Free Trial.

You can sign up online here. Simply choose which edition you would like to try and fill in our request form. It only takes a minute, and you’ll have access to our live chat on the dashboard to ask any immediate questions.
You’ll receive a 14-day free trial with any e-Reception Book licence.
You will have full access to all the e-Reception Book features, including the dashboard, Companion app and the ability for visitors to sign in via the iPad if you already have a device available.
You do not need an iPad to experience the trial as you can still use the dashboard to check-in visitors on PC or laptop. However, to experience the full capabilities of e-Reception Book, we recommend using an iPad for your trial.
To use the front-end of the system, you will need to ensure the iPad is running on the current iOS or two versions below.
We will contact you when your 14-day trial comes to an end and ask if you would like to purchase an e-Reception Book subscription.
The dashboard is accessible on the latest web-based platforms. We suggest using Google Chrome to access the e-Reception Book dashboard.

Pricing and Billing.

Our licences start from as little as £299.99 ex VAT per 12-month subscription. If you wish to purchase a multi-year licence, we will be able to offer a discount on our licence plans. Please contact your sales representative for detailed costs.
Our 24-month contract offers a 10% discount, and our 36-month contract offers a 15% discount on the total licence cost.
Our professional licence offers additional features to our business licence. Please click here to view a comparison table.
We issue an invoice for payment, which can either be paid by BACs or online debit/credit card.
The system is priced via location/site. We dictate a site by how it is evacuated; one site can have multiple devices while operating off one licence.
However, if the buildings are evacuated separately, this would come under multiple site licences. There is no additional charge for multiple devices on one site licence.
Besides the costs for the licence and hardware, we provide a one-off fee that includes both your initial setup and full account management and support throughout the duration of your licence.
We can offer a full e-Reception Book package cost which includes the software licence, iPad device & secure stand if requested. However, you don't have to get the hardware from us. If you prefer, you can buy it separately.
If you wish to resell e-Reception Book to your client network, click here to learn more about our reseller program. To qualify for the program, you must have at least 10 sites within the initial 12-month period.
If you're an existing e-Reception Book and would like to add more sites, please contact us via live chat or at support@mediabasedirect.com. We will get in touch with you to enquire whether you would prefer the new site to be added to your existing account or created as a new one.
You can link unlimited devices to a one-site licence to cover multiple entrances and exits, at no additional charge to your licence.
There is no restriction on the number of staff members who can use e-Reception Book. There are also no restrictions on the number of emails and notifications that can be sent.
We're sorry to hear you're considering cancelling your e-Reception Book subscription.

If there's anything specific leading to your decision that we can help with, please let us know. We're here to assist. However, if you decide to proceed with the cancellation, you can do so by emailing us at support@mediabasedirect.com

Printing.

We suggest the Brother QL-820NWB printer. This printer provides both Bluetooth and IP printing connectivity options, and features a built-in display.
The Brother QL-820NWB printer offers black and white, and the choice to print in red. Thermal printing incorporates all the necessary technology within the roll, eliminating the need to purchase ink cartridges.
Yes, you can design your own visitor badges on the e-Reception Book dashboard using our template and print these after visitor check-in.
The Brother QL-820NWB printers can establish connections through IP Printing or Bluetooth. When connecting via Ethernet or wireless, both the iPad and printer must be on the same network.
Alternatively, Bluetooth connections are swift and straightforward and do not require the devices to be on the same WiFi network; however, it's important to note that a printer can only be linked to a single iPad at any given time.
Click here to purchase additional label rolls for your compatible printer.
If you need some assistance in setting up the Brother Printer to link with e-Reception Book. We have a help article you can access that guides you on how to set up and link the two platforms.

Stands.

We provide a desk-mounted stand designed for placement on your reception desk. Additionally, we have a premium selection of various stands, including floor-standing and wall-mounted options, through our partnership with Bouncepad.
Both our desk-mounted stand and the range from Bouncepad come in two colour options: black or white.
Our stands make it simple to charge your iPad without removing it. You can easily feed the charging cable through the stand to the iPad.
The Bouncepad models also let you run the iPad's charging cable through the stand's neck or base, depending on the design. This way, your iPad can stay charged all the time, without affecting the look or security of your reception area.
Bouncepads are lockable from the back and come with two keys and a stainless steel or aluminium faceplate. For unmounted stand options, Bouncepads also support Kensington locks for added security.
If you plan to use your own iPad, please inform us of its model when ordering your Bouncepad. We'll provide the appropriate size of the desk-mounted faceplate or Bouncepad that fits your device.
Should you upgrade to a different iPad model later, you can order a new fixing kit instead of replacing the entire stand, provided the screen size remains the same.

iPad Device.

