• Guest Management

Covid-19: Visitor Documentation With MATE

A Case Study

Zwei Frauen am Empfang eines Unternehmens

Chambers and offices, but also larger and smaller companies, have certainly not had an easy time during the recent months. Their important work is linked closely to personal contact - something that was not possible due to various regulations for the containment of the Corona Virus SARS-CoV-2. Until now! The MATE visitor registration helped the IHK Würzburg-Schweinfurt to reopen its doors for visitors.

The creation of security and hygiene concepts is an important topic at the moment, not only for events of all kinds. Also for public institutions, such as chambers of commerce, very special regulations for contact with visitors must be observed. One of these regulations is the "...obligation to keep a record of attendance with information on contact tracking of guests and service recipients...". (Senatskanzlei Berlin).

The institutions are free to decide how they implement this documentation in practice: analogue or digital. It is advisable to use a digital solution. This has numerous - not inconsiderable - advantages:

Data protection

In contrast to a public analog list, access to digital information can be controlled and restricted.

Data storage

Digital information can be stored securely, analog lists can be lost, misplaced or even stolen.

Data filtering

Digital information can be filtered quickly and easily and/or sorted by desired attributes.

Data publication

The data can be shared directly and digitally and published with authorities.

So, if an outbreak of Corona can be traced back to a specific source, it is possible to immediately determine who was in which areas on that day, with just a few clicks.

The IHK Würzburg-Schweinfurt has also opted for a digital solution and kindly shared its experience.

Registration form as attendance documentation

MATE's registration form can be used in many different ways, so you can easily document your visitors by simply customizing the form to serve as detailed attendance documentation.

By using a QR code, all visitors are directed to the registration form on the website of the IHK Würzburg-Schweinfurt. Here, all data necessary to trace chains of infections can be stored and it is always clear who is where and when.

IHK Schweinfurt Website zur Erfassung der Besucherdaten

To inform visitors about this possibility, the IHK Würzburg-Schweinfurt has created an information sheet. Documents like this can be sent to visitors or participants via the MATE communication tools. To ensure that everyone has received and read this information, the opening rates of the e-mail can be tracked.

"We've been trying to do visitor registration at the reception desk via MATE since the chamber opened and everyone is absolutely thrilled."

Julia Peter
Web Administratorin CMS and Design
IHK Würzburg-Schweinfurt

Bonus Feature: Live visitor tracking

With MATE you always know who is in the house or the venue at the moment. Thanks to our sophisticated check-in system*, live tracking is possible at any time. This is particularly important for controlling visitor flows and maintaining an overview.

*This feature is currently not yet used by the IHK Würzburg-Schweinfurt, but is available to all MATE customers.


Thanks to digital visitor documentation by MATE, the regulations of the federal states regarding the reception of visitors can be complied with. Visitor data is documented and can be retrieved at any time, while all data protection regulations are complied with.

If you are interested in our system, please get in touch.

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