The verdict in three sentences
For a headquarters with 1,200 staff and 250 visitors a day, a paper log and manual badges create an 8 to 12 minute queue at peak times and a real exposure under UK GDPR as overseen by the ICO. A custom application costs 40,000 to 90,000 GBP in 2026 and ships in 10 to 14 weeks, versus 400 to 1,000 GBP a month per site for a standard SaaS. Custom makes sense as soon as you need to drive existing turnstiles, several buildings or zone-based access rules.
The features that make the difference at reception
The facilities director of a London headquarters (King's Cross) runs 3 buildings, 2 main entrances, 6 turnstiles and a 400-space car park. The 250 daily visitors split between meetings, contractors, candidates and couriers.
| Feature | What it does | Expected gain (2026 order of magnitude) |
|---|---|---|
| Pre-registration | The host invites the visitor, who receives a QR code by email or WhatsApp | Through reception in under 60 seconds |
| Kiosk or reception tablet | QR scan, photo, signature of site rules | 2 receptionists instead of 3 at peak |
| Temporary QR badge | Valid only for the date and authorised zones | No more unreturned badges |
| Turnstile integration | The QR opens only the planned access points | Real control instead of a visual check |
| Host notification | Email, SMS or Teams alert on arrival | 5 minutes less waiting per visit |
| Register and evacuation | Real-time list of people on site | Reliable fire roll call in 3 minutes |
| Recurring contractors | Clearances, documents, time slots | Less repeated data entry |
Custom or SaaS: the costed comparison
The amounts below are UK market ranges observed in 2026, excluding hardware.
| Criterion | Standard SaaS | Custom application |
|---|---|---|
| Upfront cost | 0 to 4,000 GBP setup | 40,000 to 90,000 GBP |
| Recurring cost | 400 to 1,000 GBP per month per site | Maintenance of 500 to 1,200 GBP per month |
| 5-year cost, 3 buildings | 72,000 to 180,000 GBP | 70,000 to 162,000 GBP |
| Existing turnstile integration | Limited to partner brands | Adapted to your hardware |
| Data hosting | Vendor's choice of region | UK region or the host of your choice |
| Zone-based access rules | Standard configuration | Rules specific to your organisation |
| Time to go live | 2 to 4 weeks | 10 to 14 weeks |
SaaS remains the right choice for a single site without turnstiles. Custom takes the lead from 2 or 3 buildings, or when IT requires full control over data location and integrations.
For comparison, the Kolonell grid for custom applications, built remotely, is 4,000,000 to 7,000,000 FCFA (6,100 to 10,670 EUR) for a medium application and 7,000,000 to 15,000,000 FCFA and up (10,670 to 22,870 EUR and up) for a complex application with hardware integration.
UK GDPR compliance: what the register must respect
UK GDPR requires a lawful basis, transparency and proportionate retention, especially if you keep photos or ID scans. A data protection impact assessment is advisable for camera or ID capture.
| Requirement | How the application handles it |
|---|---|
| Record of processing | Processing record prepared with purpose and recipients |
| Visitor information | Privacy notice shown on the kiosk and in the invitation |
| Data minimisation | Mandatory fields limited to name, company, host, time |
| Retention period | Configurable automatic purge, for example 3 months |
| Security | Encryption, role-based access, access log |
| ID documents | Optional scan, disabled by default |
Mini case study
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James, facilities director of a 1,200-person headquarters in London, compares two options for 3 buildings. The SaaS costs 800 GBP per month per building, or 28,800 GBP a year and 144,000 GBP over 5 years, without driving his 6 turnstiles. The custom application costs 65,000 GBP, plus 900 GBP a month in maintenance, or 119,000 GBP over 5 years. The gap is about 25,000 GBP in favour of custom. On top of that, reception goes from 3 to 2 staff at peak hours, saving about 2,500 GBP a month. This example is illustrative, not a Kolonell client.
FAQ
How long does deployment take?
Plan 10 to 14 weeks, including 2 to 3 weeks for turnstile integration. A pilot on a single entrance can start from week 8.
Do the existing turnstiles need replacing?
Not necessarily. Most access controllers accept a QR reader or a network interface, costing 400 to 1,000 GBP per access point depending on the model.
Do visitors need to install an app?
No. The QR code arrives by email or WhatsApp and is shown from the phone, which works for more than 95 % of visitors.
Where is visitor data stored?
With the host of your choice, in a UK region if IT requires it. Data is encrypted and purged after the set retention period, often 3 months.
Can the application handle several headquarters or branches?
Yes, with a central dashboard and rules per site. Each additional site usually adds 6,000 to 14,000 GBP depending on hardware.
Let's scope your project. Tell us the number of buildings, entrances and daily visitors along with your access hardware, and we will scope the application with an indicative budget and a 10 to 14 week plan. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
