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Visitor Management Systems
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Proxyclick
Proxyclick
Proxyclick is a cloud-based visitor management solution suitable for small, midsize and large enterprises. Key features of Proxyclick include visitor registration, instant pictures, badge printing, instant notifications and report...Read more about Proxyclick
HID Visitor Management Solutions
HID Visitor Management Solutions
WorkforceID Visitor Manager is cloud-based software, which helps small and medium businesses in transportation, energy, healthcare, education and other sectors manage physical and digital identity access. The solution enables admi...Read more about HID Visitor Management Solutions
Brivo Access
Brivo Access
Looking for access control and proptech solutions to improve security and add technology to the building? Add cloud-based access control and make spaces smart with a platform that brings keyless entry, mobile credentials, remote s...Read more about Brivo Access
SignInSafe
SignInSafe
SignInSafe provides digital, no-contact, visitor, and guest sign-in. SignInSafe gives you a QR code that can be used anywhere sign-in/out is required. Visitors, customers, or attendees can simply scan the QR code with their device...Read more about SignInSafe
ALICE Receptionist
ALICE Receptionist
ALICE Receptionist is a cloud-based and on-premise visitor management solution suitable for small, midsize, and large businesses across various industries. The key features of the solution are visitor registration, motion detectio...Read more about ALICE Receptionist
WhosOnLocation
WhosOnLocation
WhosOnLocation is a cloud-based visitor management solution suitable for small, midsize and large enterprises. It's suitable for a variety of industries including schools, offices, government, manufacturing and construction. Key f...Read more about WhosOnLocation
Vizito
Vizito
Vizito is a cloud-based visitor management application suitable for small, midsize and large enterprises across all industries. Core features include visitor registration, automatic notifications, digital signature collection and ...Read more about Vizito
Lobbytrack
Lobbytrack
Lobbytrack is a simple, but powerful visitor management software that fits a variety of customers. Whether a high security facility or a small business, the software can be tailored to fit the customer's needs. You can sign in/out...Read more about Lobbytrack
KeepnTrack
KeepnTrack
KeepnTrack is a cloud-based visitor management software suitable for institutions such as schools, hospitals, retirement homes and summer camps of all sizes. The key features of this solution include visitor tracking, visitor back...Read more about KeepnTrack
Sign In Enterprise
Sign In Enterprise
FrontRunners 2022
Sign In Enterprise, formerly Traction Guest, is a cloud-based visitor management solution for businesses of all sizes and industries. It enables users to manage visitor information, administration processes and on-premise security...Read more about Sign In Enterprise
iVisitor
iVisitor
Veristream offers a cloud-based visitor management software, BreezN, which allows you to track and monitor all of your visitors and vendors. They cater to businesses of all sizes, across various industries, including enterprise co...Read more about iVisitor
Teamgo
Teamgo
Teamgo Visitor Management is a cloud-based solution suitable for businesses of all sizes that need safe and secure QR code sign-in solutions. It is appropriate for all industries and serves clients globally. Core features include ...Read more about Teamgo
Envoy
Envoy
FrontRunners 2022
Envoy is transforming modern workplaces for hybrid work and safely bringing people together so they can connect, collaborate, and thrive. Envoy’s workplace platform has redefined how companies welcome visitors, keep employees safe...Read more about Envoy
SwipedOn
SwipedOn
FrontRunners 2022
SwipedOn is the world's easiest, most loved flexible workplace sign in system for Apple and Android. Manage your visitors, employees, deliveries and more. Protect your workplace and staff with contactless sign in, visitor screenin...Read more about SwipedOn
Welcm
Welcm
Welcm is a cloud-based visitor management system that allows businesses to set up a virtual reception desk to monitor office visitations and manage front desk interactions. The solution is used to track visitors’ signing in and ou...Read more about Welcm
Greetly
Greetly
Greetly is a cloud-based visitor management solution that helps users automate the data collection process for offices. It allows visitors to input the reason for their visit using a moble or desktop device, as well as photos, dig...Read more about Greetly
eVisitor Software
eVisitor Software
eVisitor Software is an on-premise visitation management solution designed for facilities of all sizes. It enables users to track, identify and log visitor details. Key features include badge printing, business branding, ID tracki...Read more about eVisitor Software
VMS Singapore
VMS Singapore
VMS Singapore is a cloud-based visitor management solution that provides visitor details on a real-time basis. The solution supports RFID and barcode readers as well as badge printers, and can be used in various facilities su...Read more about VMS Singapore
CoReceptionist
CoReceptionist
CoReceptionist is a cloud-based solution that helps businesses manage and automate visitor check-ins through registration, on-boarding and sign-in/sign-out. Key features include ID scan, watch lists, notifications and badge manage...Read more about CoReceptionist
Entrymon
Entrymon
Entrymon is a visitor management solution that helps hotels, malls, corporate offices and to manage the entry of visitors. Key features include image capture, visitor database management, visitor tracking and real-time alerts. ...Read more about Entrymon
Popular Visitor Management Comparisons
Buyers Guide
Last Updated: November 15, 2022Building security is critical for any organization, especially when visitor access to company facilities is necessary for meetings or events.
