By the end of 2026, every European country must offer a digital identity wallet to its citizens. Technology is evolving faster than reception processes.
Walk into any security reception and the pattern is the same everywhere. The visitor checks in, places a driver's license or passport on the counter, the staff member checks the security features (sometimes with a UV light or ID scanner), types the details into a visitor management system, and issues a visitor badge.
This process works. But it is designed entirely around physical documents and human checks. And that very foundation is about to shift.
The EUDI Wallet, the mobile driver's license (mDL), and other digital identity documents are on their way. Consumers are becoming increasingly accustomed to sharing personal data via trusted apps. Think of DigiD or a banking app.
What does this mean in practical terms for facility management?
Four things at once.
1. The verification process itself will change. A UV light doesn't work on a smartphone. The authenticity of a digital identity document requires digital verification, not visual inspection. This means new systems, new staff training, and new agreements on what "verified" actually means.
2. Visitors gain control over their data. A digital wallet explicitly asks the visitor for permission to share a limited set of data. No more than necessary, for no longer than necessary. This creates a fundamentally different relationship between visitor and organization than simply placing a physical passport on the counter.
3. The access badge becomes digital. A visitor who has identified themselves digitally can subsequently receive a digital access token on their phone. Checking in, identifying, and granting access all flow into one another. No more printed badges at the desk, and checking out upon departure also becomes digital.
4. The role of the reception is shifting. When registration and verification are handled easily and digitally, reception and security staff have more time for a welcoming experience. They can focus on the exceptions: the visitor without a smartphone, the delegation not yet in the system, or the supplier who didn't pre-register. The work shifts from administration to coordination and hospitality.
The opportunities: fewer errors, more control, better privacy
Digital identities solve a number of challenges. Data no longer needs to be retyped, which reduces data entry errors. Check-in processes become faster, enabling self-service options like an ID Kiosk. This means shorter queues during peak times and less reliance on the reception for routine check-ins.
And perhaps most importantly, digital wallets make data minimization technically possible. Instead of processing an entire passport, in the future, you can simply ask the one question that actually matters. "Is this person over 18?" "Does this person have a valid ID?" Without the organization ever needing to record the social security number, date of birth, or passport photo file.
This improves privacy protection and compliance with GDPR, ISO 27001, and NEN 7510. Furthermore, digital verification automatically provides better logging, which contributes to information security and makes it easier to conduct audits.
The challenges
At the same time, the shift to digital raises new operational questions that cannot be automated away.
1. How does a visitor remain identifiable within the building? A lanyard is not just an access pass; it also provides visibility for employees and security. If that disappears, what will take its place?
2. What do you do in zones where smartphones are not allowed? The phone is the identity, but it isn't allowed inside. In the chemical industry, judicial environments, or organizations with critical IP, phones go into lockers. Identify at the gate, store the phone, and then what?
3. How do you handle visitors who are unable or unwilling to use digital tools? A future-proof reception process is not a digital-only process. It works for everyone, whether they use a phone or a passport.
4. Can your FMIS or access control system handle less data? Digital verification often means fewer fields, different integrations, and new roles for your systems. Is your current landscape ready for that?
What can you do now?
The transition to digital identity won't happen on a single date. It is a gradual shift where physical and digital identification will coexist for years to come. This gives you time to prepare, but it also makes a few choices urgent today.
Start by mapping out your current reception process. Who identifies whom, with which document, where, and based on what policy? Only once you have that clarity can you assess where digital identity adds value and where it might actually create friction.
Next, look at your system landscape. Are your visitor registration, access management, and HR systems already integrated? The more flexibly these systems can handle data, the easier it will be to incorporate digital identity later without having to redesign your entire process.
And think about your people. What skills will your reception and security staff need when verifications become digital and their work shifts toward management and hospitality?
Those who wait until digital identity becomes widely mandatory will discover too late that their processes, systems, and access policies are not equipped for it.
Attend the lecture
Digital identity is not just an IT project. It touches on security, hospitality, privacy, and personnel all at once. Those who think about the reception and access control of tomorrow today will not be caught off guard later.
Want to learn more about digital identity and its impact on visitor registration? Please contact us.