If you would like to use the front-end of e-Reception Book, you will require an iPad. This can be purchased directly through us. Alternatively, you are free to provide your own iPad.
e-Reception Book is an iPad-based system that can work fully offline. When your device is offline, all visitor data is stored on the device, awaiting upload to the dashboard. Once the tablet identifies a network connection, all visitor details will securely upload to your dashboard.
There is no restriction on the number of devices you can link to a single account. If your workplace has multiple entry and exit locations, we recommend setting up an iPad device at each entrance to optimise the check-in process for maximum efficiency.
We've chosen to exclusively run e-Reception Book on iPad devices because Apple has superior data security measures when compared to Android or Windows. Since our app collects visitor information, ensuring data security and encryption is vital for our product. We've opted for the more secure and reliable solution to protect this crucial aspect of our service.
We recommend your iPad running two versions behind what ever the current IOS. This is subject to change as Apple release new updates.

Data Security.

e-Reception Book acts as your data processor for visitor data. Our responsibilities include ensuring your data is secure, providing transparency around where the data is stored and providing features to allow you to control your data in line with your GDPR policies.
You have full control over your data including retention periods and select data deletion. Emails that are sent from the system to visitors also contain unsubscribe links, ensuring that they have full control over messages they receive.
ISO 27001 is a specification for an Information Security Management System (ISMS) as defined by the International Organisation for Standardisation (ISO).
It’s a framework of policies and procedures that includes all legal, physical and technical controls involved in an organisation's information risk management processes. View our ISO27001 certificate here.
After conducting a comprehensive and meticulous audit of our procedures and frameworks, in collaboration with one of the leading institutions – BSI (British Standards Institution), we are proud to announce that we have achieved the ISO/IEC 27001 accreditation.
This prestigious international standard recognises our commitment to information security, reflecting our dedication to maintaining the highest standards in protecting and managing information.
Your data is encrypted at rest by default which is part of our ISO accreditation. Data is also transmitted between device and server via an encrypted channel ensuring data security.
With e-Reception Book, you have the control to manage the duration for which your visitor and staff check-in records are kept. We offer the capability to set an automatic data retention period for your e-Reception Book data, giving you full control over the length of time your check-in history is stored.
This feature ensures that your records are maintained for the exact period you require, in accordance with your specific data retention policies or compliance needs, enhancing both the organisation and security of your data management.
Your data is hosted on our private cloud server using our partner Digital Ocean. The private cloud server is based in the EU and meets all ISO and data security guidelines. For more information on Digital Ocean, please visit their website.
Absolutely! The Data Security & Protection Toolkit is an online self-assessment tool that enables organisations to assess their adherence to the National Data Guardian's 10 data security standards.
In the United Kingdom, every organisation with access to patient data and systems is required to complete the NHS Data Security & Protection Toolkit. This ensures they maintain high standards of data security and handle personal information with utmost care.
We are continuously implementing new functionalities to assist you in overseeing the privacy and security of your staff and visitors. Should you need further details, do not hesitate to reach out to us at support@mediabasedirect.com.

Integrations.

Yes, we support integration with some of the most widely used MIS systems, including SIMS, Arbor and RM Integris. Our integration allows for both read and write access so that data captured in the e-Reception Book can be automatically synced with your MIS.
We are currently developing an open API for a target of release in 2024.
We will provide documentation for our open API. While we aim to complete this by Q1 2025, there is no set completion date at this time.
After linking up with Wonde and enabling the write-back feature, e-Reception Book will quickly update your MIS with any changes to student and staff details, typically within minutes.
We've expanded the capabilities of e-Reception Book by introducing an integration feature with the Nourish Care Management platform.
This integration enhances the efficiency of digital care management by automating the synchronisation of data across systems, ensuring that information, along with employee and resident timelines, are kept up-to-date on the Nourish dashboard.
Yes, e-Reception Book integrates with Office 365, providing seamless user management, single sign-on (SSO), and improved workflow automation for your organisation.
Yes, e-Reception Book integrates with Autumna, synchronising real-time visitor reviews from e-Reception Book to your premium Autumna profile. To set up this integration, please refer to our detailed help article.

Companion App.

You can download our Companion app from the Google Play Store or Apple Store on your IOS or Android device.
You can download our Companion app on any IOS or Android device.
There is no restriction on the number of staff members who can utilise the Companion app. You can effortlessly add your entire staff list to the dashboard and swiftly send out Companion app details with just a single click.
This seamless process ensures that all your staff members can access and use the app without any limitations.
Certainly, you have the option to revoke a staff member's access to the Companion app. This can be done by reassigning them to a role that doesn't include Companion app access, directly from your e-Reception Book dashboard.

This feature allows you to easily manage and control access permissions for each staff member.
Certainly, we have a Companion app guide available. You can access it by clicking here. This guide provides detailed instructions on how each feature of e-Reception Book functions.
Absolutely! In addition to our Apple app, we offer an Android version available for download. Click here to access it on the Google Play Store.

