Buyer's guide updated 26 October 2026
This guide was written by MyDesk and supplements the original content of the article. The product options are based on the current solution pages, the price overview and the customer cases linked below. Your specific modules and set-up are agreed in the offer.
MyDesk's benefits for host, guest and reception
MyDesk Guest registration collects expected visits, check-in and check-out in an overview for the reception. The host can prepare the visit in Outlook. The guest can be registered on the guest screen or with a QR code after setup, and the host can be notified via e-mail with the option of SMS as a supplement. The front desk can prepare groups and the guest's NDA or security instructions can be included at check-in. Agree on fields, language, messages and help on arrival so that the solution fits your company.
Compare an entire guest trip
Have all candidates show a pre-registered visit, an unannounced guest and a group visit. Find out if the guest can find their host, what happens if the host does not receive a message, and how the reception corrects a registration. Test check-out and possible delivery of cards. An unmanned reception requires an agreed contact path and a host who receives; self-service does not remove this responsibility. Screens, printers and digital guest cards must suit the chosen workflow.
Use documentation for your GDPR assessment
MyDesk's Security Center describes security and data processing and provides access to the documentation overview. Data processing agreement is included as standard, while certain documents are provided on request or under NDA. Review your purpose, required fields, access rights and storage rules together with the people responsible in the company. Distinguish between recording a guest's acceptance of security instructions and the processing basis for guest data. Avoid choosing based on a general claim about GDPR alone.
See concrete solutions before you choose
POWERCON uses MyDesk for guest registration on a screen in the lobby. Novafos has a setup with digital check-in, message to host and E-Ink guest card. The two examples show that digital guest reception can have different scopes. Compare software price, possible SMS consumption, screen, printer or digital cards individually, and have the selected parts confirmed in the offer.
What is a digital reception?
A digital reception supports the reception of guests with invitation and registration before the visit, check-in on arrival and message to the host. Agree who will help guests who are not invited in advance and how the reception will handle groups. The digital workflow must suit staffing, visitors and your safety rules.
Prepare for the visit
Pre-register the guest when the meeting and visit have been settled. Check the name, company, host and date, and add any lunch after your setup. Automatic pre-registration requires agreed settings; not all external meeting participants are necessarily physical guests.
Make arrival simple
Choose between self-service on the guest screen and registration at reception. The fields, language and appearance of the screen must suit your guests. When the guest checks in, the host can receive a message via the channels you have activated.
Distinguish between identification and access
Printed cards and digital E-Ink cards can make the guest recognizable in the house. A name card does not automatically open doors. Access cards require their own registration, issuance and return process as well as possible integration into the access system.
End the visit and protect data
Register check-out and get issued cards back. Clarify administrator access, storage and possible recognition of previous guests. Use your agreement and the Security Center for the assessment of data protection, rather than assuming that all modules process the same information.
Added November 9, 2026
The guide describes MyDesk's workflows, documented benefits and customer usage. The article was prepared by MyDesk.
Guest registration from Outlook for checkout
MyDesk is a Danish supplier of guest registration for offices. The visit can be prepared in Outlook, registered on arrival and followed in the reception's guest overview. Choose the steps and the hardware your reception needs.
- Before the visit: The host pre-registers the guest from Outlook. The reception can prepare more visitors by importing a guest list.
- Upon arrival: The guest checks in on a guest screen or with a QR code after setup. Any safety instructions or an NDA may be included at check-in.
- The reception: The host may receive an email about the arrival. SMS can be activated as a supplement. Also agree who the guest will contact if the host does not answer.
- On departure: Register check-out so that the reception overview reflects the status of the visit. E-Ink guest card can be reused for the next guest; print, digital cards and a course without a card are different options.
Se guest registration from Outlook and POWERCON's use of MyDesk for guest reception. A customer example describes the customer's solution; screens, maps and messages must be clarified for your own setup.
Do you want to compare guest registration?
Se the separate supplier comparison, if you are investigating several systems. Here in the guide you will find MyDesk's workflows, customer cases and documentation.
Where do you find documentation about guest data?
MyDesk's Security Center describes data processing and storage in the EU/EEA on Microsoft Azure as well as deletion after agreed storage periods. Data processing agreement is included as standard. The specific storage period, access and the necessary guest fields must fit the company's purpose and agreement.
- Data protection, encryption and storage: review what information is recorded and how deletion is handled.
- Hosting and data location: see the description of the Azure infrastructure in the EU/EEA.
- Identity and access: clarify who should have access to the reception's information.
- Subprocessors and data processor agreement and documentation overview: some documents are provided upon request or under NDA.
Use the material in the company's supplier assessment. Acceptance of an NDA on the guest screen is not in itself a basis for processing all guest information, and the guest list does not replace the company's emergency procedures.