Last Updated on 4 years by EasyCowork Team
Are you looking for Visitor Management System (VMS Software) for your business?
In this post, we look at 11 Best Visitor Management System (VMS Software) You Can Use for Your Business in 2021.
Table of Contents
What is visitor management?
Visitor management can be described as a process which helps an organization in keeping track about the people who visits their place. Policies might vary as per certain organizations, facility type, industries, or even geographic location.
For a few organizations, simply collecting visitor’s name can be sufficient, but for others there could be higher security requirements such as badges, legal documents, employee escorts, and much more.
So basically, visitor management is an act of tracking people who eventually come within and go from your organization premises.
Whether your company is having receptionists or some front desk facility, you must consider a visitor management as it provides a golden opportunity for raising your brand awareness.
For example: If your business is known for outstanding customer service as well as innovation, then the first and last thing that your visitor will expect from is sign in on a piece of paper while entering your organization.
It’s not only about “managing” visitors but also about having them walk out with a good enthusiastic impression of your business. People management is important as business meetings are somehow people meetings so must be kept recorded.
It can even be seen as a chance for your organization to align the way of welcoming visitors within your building along with the company values.
What is visitor management system?
Visitor management systems are business tools which helps the organization in creating or carrying out the visitor management policies. Companies have realized the actual value of visitor management systems; thus, many are upgrading from that paper and pen management sheets to a digital visitor management system which can help them to handle and record much more.
Hopefully, you might have certain memories about the visits you have made in other organizations, about how you were greeted, what made you to feel safe and effective welcome during your stay, as a part of your business meetings.
High chances are there was some system within the place in terms to make your visit such a positive one.
A visitor management system is a business management tool which represents the overall processes and activities of an organization and puts them in place for managing the flow of visitors, from beginning to end, as a part of the bigger picture or the visitor experience.
What are the different types of visitors?
On a usual business day, your visitors can be categorized within certain categories but not limited to:
- Business meeting attendees
- Candidates for job interviews
- Messengers or delivery people
- Contractors or vendors
- Auditors or regulatory professionals
- Unexpected drop-ins
So broadly your visitors can be interview candidates, deliveries, clients, friends of employees, admin, facility management personnel, maintenance personnel, external vendors
Your visitor can even include employees who left their access cards at home and without which they can’t let themselves within the office. For that particular day, they can be registered within the system as a visitor so that they can be accounted for in case of some emergency evacuation.
So really, your business dictates the types of visitors to be welcomed for the day.
How visitor management system works?
A visitor signs in on a tablet or computer
When the visitor arrives, he is supposed to enter the name along with some other necessary details, snap a photo, and digitally sign documents.
The employee gets notified about their guest
The visitor management system is enabled with the feature to automatically alert the relevant employee that their awaited guest has arrived.
The employee greets their visitor
Employee knows in advance that the guest is about to come thus, they know who to greet within the lobby, making those awkward meetings a thing of the past.
Reasons to consider a visitor management system
Well here are some crucial reasons because of which you should take visitor management system in consideration for your business organization.
These are not only general reasons but actually these are statistics pulled out from 2,000 working professionals who were polled within the Front Desk Experience Survey 2018.
They provided some compelling reasons for considering a visitor management system:
- Improved productivity
- Improve data accuracy
- Enhanced company image
- Improved visitor service
- Control emergency response
Why Should You Have A Visitor Management System In Your Office?
Now when you know about all the features that a good access control systems or visitor management system can have; you must get a much clearer picture about why it will be useful to have one such system within your office. Every organization certainly has its own specific needs, but here we have outlined some of the most common reasons because of which you might want to enroll such a system in your business space.
Increased Security
The most important reason for having visitor management systems within an organization is increased security. As these systems don’t physically stop people from entering the office, thus their security capabilities are not seen as an obvious thing at first, but actually there are various reasons for considering these systems. Such systems help in keeping track of who comes and leaves from the office.
So, in case if anything goes missing or broken, you can have a much clearer picture about the person who is responsible for what actually happened. Apart from this, in the case of emergencies, you can easily figure out currently who is in the office, to react in a much-informed way. Moreover, the best part of these visitor management systems is they integrate with physical access control systems, which means they can actually help in enhancing the physical security of the office.
Increased Efficiency
Along with increased security you might want a visitor management system because of increased efficiency that it provides within the office, in terms of employee productivity as well as cost-effectiveness. By employee productivity, we meant that there can be far better ways for the receptionists apart of spending a lot of time in logging visitors manually within the registers or excel sheets, or sifting through relevant documents for searching the particular visitor on a particular day.
Many visitor management systems are so complete in themselves that they can obviate the need for a secretary entirely, and can save a significant amount of money. An average receptionist salary these days can be a lot high, whereas such systems can be highly cost effective, depending upon the one which you have chosen and the scale requirements of your operation. This represents a significant decrease in cost.
Promote Brand Identity
Another crucial aspect of visitor management system is brand identity. Aesthetics as well as branding in an office is always crucial, and along with today’s shift within predominantly IoT-themed offices, such systems represent a huge step towards the making of an attractive office.
