give you what your own experience can.
That is why we give you the opportunity to see for yourself how the system will work for you, without any risk. In your company. On your terms. With your people.
See the demo of HRcode Visits – a guest notification system
- Start the training as your guest would
- Check out the tests and reports
- Click through all the modules – on your computer, tablet, or phone
- No contract. No installation. No obligations.
You don’t have to buy blindly. We don’t expect you to take our word for it. Or to make a decision without checking it out first.
Just…
Fill out the form and get a free demo!
Fill out the form and get a free demo!
Frequently Asked Questions (FAQ) – HRcode Visits
Yes. HRcode Visits allows you to freely define the fields that a visitor must fill in — from basic data to non-standard information (e.g., registration number, project name, department, required permissions).
Yes. Security and reception have a simple interface with large Start/Stop buttons for visits and the ability to edit dates and times.
Yes, this is standard procedure. After registering, the visitor receives a link to a training course and knowledge test, which they must complete before arriving at the facility.
The platform supports:
- mp4 (video),
- mp3 (audio),
- PDF (instructions),
- SCORM 1.2 (international e-learning),
- content created in the H5P creator (slides, videos, exercises, interactions).
Yes. You can specify, for example, a 12-month validity period. After this time, the guest must repeat the training.
Yes. HRcode Visits has a comprehensive creator for:
- training courses,
- knowledge tests (8 types of questions),
- surveys,
- certificates,
- training paths.
Yes. Reports include:
- results of each attempt,
- question statistics,
- pass/fail statuses,
- export to Excel.
Yes. The “Permits” module allows you to:
- select the type of permit,
- specify the scope of work, risks, and requirements,
- generate a PDF for signature,
- save the history of permits for a given guest/customer,
- attach scans of signed documents.
Yes, the templates are fully customizable and tailored to the specific characteristics of the plant.
Yes. The system generates passes:
- with a QR code,
- in printable PDF format,
- or as a digital QR code displayed on a phone.
Yes, this is a standard feature. The list includes:
- visitors currently on the premises,
- their location,
- time of entry/exit.
Yes, via API. Integration allows you to, among other things:
- update guest locations on evacuation lists,
- automatically assign entry/exit based on card swipes,
- synchronize data from gates and readers.
The QR code contains embedded information about:
- the visitor’s identity,
- training status,
- pass validity,
- visit.
Security can verify it in a second.
Yes. If the training has not been completed:
- at the kiosk, the visitor will be asked to complete it,
- security will see that the training has not been completed and may refuse entry.
Automatic notifications include:
- guest registration,
- training assignment,
- training reminder,
- guest arrival at the reception desk,
- Outlook schedule changes (optional).
Reports include:
- visits (filtered by status, date, location),
- training (status, expiration dates, attempts),
- knowledge tests (attempts and results),
- work permits,
- incidents (video, photos, GPS).
Yes, all reports can be exported to Excel.
Yes. The product is developed by Smart Education International, a Polish company that has been operating on the market for 16 years.
The platform complies with:
- GDPR,
- European cybersecurity standards,
- data encryption,
- backups (daily database backup, weekly file backup).
On infrastructure in Europe (in accordance with the GDPR).
Usually 1–2 weeks, includes:
- graphic design customization,
- domain and alias configuration,
- administrator training,
- Outlook/SSO configuration (optional).
Polish and English are standard.
No — HRcode Visits works both:
- as a stationary system (reception/security),
- and as a mobile system (tablets, smartphones).
Automatic identification (RFID cards, etc.) is optional.
Benefits of implementing the HRcode platform
We combine HR requirements with innovative solutions. We tailor the platform to your requirements.
HRcode provides users with 24/7 access, and its appearance adapts to display on mobile devices.
We provide space for dialogue to ensure that the product precisely meets your expectations and development goals.
Check out our case studies
Adam Mickiewicz University – employee evaluation
Adam Mickiewicz University in Poznań currently uses three key HRcode tools that support the development of its employees.
Why choose HRcode?
A trusted partner for large companies
HRcode is a brand trusted by the largest companies in Poland. We build long-term relationships with our partners, which allows us to enjoy mutual trust when implementing joint projects.
„HRcode is very open to listening to our needs”
“We feel satisfied because people want to use it, and if that’s the case, it means they see the benefits for themselves. The second source of satisfaction is the awareness that we are actually changing this university.”
Klaudia Łęcka
HR Specialist at Adam Mickiewicz University in Poznań
“Full respect to you. Everything is always on time.”
“This is the most important element that we cared about – having a partner, not just a contractor. We immediately hit it off with Mr. Mariusz [Andreasik].”
Grzegorz T. Dokurno
President of the Management Board at AEDMAX.PL
“I am really very pleased.”
“I am really very satisfied. The implementation of HRcode Visits went very quickly – it ‘clicked’ very quickly. Today, it is practically the standard – it’s hard to imagine how it was before.”
Weronika Zdanowicz
Human Resources Manager at Bunge
