People. Workplaces. Accounted For.

It includes software and optional hardware to manage visitors, contractors and employees entering your sites. This covers digital sign-in, pre-registration, access rules, badge printing, real-time visibility, reporting and emergency evacuation support. For more detail, please refer to the sections above.

Yes, it is fully scalable. It can grow with your organisation or reduce in scope as needed, without requiring a complete overhaul.

Yes, all sensitive data within the software platform is fully encrypted using AWS (Amazon Web Services). You have full control over how long the data is retained. This can be from seven days all the way through to indefinitely, the choice is yours. 

Pricing varies vary depending on your specific needs. The final price depends on the options and subscriptions plans you select. Our pricing model includes software, hardware, setup, and installation costs. We offer flexible commercial agreements, including 36 or 60-month fixed-term contracts. You can choose a payment plan or direct purchase based on your preference. A no obligation quote will be provided following a conversation to understand what you are looking for alongside a demo.

The setup cost covers a full-service implementation of your chosen solution. This could include uploading your company address books, configuring access rules, registration workflows, templates, policies, notifications, site-specific settings, and setting up notifications via email and SMS. Our team also integrates the solution with your network and Active Directory settings, followed by comprehensive training to ensure the solution becomes an intuitive part of your operations.

Depending on the solutions you choose, additional charges from your mobile provider for SMS notifications may apply.

No, you can use your existing hardware, although we do not support third-party hardware. Choosing our hardware allows you to benefit from our team’s expertise, with one supplier and a single point of contact for a smooth experience. We offer various payment plans to spread the cost and reduce upfront expenses.

Installation is a collaborative process with our UK-based team. We work with you through each step, ensuring the solution is fully prepared for installation. Some pre-installation work may be conducted remotely before our engineers complete the setup on-site. Our extensive network of engineers across the UK handle all configurations, installations, and provide training (available both remotely and in-person).

We offer training tailored to your organisation's needs, available remotely, in-person and via e-learning. This training ensures that your team is confident in using the solutions effectively, with full support from our specialists.

Absolutely. We configure each site location according to its specific requirements, allowing centralised management of all sites. If you have multiple site owners, this creates a collaborative working environment where members can work together.

Yes, we offer tailored demonstrations. Our specialists will walk you through the functionalities (online or in-person) so you understand how the solution can meet your specific needs.

Yes, our visitor management system can integrate with existing systems, including HR, security and communication platforms. We work with your IT team to ensure integration aligns with your environment and processes.

Yes. Pitney Bowes hardware and software is built to meet the operational, security, sustainability, and compliance needs of UK public sector organisations. It supports procurement processes across councils, NHS trusts, and central government departments.

For ease of purchasing, these solutions are available through Lot 1 of the RM6280 Crown Commercial Service (CCS) framework which covers:

• Franking Machines
• Document Management hardware and software
• Incoming parcel and asset tracking and distribution (PitneyTrack® and PitneyLockers®)
• Visitor management (Pitney Bowes Smart Access Management®)
• Shipping software (PitneyShip®)

as well as approved third-party partnerships. This excludes our outsourced print and mail solution (Hybrid Mail). 

We regularly support public sector teams with their day-to-day operational and budgetary needs, helping them stay compliant, manage costs, and meet sustainability targets. With long-standing public sector experience, we understand procurement processes, support teams in making informed purchasing decisions and deliver the right-fit solution with confidence. To discuss your requirements, speak with our Client Success Managers on 0191 743 6671.

Yes. We regularly work with facilities management companies and outsourced service providers to deliver Pitney Bowes solutions, including our visitor management system. Whether your organisation leads the process directly or delegates it to your FM partner, we’ll coordinate with all parties involved to meet your delivery, installation and operational needs.