Sara is a receptionist in one of the leading agencies where she still handles visitors through the traditional, manual process. She always keeps complaining about how difficult it is to maintain visitor records in paper-based logbooks. Further causing a headache during compliance checks. She also notices that some visitors do not care to fill in all the information, and it is difficult to keep a tab on them. And not to mention how chaotic some weekdays are, there are long queues at the reception due to the inefficiency of the paper-based logbook system. There is more on Sara’s plate than she can chew. She wishes for setting up, a which could handle visitors’ information efficiently so that she could expand her areas of expertise and offer more to the organization.
And this is the story of one agency. There are many organizations that are spending millions on the retrieval of lost visitor data, courtesy of paper-based logbooks, and other traditional methods? How is your company handling your visitors? Is your receptionist having trouble similar to Sara?
It’s time to say goodbye to everything old and welcomes the new age visitation systems also called Visitor Management System / Software. These systems are the need of the hour and extremely well-organized. Before discussing further, let’s know what a visitor management system is and what it brings to the table.
What is a Visitor Management System?
The visitor management system is a cloud-based and advanced web and mobile-based software that helps you to track each and every entry in your office or building. In other words, it’s a visitor tracking system. A visitor is one who is not a regular employee, but they can be vendors, delivery personnel, a group of delegates, or simply a friend or a family member. And a visitor system is always helpful and essential for your office or business building to keep systematic check-in and check-out logs of anybody who comes in your office apart from employees and staff. You can set up the software in kiosks, or install them in the iPad or tables and lace them on reception counters and other examples are fingerprint readers, biometric systems, etc.
Now the question is how a Visitor Management System can help businesses to manage reception/lobby? Here are the 7 productive ways of a visitor management system that can assist your business.
- Strengthens Security
- Enhances Productivity
- Trouble-free audit
- Safety and health compliance
- Improves your personal brand
- Efficient Emergency Evacuation
- Centralized Storage of visitor data
Different Types of VMS
All types of businesses, whether big or small, need visitor management software. VMS efficiently manages visitor entry systems for different types of industry verticals. Below are different VMS employed in industries like defense and aerospace, automotive, distribution, IT, healthcare, electronics, and many more.
- Self-Service Visitor Management: This is a VMS with a built-in kiosk for check-in guests. Visitors wait in queues to fill in details and submit the required documents. Thus, a guest badge is generated.
- Staff-Administered VMS: The VMS needs staff from the organization to monitor and control visitors. The software also helps the staff to manage visitor logbook software.
- Computer-Based VMS: The one-window computer system allows organizations to monitor and control their visitors. Guest management software can gather data in real-time. The system automates manual tasks to give a better experience.
- SaaS-based VMS: The third-party software monitors and controls visitors of different scales. Organizations don’t need to manage the infrastructure or maintenance if they have these systems. The service providers look after it at affordable costs.
A modern and robust visitor management system offers all of the above and is flexible to accommodate many situations. Today, there are many visitation systems available in the market and to save you the trouble we have compiled a list of the best visitor management systems for you. Embrace the technology and make it work for you and your company’s advancement and growth.
13 Best Visitor Management Systems
We regularly update this list of visitor management apps by considering various factors defined by our editors. We welcome your inputs and reviews and may update the list accordingly.
CoReceptionist is an automated end-to-end visitor management system which offers easy access and a smooth interface to the user with various avant-garde features. It offers an automated sign-in & sign-out registration process that is effective and time-saving. The check-in software sends all the visitor detail via notification in the host’s (employee’s) mobile, email id, or even in slack, notifying the visitor’s arrival.
This advanced visitor registration system comes with several interesting and advanced features like:
- Automated Host notifications (SMS, e-mail, Slack)
- Easy UI for quick registration
- Visitor image capturing
- API integration
- Evacuation mode
- Barcodes QR codes
- Admin portal
- Location directory
- External system integrations
Another notable feature they come up with, given the COVID 19 situation, is touchless visitor check-in. No doubt this is one of the best and most highly recommended visitor management software business owners in all industry verticals.