Support.

If you've purchased our one-time setup and support package, your licence comes with comprehensive account management support, starting from the initial setup and continuing through to the renewal process.
If you ever have any enquiries or need to make changes to your e-Reception Book, your dedicated account manager will be available to assist you.
As part of your agreement, we provide support via telephone, email, and Live Chat. For the quickest and most efficient support, we highly recommend using the Live Chat feature available on your dashboard.
By joining e-Reception Book, you'll be included in our customer mailing list. You'll receive emails from us on a fortnightly basis, covering everything from updates about our products to requests for your input via surveys.
To get in touch with our dedicated support team, please email support@mediabasedirect.com. Alternatively, please call on 01489 336390.
Our support team is available Monday to Friday, from 9:00 AM to 5:30 PM.
However, if you do get in touch outside of these hours, the team will be in touch as soon as possible.

Visitor Features.

e-Reception Book's pre-registration feature simplifies the check-in process by allowing visitors to be registered before they arrive.

There are two types:

Standard pre-registration: For single visits within a designated time

Pre-approved: For those who need regular access, like cleaners or family members, enabling them to enter multiple times without needing new approvals each visit.

This makes the system user-friendly and efficient for both occasional and frequent visitors.
e-Reception Book offers a reporting tool that allows you to generate and export reports as CSV files.

You can also schedule these reports for regular intervals, specifying the date range and time you need, via the dashboard.
e-Reception Book includes visitor categories, allowing you to create distinct check-in sequences for various visitor types.

For example, contractors might undergo a comprehensive check-in process, including document signings and site rule agreements, whereas interviewees experience a more concise check-in that collects only necessary details.
Our e-Reception Book includes a feature for dashboard users to access and utilise a comprehensive statistics tool.
Each account comes with a pre-designed default statistics page, and you have the flexibility to create additional custom statistics using our selection tool and specifying date ranges to suit your needs.
Our platform includes a specialised document management feature, allowing you to modify, create, remove, and sign documents within our visitor management system.
Once documents are linked to a specific category, visitors have the option to agree, proceed, or sign these documents directly on the iPad during their check-in process.
Each licence comes with an exclusive fire evacuation mode, enabling real-time monitoring of everyone in your facility on various devices.

Activating this mode initiates the drill, allowing you to mark individuals as safe with a simple tick. Post-drill, a report summarising location and duration is generated.
Each licence features bespoke visitor email alerts, which are sent out during their visit, covering everything from invitations to check-in prompts. These emails can be tailored directly from your dashboard.
e-Reception Book features a visitor history function, allowing your site to access a comprehensive historical record of all visitors.

This includes the ability to adjust the date range and examine detailed past data for individual visitors.
Our system includes an 'Attention Pop-up' feature, enabling sites to display a mandatory document for visitor agreement before check-in.

In addition, we provide the option to incorporate bespoke questions into the check-in procedure, serving as a preliminary check to ensure visitors meet specific criteria.
Within the e-Reception Book dashboard, you have the capability to set up feedback questions selected from available options. Once enabled, these questions will appear on the iPad for visitors to respond to during their check-out process.

The feedback gathered can then be reviewed from the feedback summary screen on your dashboard.
Our platform offers a dashboard-based check-in feature that allows for quick and easy check-in of visitors directly from the dashboard, ideal for those preferring a more traditional, corporate check-in approach without the use of iPad devices.
The e-Reception Book does provide you with the option to capture visitor photos as they are checking into your building. This can be enabled or disabled depending on your workplace needs.
Yes, you can access and monitor check-ins for multiple locations using a single login, making site management more efficient and streamlined.

Staff Features.

