VizMan: What's New (Release of 11 November 2026)

Your front desk is often the first thing a visitor sees of your organisation. It should feel effortless for them, and it should keep you in control. The 11 November 2026 update of VizMan was built around exactly that: more clarity for your visitors, more context for your hosts, and fewer steps for your admins.

This release brings four new capabilities, a set of improvements to the visitor form, bulk import and notification emails, nine fixes, and further protections for your data. Almost everything is already working in your account. The one thing that needs a quick conversation with us is the visitor privacy notice, and we explain how to set that up below.

Use this guide in whichever way suits you. If you only have a minute, read At a Glance and What You Need to Do. If you manage VizMan for your organisation, the feature sections and the FAQ go into the detail. And if you want every change in one place, the Full Change List near the end has it.

At a Glance

New Features

1. Show visitors your privacy notice, and keep the proof

What's new. Visitors now see your organisation's privacy notice before they share their details, and their consent is recorded.

Why it matters. People are rightly more careful about who holds their personal details. Showing your notice up front tells every visitor how their information will be handled, before they type a single thing. The recorded consent gives your organisation a clear record that the notice was shown and accepted.

Picture this. A visitor arrives at your reception and scans your check-in QR code. Before the form asks for their name or mobile number, they see your organisation's privacy notice. They agree, and carry on. No paper forms, no awkward conversation at the desk.

How to set it up

1. Decide whether you want to set up a new notice or change the one you already have.
2. Contact the VizMan support team and share your organisation name.
3. Tell them what you'd like, and the support team will take it from there.

2. Give every visit its context with host remarks

What's new. Hosts can now add a remark to a visit. A visit rarely ends with just "in" and "out", and a short note can capture what actually happened.

When a host can add a remark

• At Meeting In, when the visit starts
• At Meeting Out, when the visit ends
• When rejecting a visit
• When rescheduling a visit

Admins and receptionists can add a remark too. Their remark never overwrites the host's own, so the host's note always stays intact.

Where remarks appear. Every remark shows as its own column in your visitor reports, and in the visit details. The context travels with the visit, so anyone who looks at it later sees the full picture without having to ask.

Picture this. A host rejects a visit and adds a remark saying the visitor should come back next week. Weeks later, when someone reviews the visitor report, the reason is sitting right next to the visit.

A tip for your team. Short, factual remarks are the most useful ones. A line or two that someone else could understand at a glance works better than a long note.

3. Regenerate your QR code anytime

What's new. Admins can regenerate the check-in QR code and poster straight from the app, whenever they need a fresh one. We've also improved the poster layout so the footer no longer overlaps the content.

Why it matters. Your QR code and poster are how visitors begin their check-in. Being able to refresh them yourself, without waiting on anyone, keeps that front door in your hands.

How to regenerate your QR code

1. Log in to your VizMan account with your registered Admin credentials.
2. Click your name in the top-right corner, then select Admin Access.
3. In the Admin Access menu, select Regenerate QR.

Once you have your new poster, place it where your visitors check in.

4. Flexible subscription terms

What's new. Plans with custom durations are now shown and counted correctly.

Why it matters. Not every organisation fits a standard plan length. If yours doesn't, what you see in your account now matches the plan you actually have.

Improvements

A visitor form that is easier to manage

Your visitor form is the heart of your check-in, so it should be simple to maintain. This release makes three changes to how you manage it.

Bulk visitor import, made smoother

If you pre-register visitors in bulk, the import has become friendlier and more forgiving.

• A template that matches your form. The import template follows your own visitor form, including your own field names.
• VIP column removed. The VIP column is no longer part of the template.
• Mistakes surface early. Mobile numbers are checked as you type them.
• Dates are optional. Rows without a date are imported as today's visits.
• Photo fields won't get in the way. They no longer block an import.

A quick checklist before you import

1. Use the updated import template, so the columns match your visitor form.
2. Remove the VIP column if you are working from an older file.
3. Leave the date blank if the visit is for today.
4. Check your mobile numbers as you enter them.

Emails and calendar invites

• Calendar invites that stay put. Reschedule emails now update the existing calendar invite instead of cancelling it, so a changed visit stays on everyone's calendar.
• Emails that are easier to tell apart. Each email now has its own subject line, so you can recognise what it's about before you open it.
• Up-to-date support details. The support contact details in emails have been updated.

Meeting In and Meeting Out

These actions are now available to the host of the visit only, so the person the visitor came to see is the one who starts and ends the meeting.

Fixes

Nine fixes in this release, grouped by where you'll notice them.

Subscriptions and sign-in

• Renewed, but shown "subscription expired". Some customers who had renewed were wrongly shown a "subscription expired" message after logging in. This is fixed.
• Removed employees. Employees who have been removed no longer appear as approvers and can no longer sign in.

Visit details and entry

• ID proof and photo proof. They now show correctly in visit details, and adding a new photo no longer removes the existing one.
• Entry codes. A visit waiting for approval no longer receives an entry code until it is approved.
• Self check-ins. Self check-in visits are recorded correctly as self check-ins.