The lobby or the reception area is the very first place where visitors interact with your space, so enrolling a sleek modern foyer, along with tools using greatest technologies can effectively highlight your personal brand and helps to gain confidence of whoever is visiting.
Benefits of visitor management system
Many organizations are still using those old manual, paper-based visitor management systems, such as guest books and name tags. Although, few problems are associated while using such outdated systems. Apart from this they are not foolproof, difficult as well as time-consuming for managing document. Moreover, they don’t provide your organization with the type of protection which is required.
Traditional methods may provide a little to no security, but these modern visitor management systems can quickly fix the limitations of those systems. It you want a complete solution from visitor registration, badging, tracking to management, know the benefits that an automated visitor tracking can bring to your business.
Improves building security and employee safety
The security of your organization and employee’s safety is extremely important. Software-based lobby security will provide the extra protection which you might require for identifying visitors easily and accurately.
A good system will save you money
Streamlining and automating visitor’s registration means the processing cost per visitor is reduced; for long terms, this can result in significant cost savings. Apart from this there are some costs which are difficult to measure like breach of security and using automated system can help to eliminate such costs.
Visitor management software increases efficiency
Paper based systems are highly inefficient. On the contrary, consider a system which is advanced with cameras, scanners, and software for screening your visitors, while quickly registering them even as you welcome them. Your reception staff will even save time, as pre-registration of visitors can be done and they are automatically notified about their arrival.
Visibility and accountability
Modern visitor management system allows identification of visitor who is in your organization at any given time. Adding on, these systems can help the staff with visitors’ detail and to study certain visitor patterns.
It will improve customer satisfaction, professionalism, and staff moral
If the reception staff is empowered for welcoming visitors warmly, quickly, as well as efficiently, it will raise the professional environment within the reception and your organization, all while keeping staff and facilities safe.
Visitors can be pre-registered
Pre-registration of visitors can be done by hosts, security, or the receptionist. If you know about the visitor’s scheduled meeting, pertinent details can be added in advance. You can perform confirmation emails along with a map, safety instructions, and other meeting details using such systems. All of this will result in speeding up a visitor’s sign-in process.
Flexibility and the ability to grow with your business.
A good visitor tracking system can be considered as highly flexible and scalable system for business organizations. It can be easily customized for fulfilling the growing needs.
11 Best Visitor Management System
iLobby
Features:
- Host Notifications
- Visitor Badges
- Visitor Image Capture
- QR Codes
- Self-Service Kiosks for Quick Visitor Check-In
- Smart Pre-Registrations
- 3rd Party Watchlists
- Black and White Lists
- Access Control
- Temporary Staff Tracking
- Evacuation Mode
- Visitation Reports
- Multilingual Ready
Advantages:
- Automatic Visitor Notifications
- Custom Visitor Badges
- QR Code Scanning
- Capture and Store Images
- Visitor Check-In Made Easy
- Third-Party Watchlist Integration
- Third-Party Watchlist Integration
- Legal Documents and Compliance
- Run Daily, Weekly, Or Monthly Visitation Reports
Pricing:
- Free trial
- Corporate: $199.99 per month
- Enterprise: contact vendor
It is ideal for:
manufacturing companies, business offices, educational institutions, and government organizations
Website Link: https://goilobby.com/
Envoy
Features:
- Unlimited sign ups
- Unlimited Employees
- Multiple locations
- Instant Notifications
- Badge printing
- Document signing
- Pre-registration
- VIP sign in and Group sign in
- Invitations
- Real time visitor download
- Dashboard for analytics
- Security Guard Access
- Account Management
Advantages:
· Signing up as well as registering visitors gets easy and quick
· It provides you convenient and user-friendly sign-up system
· Document signing helps to generate a great impression
· The mobile app of envoy lets you to effectively manage visitors on the go
· Through pre-registration sign up of visitors in advance is possible
Pricing:
· Free trial
· Standard: $99
· Premium: $249
· Customized: on quote
It is ideal for:
Business offices and educational institutions
Website Link: https://envoy.com/
The Receptionist
Features:
- Automated visitor check-in
- Customized visitor experience
- Delivery management
- Notifications via Email, SMS or Slack
- Message forwarding and backup notifications
- Pre-registration and customer recognition upon returning
- Secure cloud-based visitor log
- Evacuation list
- Custom Badge-printing
- NDAs and legal agreements
- ITAR, CTPAT, FSMA, and PCI compliance
- Two-way communication
- In-app branding
Advantages:
· The ability to identify the type of visitor
· Can customize it as per your needs
· Provides you the feature of two-way notification
· features a security function for the organization