e-Reception Book offers a reporting tool that allows you to generate and export staff data reports as CSV files. You can schedule these reports for regular intervals, specifying the date range and time you need, via the dashboard.
The e-Reception Book dashboard allows you to keep track of staff schedules and ensure staff are available at all times to attend to visitors.
This allows you to keep accurate records of attendance, track performance and resolve any scheduling conflicts.
Our RFID check-in feature allows staff members to check in and out of your building using their existing access control fobs and cards.
This allows your staff to use the same fobs and cards they already have for building access and provides a secure, easy way of checking in and out every day.
Yes, staff members can connect multiple fobs to their e-Reception Book account, providing flexibility and convenience.
The e-Reception Book Companion app can be used by staff to check in both in the workplace, and when working from home.
When working from home, all your staff need to do is load up their Companion app, which will take them to a screen with the button ‘Check In’. Once they confirm their location, they will be checked in instantly.
When an invited or pre-approved visitor checks into your building and is visiting a specific member of staff, they will be automatically notified via email of their arrival.
When in both ‘Fire Escape’ and ‘Evacuation Mode’, you will be able to view a full list of all staff members who are currently checked into your site. In both modes, you have the ability to mark individual or multiple staff members as ‘Safe’.
Yes, the fire evacuation list can be accessed via the e-Reception Book dashboard on desktop. Alternatively, staff members can use their mobile Companion App to keep a real-time log of who is still within the building and who is safe.
All staff data is stored in a centralised, secure cloud-based server. This makes it easily accessible for searching and analysing your data. This eliminates the need for multiple paper books.
Ahead of time, staff are able to pre-approve a visitors’ arrival on the e-Reception Book dashboard. Visitors can use this pre-approved invite to check in using the QR code on the email, and see more information regarding their visit.
Pre-approved visitors can come at anytime and their QR code can be used unlimited times.
The e-Reception Book dashboard allows staff members to send an invite to their visitors ahead of their arrival, which their visitors can then use to gain more information on their visit ahead of time, as well as use the QR code provided on the invite to check-in.
There is no limit to the number of staff members who can use the Companion app. Feel free to have as many staff members as needed to make the most of its features.
Yes, you have the option to restrict staff members to a specific site, which is beneficial especially for larger companies managing multiple locations. This feature helps in organising staff members across different sites and enhances overall security measures.
The e-Reception Book dashboard allows you to tailor the access and permissions that each individual staff member has within the system. For example, you may create a ‘Receptionist’ role that grants them access to the dashboard but doesn’t allow them to access site settings or visitor history.
Yes, the e-Reception Book dashboard allows you to assign specific roles to each of your staff members. This allows you to tailor the access and permissions that each individual staff member has within the system.
Staff have alternate ways of checking into your workplace, such as QR codes. Upon arrival, staff members can open their Companion app which will bring up their personal QR code and this can be help up to the iPad camera for faster, contactless check-in.
Yes, the e-Reception Book dashboard allows you to set up different roles for your staff members. For example, you can create a “Receptionist” role, a “Building Manager” role and a “Sales Executive” role, all with different access and permissions. This allows you to add a layer of security and control over your visitor management processes.
Yes, we offer a dashboard-based check-in feature that provides quick and easy check in for staff members directly from the dashboard. This Is ideal for workplaces that prefer a traditional, more corporate check-in approach without the use of iPad devices.

Contractor Features.

e-Reception Book offers a reporting tool that allows you to generate and export contractor data reports as CSV files. You can schedule these reports for regular intervals, specifying the date range and time you need, via the dashboard.
Yes, the e-Reception Book dashboard allows you to pre-approve contractors visits ahead of time. Pre-approved contractors can use their QR code to check in an unlimited number of times, so you don’t have to create multiple invites every time they visit.
The e-Reception Book includes a visitor history function, granting your site access to a comprehensive historical record of all visitors, particularly contractors. This feature allows you to customise the date range and review detailed past data for individual visitors.
e-Reception Book has a feature that lets dashboard users access a comprehensive statistics tool. Each account comes with a default statistics page, and you can easily create custom statistics regarding contractors, using our selection tool and choosing date ranges that work for you.
Our platform includes a specialised document management feature, allowing you to modify, create, remove, and sign documents within our visitor management system.
Once documents are linked to contractor check-in, they have the option to agree, proceed, or sign these documents directly on the iPad during their check-in process.
Each licence features bespoke visitor email alerts, which are sent out during their visit, covering everything from invitations to check-in prompts. These emails can be tailored directly from your dashboard.
Within the e-Reception Book dashboard, you have the capability to set up feedback questions selected from available options.
Once enabled, these questions will appear on the iPad for visitors to respond to during their check-out process. The feedback gathered can then be reviewed from the feedback summary screen on your dashboard.
e-Reception Book offers a dashboard-based check-in feature that allows for quick and easy check-in of your contractors directly from the dashboard, ideal for those preferring a more traditional, corporate check-in approach without the use of iPad devices.
The e-Reception Book includes an 'Attention Pop-up' feature, enabling sites to display a mandatory document for contractor agreement before check-in.
In addition, we provide the option to incorporate bespoke questions into the check-in procedure, serving as a preliminary check to ensure contractors meet specific criteria.
When in both ‘Fire Escape’ and ‘Evacuation Mode’, you will be able to view a full list of all contractors who are currently checked into your site under the ‘Visitors’ category. In both modes, you have the ability to mark individual or multiple contractors as ‘Safe’.
All contractor data is stored in a centralised, secure cloud-based server. This makes it easily accessible for searching and analysing your data. This eliminates the need for multiple paper books.

Frequently Asked Questions.

Free Trial.

Pricing and Billing.

Printing.

Stands.

iPad Device.

Data Security.

Integrations.

Companion App.

Support.

Visitor Features.

Staff Features.

Contractor Features.