This check-in software is suitable for construction, schools, hospitals, offices, and many more. So what are you waiting for? Get a 14-day free trial and experience the best facilities. As technology keeps moving forward, there are also some great helpdesk solutions that can be really very helpful for your company.
Use the premium version by paying a price of just $25 per month.
SwipedOn is a simple, streamlined, and secure VMS. It is highly accessible for employee and visitor sign-in and helps complete workplace management. The system is modern and developed for a highly flexible working environment. It is the best visitor management system to aid the workplace with modern and sleek solutions. There are advance features like:
- Contactless employee and visitor sign-in
- Contact tracing tools
- ID badge printing
- Instant notifications
- Digital agreements
- Evacuation management
- Employee in-out board
- Screening questions with alerts
Visitors can sign in directly by scanning the QR code to ensure a contactless system. The prices and plans to employ the software start from $49 per month for one location.
READ ALSO: Best CMMS Software System
3. Traction Guest
You can efficiently govern, manage and secure visitor operations with Traction Guest. This is a professional VMS system that keeps your websites secure, employees safe and processes compliant.
- Workforce security platform
- Health & safety control
- Critical outreach & alerting
- Auditing & analytics
- Partner integrations
- Scan identification
- Meet the host
- Choose a language
- It also helps employees and visitors to find the correct entrance and location
You can also track who is on your site and maintain safety protocols. It helps to collect the necessary data to meet compliance standards. With the help of this single configurable system, organizations can address the requirements of location including permissions and data.
A suitable plan for an organization is available at $115 per month per iPad.
4. Pronestor Visitor
Get a safe platform for visitor management with Pronestor Visitor. The innovative management solution gives an overview of all visitors from the past, present, and future. It allows organizations to track every meeting with automated notifications. Pronestor Visitor also helps to send directions to your visitors or provide a boarding card that can be scanned with their phone. According to official website here is the list of features:
- Easy desk booking
- Plan your week
- Multiple booking flows
- Find a colleague
- See where people are working
- Book via interactive floor map
- Max seating capacity
- Desk attributes
- Desk check-in
- Hot desking
- Export data
- Desk usage analysis
It can handle various entry points at multiple locations. Inform your guidelines of your visitors on registration before meetings. The platform shows a 360-degree view of your organization’s activities. It helps to combine the data and feedback and enhance the availability of your facilities. It also helps to keep your employees safe.
Pricing of Pronestor Planner is $40 per room for a month, Pronestor Display is $20 per room for a month and Pronestor Visitor is $260 per room for a month.
This is one of the most popular and complete school Visitor Management systems. SchoolPass offers attendance, school movement solution, and automation. It has multiple features like:
- To ensure campus safety
- Dismissal automation
- Wellness screening
- Mass notification
- Parent engagement
It also offers visitor management apps. The system helps to monitor campus vehicle traffic, screen visitors, and respond to emergencies faster. It has features to consolidate attendance, early dismissals, late arrivals, bus changes, activity enrollment changes, and playdates. It also helps the parents by allowing them to look at scheduled changes and help them update attendance, arrival, and dismissal from SchoolPass App.
6. The Receptionist
The Receptionist is another top-class visitor management system which is the first choice for many high profile business owners. This is a modern system which comes with several attractive features like
- Automated visitor check-in
- Delivery management
- Customize visitor experience
- Email, SMS and Slack notification
- Multilingual check-in option
- Message forwarding and backup
This visitor entry system is suitable for property managers, public administration, and more. You can use this visitor management solution free for a period of 14 days and after that, you can choose any one plan from and these are- Basic- $49//month, Premium $99/month, Pro $149/month, and Enterprise $249/month.