Similar to software that manages reservations for hospitality, a visitor management system (VMS) helps manage and track visitors, allows selective access to buildings and improves the overall visitor experience.
This buyer’s guide is intended to help those seeking a VMS. We’ll cover:
What Is a Visitor Management System?
Common Features of a Visitor Management System
What Type of Buyer Are You?
Key Considerations
Pricing and Purchasing Options
What Is a Visitor Management System?
A VMS helps manage the flow of visitors into a company’s facilities or other locations. As visitors arrive, they can use a kiosk loaded with a VMS to self-register for a meeting or event. Visitor identification, such as a photo ID or business card, can also be scanned and checked against a watch list to increase security. Additionally, administrative personnel can use the solution to manage assets, such as keys and access cards assigned to visitors. Each item can be individually tagged to mitigate the risk of loss or theft.
Once the system clears a person for entry, they can print a customized name tag or visitor badge that will allow them access to any area the company determines.
The system can also notify an employee that their guest has arrived and offer the guest directions to a meeting room or display a directory. In the case of emergency evacuations, security supervisors and floor wardens can sign people out of the building premises securely using an electronic verification process.
Over time, visitor data can be collected for return visits and reporting purposes.
Common Features of a Visitor Management System
Features vary among top VMS software platforms, but the following features are most common:
| Visitor screening | A VMS screens visitors against local or online watch lists. Schools and day cares often use a VMS to prevent entry or alert security officials if a registered sex offender attempts to enter. |
| Preregistration | VMS users can enable pre-registration, which emails guests ahead of their visit. These emails can include dates, times, directions, parking information and other details that help visitors get to their meetings quickly. |
| Self check-in | Guests can self-register by using a tablet kiosk or smartphone as they enter the building. These visitor-facing interfaces can be customized with company logos or special instructions. |
| ID scanning and badging | Instead of entering information with a keypad, visitors can scan their business card or other photo identification to check in. A VMS can instantly print a name tag to give guests access to their intended destination in a building. |
| Electronic documents | A company can ask visitors to digitally sign documents when checking in, such as a non-disclosure agreement to protect sensitive corporate information. |
| Visitor tracking and reporting | The system can retain information about each person, such as arrival and departure time, duration of visit and more. This data is useful for determining the location of a visitor or generating reports on attendance, for example. |
| Notifications | After a visitor checks in, the system can notify the employee they are scheduled to meet with, so meetings can start on time. |
| Embedded database | A VMS comes integrated with an embedded database where all data is stored locally. This eliminates the need of any connections with third-party database systems or setting up preregistration tools, as visitor information is stored by the system. |
What Type of Buyer Are You?
Your industry determines the features and extras that can be useful for your organization. A variety of industries may use a VMS to increase security and efficiency in their facilities, such as:
K-12 education. Primary school VMS users can benefit from ID cards customized with the school’s logo for faculty and name badges for students. This helps increase transparency among students and faculty and prevent entry for those who have no official business at the school.
University campus. Campus security is a top priority. Using a VMS, higher education campuses can maintain secure facilities with access control so that only professors and administrators are allowed into sensitive areas.
Corporate and government. Companies and government organizations can keep data and hardware secure with access control, as well as improve the visitor experience for nonemployees by providing directions and other information to help them reach their meetings on time.
Key Considerations
A VMS often requires the use of extra hardware and other accessories so visitors can check in, print name tags and gain access to buildings. These can include:
Kiosk computers. A receptionist can greet visitors and use a VMS to check them in. However, for companies or organizations with a high volume of guests, events and meetings, setting up a kiosk for self check in can speed up the check-in process.
Printers. Guests can be identified visually with customized name tags printed on a specialized printer, located either behind the reception desk or next to a self-service kiosk.
ID cards and keytags. For frequent visitors, companies may decide to issue permanent plastic ID cards or keytags, which are small plastic tags guests can scan upon entry.
Pricing and Purchasing Options
Most systems require a monthly payment, but may differ on how that payment is calculated. Here are some common pricing models:
- Per lobby, location or room. Many systems offer pricing that increases with the number of lobbies the user needs to manage. Additional features or support services are available as pricing scales.
- Per visits or contacts. Fewer VMS vendors price their systems in this way. However, if you have a small business with infrequent visitors, a system priced in this way may be more affordable.
It’s important to note that some vendors combine these pricing structures, e.g., a basic package may charge a flat monthly price for one lobby location and up to 25 visitors per day. Evaluate system providers to determine the plan that makes the most sense for your needs.