Accounts and messages

• Change of ownership. After a change of ownership, the new owner can receive visitors straight away.
• Welcome email. It now shows the correct role.
• Company details. They now show the pincode and location.
• Check-in OTP message. It reads correctly when the visitor's name hasn't been entered.

Security and Privacy

This release also includes further protections that keep each organisation's data separate and private. You don't need to do anything to benefit from them.

Alongside the new visitor privacy notice and recorded consent, a few other changes in this release also support responsible handling of visitor information:

• Removed employees no longer appear as approvers and can no longer sign in.
• Visits waiting for approval don't receive an entry code until approved.
• Meeting In and Meeting Out are limited to the host of the visit.

What's New for Your Role

If you are an Admin

• Ask support to set up or change your visitor privacy notice.
• Regenerate your QR code and poster from Admin Access whenever you need to.
• Manage dropdown options together with each field in Visitor Form settings.
• Use the updated bulk import template, which follows your form.

If you are a Receptionist

• Add a remark to a visit without overwriting the host's own remark.
• Import visitors in bulk with fewer interruptions: no VIP column, optional dates and photo fields that don't block the import.

If you are a Host

• Add a remark at Meeting In or Meeting Out, or when rejecting or rescheduling a visit.
• Meeting In and Meeting Out are now yours alone for the visits you host.
• Rescheduling a visit now updates your existing calendar invite instead of cancelling it.

If you are a Visitor

• You'll see the organisation's privacy notice before you share your details.

What You Need to Do

1. Nothing, for most of this release. The improvements and fixes apply automatically.
2. If you want a visitor privacy notice, contact the VizMan support team with your organisation name.
3. If you use bulk visitor import, use the updated template so it matches your visitor form. The VIP column is no longer part of it.
4. If you need a fresh QR code or poster, an Admin can regenerate it from Admin Access.

FAQ

General

Do I need to do anything to get these changes?
No. This release applies automatically. The one exception is the visitor privacy notice: contact support if you'd like to set it up or change it.

What is in the 11 November 2026 release?
Four new features (visitor privacy notice, host remarks, Regenerate QR and flexible subscription terms), improvements to the visitor form, bulk import, emails and calendar invites, nine fixes, and further protections for your data.

Who do I contact if I have a question?
Reach out to the VizMan support team and include your organisation name.

Visitor privacy notice

How do I set up or change my visitor privacy notice?
Contact the VizMan support team with your organisation name and tell them you'd like to set up or change your notice.

What do visitors see?
Visitors see your organisation's privacy notice before they share their details.

Is the visitor's consent recorded?
Yes. Their consent is recorded.

Do visitors have to do anything differently?
They'll see your privacy notice before they share their details. Everything else about checking in stays familiar.

Host remarks

Who can add a remark on a visit?
The host can add a remark at Meeting In or Meeting Out, or when rejecting or rescheduling a visit. Admins and receptionists can add one too.

Can an admin or receptionist overwrite the host's remark?
No. They can add their own remark, but they cannot overwrite the host's.

Where can I see remarks?
Remarks appear as a fixed column in visitor reports and in the visit details.

QR code and poster

How do I regenerate my QR code and poster?
As an Admin, click your name in the top-right corner, select Admin Access, then choose Regenerate QR.

What changed on the poster?
The layout has been improved so the footer no longer overlaps the content.

Visitor form and bulk import

Where do I manage dropdown options now?
Together with each field in Visitor Form settings.

Will the names I save for standard fields reset?
No. Standard fields always show a name, and the names you save no longer reset to the default.

Does the bulk import template match my visitor form?
Yes. The template follows your visitor form, including your own field names.

What happened to the VIP column in bulk import?
It has been removed from the import template.

What happens to rows without a date?
They are imported as today's visits.

Will a photo field stop my bulk import?
No. Photo fields no longer block an import.

Are mobile numbers checked during import?
Yes. Mobile numbers are checked as you type them.

Meetings, emails and calendar invites

Who can use Meeting In and Meeting Out now?
Only the host of that visit.

Will a rescheduled visit cancel the calendar invite?
No. Reschedule emails now update the existing calendar invite instead of cancelling it.

Why does each email have a different subject line now?
So the emails are easier to tell apart. Each email now has its own subject line.

Accounts, subscriptions and data

I renewed my subscription but saw a "subscription expired" message. Is that fixed?
Yes. Some customers who had renewed were wrongly shown this message after logging in, and that has been fixed.

Do plans with custom durations work correctly now?
Yes. Plans with custom durations are now shown and counted correctly.

What happens to employees who have been removed?
They no longer appear as approvers and can no longer sign in.

When does a visit get its entry code?
A visit waiting for approval doesn't receive an entry code until it is approved.

Is my organisation's data kept separate from others?
Yes. This release includes further protections that keep each organisation's data separate and private, and you don't need to do anything to get them.

Full Change List

Every change in this release, in one place.

Need Help?

If you have questions about anything in this release, or you'd like to set up your organisation's visitor privacy notice, reach out to the VizMan support team with your organisation name. We're happy to help.

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