Envoy is another popular visitation system that has a clean and easy user interface and you can easily deploy in your multiple office locations. This is an integrated and advanced visitor registration & tracking system which comes with several useful features like
- Host notifications
- Document signing
- Badge printing
- Instant Visitors Image capture
This visitor entry system is suitable for manufacturing, education, government sectors, and more. Same as the above two, you can use this visitor entry system for 14 days free of cost and then you can choose from 3 different packages, according to your business needs. These packages are as follows-
There is Basic available for free with unlimited visitors & Email notifications ideal for small workplaces with basic front desk requirements.
Standard and Premium package cost $99 and $299 respectively. For the Enterprise package, Envoy can create a customized quote for you according to your requirements. Please note the above prices are if you pay annually and you can save up to 17%.
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If you are in the search of a user-friendly invitation and fast check-in visitor management system then proxyclick is always the best option for you. This is an advanced visitor tracking system which comes with several eye-catching features like
- Smart rules
- Multi-language support
- Instant picture capture
- Fast check-in
- Badge Printing
Proxyclick currently offers Prime priced at $100 with a 15-days free trial period. Furthermore, there are add-ons available that you can purchase according to your organizational needs.
If you are interested in analyzing your business’s performance and want to get accurate insights, you can refer to this Best Business Intelligence Tools that will help you out.
Greetly is another amazing and advanced visitor management system which is very useful for office as well as corporate sectors. This is a useful system which has many advanced features like
- Cloud base fully succored visitors log
- Notification facility via email, Slack and SMS
- The high degree of customization
- Unlimited check-ins
- E sign legal documents
- Visitors photo checkup
Talking about this cool visitor entry system, you can get three price packages like Essential, Pro, and Enterprise, and the price are $79/month, $199/month, starting $350+/month
10. HID global
HID Global is an automated check-in visitor management system you can use in your office. This is a popular and trusted management system which is prepared with advanced technology and has many interesting features. Here are some of the top features you can get with this system.
- Quick enrolment process with visitor check-in digital system
- Quick picture capturing
- Security identification
- Visitors data analysis
- Email and SMS notification facility
This check-in software is suitable for construction, schools, hospitals, offices and property managers & more. For the package price, you can contact HID Global’s customer helpline & they will quote you the real price after getting your requirements and other needful information for this check-in software.
11. Lobby Guard
Lobby Guard is an advanced full line visitor management system that is fully automated and self-service. When the thing comes to the features, you will get almost every advanced feature with this visitor management system like
- Quick notification via email and SMS
- Quick sign-in process
- Visitor Badge Printer
- Image capture process
- Automatic visitors data save
- Easy customization
To get the price quote you can contact their customer care executives and they would love to assist you with this check-in software.
iLobby is another leading visitor management system that can give you an easy, simple, and highly secured interface. If you are looking for a safe and efficient work environment for your office and business location then just go with iLobby. It comes with several useful and advanced features like
- Host notification
- Legal & compliance
- Evacuation mode
- Visitor badges
- QR modes
- Smart pre-registration
You can use this visitor registration system with three modes of packages – Free, Corporate, Enhanced, and Enterprise. Corporate packages cost $199/pm, Enhanced starts from $275/pm month and Enterprise packages always depend on your need and accordingly the company bespoke pricing after gauging your requirements
13. Threshold Security
Threshold Security (previously know as Visitor pass solutions) also offer advanced visitors management system which can give you a secure visitor data report within no time. You can use this visitor management software in your office and it is equipped with several dynamic features like
- Quick sign in and sign up access
- QR modes
- Notification system via mail and SMS
- Visitors photo capture
For the price of the visitor management system, you can call their customer care representatives and they will inform you everything in detail.
Final words on the visitor management system
No doubt that there are several companies who are offering a visitor management system and it’s always a tough job to choose the best one among all. Because every check-in software has positive as well as negative aspects so when you are choosing a visitor management system always understand your requirement and budget. If there is any system that meets all your requirements then go with it and yes never forget to do some research before go with any Visitor management system.