Streamline visitor check-ins with AI-powered automation
Swiftask integrates with WhosOnLocation to automate every step of the visitor journey: from invitations to final check-in.
Result:
Deliver a professional visitor experience while freeing your reception team from repetitive administrative tasks.
AI Agents
whosonlocation
Connector whosonlocation · Secure OAuth 2.0
Manual visitor management slows down your workplace
Managing arrivals, confirming meetings, and notifying hosts manually creates bottlenecks. Missed notifications are common, visitors are left waiting, and your brand image suffers.
Main negative impacts:
Fragmented visitor experience
Communication gaps or unnotified hosts create a poor first impression upon arrival.
Administrative burden
Reception staff spend excessive time sending confirmation emails and coordinating arrivals.
Compliance risks
Manual tracking of entries and exits lacks rigor, complicating security and audit processes.
With Swiftask and WhosOnLocation, your AI agent takes over. It automatically handles communications, notifies hosts in real-time, and ensures a seamless, secure visitor flow.
BEFORE / AFTER
What changes with Swiftask
Manual Management
A visitor arrives, reception calls the host. The host is in a meeting, the visitor waits in the lobby. Security details are collected on paper.
Swiftask Automation
Upon checking in via WhosOnLocation, the Swiftask agent instantly notifies the host via Teams/Slack, sends access instructions to the visitor, and updates the registry.
4 steps to automate your lobby
1
STEP 1 : Connect WhosOnLocation to Swiftask
Use our native connectors to link your WhosOnLocation account to your Swiftask workspace in just a few clicks.
2
STEP 2 : Define communication rules
Configure triggers (e.g., new visitor, check-in completed) and associated messages.
3
STEP 3 : Customize AI interactions
Set the tone and content of messages sent automatically to visitors and employees.
4
STEP 4 : Activate and monitor
Launch the automation and track visitor flows in real-time from your Swiftask dashboard.
What your AI agent can do for reception
The agent analyzes visitor type, host status, and security requirements to adapt communications.
- Target connector: The agent performs the right actions in whosonlocation based on event context.
- Automated actions: Automatic host notifications. Personalized welcome emails. Safety instruction reminders. Automatic visitor log updates.
- Native governance: All communications are centralized and logged for full compliance and auditability.
Each action is contextualized and executed automatically at the right time.
Each Swiftask agent uses a dedicated identity (e.g. agent-whosonlocation@swiftask.ai ). You keep full visibility on every action and every sent message.
Key takeaway: The agent automates repetitive decisions and leaves high-value actions to your teams.
Why automate your visitor management?
Modernized brand image
A digitized, fast, and professional welcome that impresses visitors from the moment they arrive.
Operational time savings
Eliminate manual secretarial tasks to focus on high-value strategic work.
Enhanced security
A precise visitor log, instantly updated by the AI agent.
Increased reactivity
Hosts are notified instantly, drastically reducing lobby wait times.
Scalability
Manage as many visitors as needed without increasing your headcount.
Privacy and compliance
Swiftask applies enterprise-grade security standards for your whosonlocation automations.
- Secure data handling: Visitor information is processed according to the strictest security standards.
- GDPR compliance: Transparent management of personal data in accordance with current regulations.
- Full audit log: Detailed history of every interaction and notification sent by the agent.
- Controlled access: Granular permission management for system administrators.
To learn more about compliance, visit the Swiftask governance page for detailed security architecture information.
RESULTS
Impact on your efficiency
| Metric | Before | After |
|---|---|---|
| Average check-in time | 5-10 minutes | Under 1 minute |
| Host notifications | Manual (phone/email) | Automated (instant) |
| Coordination errors | Frequent | Zero |
Take action with whosonlocation
Deliver a professional visitor experience while freeing your reception team from repetitive administrative tasks.