· Easy to handle and get information when needed
Pricing:
· Free trial
· Monthly Basic: $49
· Monthly Premium: $99
· Monthly Pro: $149
· Monthly Enterprise: on quote
It is ideal for:
Small business, large enterprises, medium business
Website Link: https://thereceptionist.com/
LobbyConnect
Features:
- Room Scheduling
- Calendar Integrations
- Standard Themes
- Management Dashboard
- Desktop Booking App
- Mobile Booking App
- Flightboard
- Book from Displays
- Broadcast Messages
- Manage by Floors
- Utilization Reporting
- Fully Custom Theme
- Space Planning
- Space Reporting
- Building/Campus Tools
- Full Security Coverage
- Room Mapping
- Book Using Maps
- Deeper Insights
Advantages:
· Helps organizations to go paperless
· Various forms like non-disclosure agreements and check-in requirements are available
· Receptionists do not need to track visitors down
· Good first impression with the pre-registration tools
· It allows users to brand their platform in an effective manner
Pricing:
· Free trial
· Basic: $10
· Pro: $15
· Enterprise: contact vendor
· Premium: contact vendor
It is ideal for:
Large enterprises, medium business
Veris
Features:
· Alerts Notifications
· Digital Signage
· ID Scan
· ID Tags
· Office Directory
· Pre-Registration
· Self-Registration
· Watch List
Advantages:
· Impress your visitors
· Empower your administration
· Optimise your efficiency
· Secure your premises
· Manage seamless integrations
Pricing:
On quote
It is ideal for:
Startups, SMEs, enterprises
Website Link https://www.getveris.com/
Vizmo
Features:
· Registration Management
· Alerts/Notifications
· Pre-Registration
· Badge Management
· Self Check-in
Advantages:
· Optimize your reception
· Manage visitors efficiently
· Simplify administration process
· Enhance your security
· Dedicated customer support
· Advanced level integrations
Pricing:
Standard: INR 2999 per month
Premium: INR 4999 per month
Enterprise: contact vendor
It is ideal for:
Startups, agencies, SMEs, enterprises
iOFFICE
Features:
· Asset Management
· Vendor Management
· Work order management
· Equipment Management
· Incident Management
· Inspection Management
· Maintenance Tracking
· Facility Scheduling
· Space Planning
Advantages:
- Custom Visitor Badges
- QR Code Scanning
- Capture and Store Images
- Visitor Check-In Made Easy
- Third-Party Watchlist Integration
- Third-Party Watchlist Integration
Pricing:
· Free trial
· Cost on quote
It is ideal for:
Freelancers, startups, SMEs, enterprises, agencies
SwipedOn
Features:
· Attendance management
· Document Management
· Event Management
· Offline Access
· Registration Management
· Self Service Portal
· Visitor Tracking
· Dashboard
· Alerts Notifications
· Alerts/Notifications
· Pre-Registration
· Self-Registration
· Badge Management
· Touch Screen
· Onsite Printing
· Usage Reporting
· Reporting & statistics
· Signature Capture
· Data Collection
· Schools
· Visitor Management
· Personalization
· Self Check-in
Advantages:
· Effectively streamlines the visiting process
· It is enabled with simple dashboard having sections visitor info, time, error, and much more
· It provides you fully customizable feature as per the need
· It allows you to prints ID labels for ensuring foolproof security
Pricing:
· Starter plan: INR 1650 per month
· Business plan: INR 3234 per month
· Enterprise plan: INR 4554 per month
It is ideal for:
Startups, SMEs, enterprises
Webiste Link https://www.swipedon.com/
piL OBI
Features:
· Document Management
· Customer DataBase
· Barcode Scanning
· Visitor Tracking
· Access Controls
· Dashboard
· Waiting Time Tracking
· Analytics
· Alerts Notifications
· Alerts/Notifications
· Digital Signage
· ID Scan
· ID Tags
· Pre-Registration
· Self-Registration
· Badge Management
· Reporting & statistics
· Data Collection
· Visitor Management
· ID Scanning
· Internal Meetings
· Checkpoint Tracking
· Access Request Management
Advantages:
· It is a multi-lingual software which supports more than 90 languages
· Generates real time host notifications
· It is highly versatile, customizable, and even accounts for seamless visitor experience
· QR code is present beneath the visitor badge
Pricing:
Basic: INR 659 per month
Premium: INR 1979 per month
Premium plus: INR 6599 per month
It is ideal for:
Startups, agencies, SMEs, enterprises
Proxyclick
Features:
· Registration Management
· Visitor Tracking
· Alerts/Notifications
· ID Scan
· Pre-Registration
· Watch List
· Badge Management
· Self Check-in
Advantages:
· Customizable check-in process
· QR codes make the process smoother and quicker
· Provides robust security with instant image capturing, and badging
· You can generate reports for certain tasks such as strategy
Pricing:
· Free trial
· For medium visitors: INR 4422 per month
· For large visitors: INR 17622 per month
It is ideal for:
startups, SMEs, enterprises
Website URL: https://www.proxyclick.com/
Teem by WeWork
Features:
· Calendar Scheduling
· Room Booking
· Visitor Check-In
· Mail Management
· Reporting
· Dashboard
· Automation
· Analytics
· Visitor logs
· Plugins
· Notifications
· Integrations
· Mobility
Advantages:
· The ability to identify the type of visitor
· Can customize it as per your needs
· Provides you the feature of two-way notification
· features a security function for the organization
· Easy to handle and get information when needed
Pricing:
On request
It is ideal for:
manufacturing companies, business offices, educational institutions, and government organizations
Webiste URL: https://www.teem.com/solutions/visitor-management/
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