Key Takeaways
- Modern visitor management systems provide robust security features that traditional paper logs simply can't match.
- Integrating a visitor management system helps minimize unauthorized access and improves workplace safety.
- When choosing a visitor management system for your facility, prioritize advanced security, seamless integrations, and customization to suit your needs.
- A strong visitor policy complements VMS, creating a balanced framework for safety and professionalism.
How to Manage Visitors?
When it comes to managing visitors, the old-school method of using paper visitor logs needs to be revised. Sure, they’re simple, but they’re prone to errors, hard to audit, and honestly, look unprofessional. Imagine needing to backtrack a security incident only to find illegible handwriting or incomplete data. That’s where a visitor management system changes the game.
In today’s modern industry, a visitor management system addresses these shortcomings by digitizing the entire process. Guests can pre-register, check in via a kiosk, and even print their own badges. Meanwhile, admins get instant notifications when visitors arrive. Compared to paper logs, they’re faster, more accurate, and way more secure.
In this article, I’m excited to share my insights on the best visitor management system available in 2024. No matter the size of your organization, the right visitor management solution can streamline operations and enhance overall efficiency. Let’s begin!
What is a Visitor Management System (VMS)?
A visitor management system (VMS) is a digital solution designed to oversee and streamline the process of managing visitors to your premises. Its primary purpose is to replace traditional paper-based methods with automated workflows, ensuring a secure, efficient, and professional check-in experience for every visitor.
By centralizing visitor data and automating key processes, a VMS enhances your ability to monitor and control access, ultimately safeguarding your workplace while providing a positive first impression to guests.
Core Functionalities
- Sign-In/Out
- Visitor Tracking
- Notifications
- Badge Printing
- Data Storage
Why Is a Visitor Management System Important?
Security and Safety
A visitor management system adds an extra layer of security by recording detailed visitor information, including their identity and purpose of visit. This enables organizations to monitor who is on-site in real-time and restrict access to sensitive areas. By automating these processes, businesses significantly reduce the risk of unauthorized access or potential security breaches.
Compliance and Legal Requirements
Many industries require strict adherence to regulatory standards that involve maintaining accurate visitor logs. A digital visitor management solution simplifies compliance by creating automated audit trails that are easy to access and analyze during inspections. This not only minimizes errors but also protects businesses from potential legal liabilities.
Efficiency
Manual check-ins can be time-consuming, leading to bottlenecks at reception and wasted time for both visitors and staff. A visitor management system streamlines the entire process, allowing for faster registration and real-time notifications to hosts. This increased efficiency frees up administrative staff to focus on other critical tasks.
Enhanced Visitor Experience
First impressions matter, and a modern visitor management system creates a seamless and professional experience from the moment visitors arrive. Features like touchless check-ins and pre-registration reduce wait times and make the process hassle-free. This attention to convenience reflects positively on the organization, enhancing its reputation and fostering goodwill.
Visitor Management Requirements
When selecting a visitor management system, consider the following features to ensure it meets your needs:
- Visitor Registration and Sign-In: Easy-to-use digital forms for quick and accurate check-ins.
- Visitor Tracking and Monitoring: Real-time tracking to monitor visitor movements and ensure security.
- Visitor Badge Printing: On-demand badge printing for a professional and organized reception.
- Reporting and Analytics: Comprehensive reports and analytics to gain insights into visitor patterns and improve processes.
- Integration Capabilities: Seamless integration with existing software like HR systems, access control, and email platforms.
8 Best Visitor Management Systems (VMS)
Raptor
Raptor stands out for its advanced security features, including ID scanning and background checks, making it a top choice for schools and institutions that prioritize safety. The system supports mobile check-ins, allowing visitors to register via their smartphones before arrival, which reduces wait times and enhances convenience. Additionally, Raptor integrates seamlessly with various security systems, offering a unified approach to workplace security.
Pricing and Plans: Flexible pricing tiers based on the number of users and features, starting with a basic plan for small businesses.
Pros:
- Highly customizable to fit specific business needs
- Strong security features ensure thorough vetting of visitors
- Mobile compatibility allows for flexible check-in options
Con:
- Can be complex to set up for non-technical users
Envoy
Envoy is renowned for its intuitive design, making it easy for both staff and visitors to use. It seamlessly integrates with popular workplace tools like Slack and Office 365, streamlining communication and workflow. The system offers advanced reporting and customizable visitor workflows, allowing businesses to adapt the system to their unique processes and requirements. However, its limited offline functionality might be a drawback for businesses in areas with unreliable internet.
Pricing and Plans: Offers multiple pricing plans, including a free tier with essential features.
Pros:
- Easy to use with a clean, intuitive interface
- Excellent customer support ensures smooth implementation
- Robust integration with widely used workplace applications
Con:
- Some advanced features require higher-tier plans
iLobby
iLobby provides comprehensive visitor management with features like pre-registration, visitor screening, and detailed analytics. It’s particularly suited for corporate offices, government buildings, and educational institutions where high visitor volumes and stringent security protocols are standard. Its ability to handle large-scale operations makes it perfect for organizations that need to manage numerous visitors efficiently and securely.
Pricing and Plans: Competitive pricing based on the size and needs of your organization.
Pros:
- Robust security features cater to high-security needs
- Scalable for large enterprises with extensive visitor traffic
- Detailed analytics help in monitoring and improving visitor management
Con:
- Higher cost compared to some competitors
The Receptionist
The Receptionist excels in providing a streamlined check-in process with features like visitor scheduling and automated notifications. Its integration with calendar systems ensures that organizations are always informed about their guests’ arrival times, reducing wait times and improving coordination. The system’s simplicity makes it an excellent choice for small to medium-sized businesses looking for efficiency without complexity.
Pricing and Plans: Affordable pricing plans ideal for small to medium-sized businesses.
Pros:
- Simple setup makes it easy for small businesses to adopt
- Excellent integration with calendar systems enhances coordination
- Automated notifications keep hosts informed in real-time
Con:
- Limited customization options compared to other systems
Proxyclick by Eptura
Proxyclick provides a highly customizable platform with advanced security features and comprehensive reporting tools. It’s designed for businesses that require detailed visitor insights and extensive customization options to match their specific workflows. The system’s flexibility allows organizations to create tailored visitor experiences, ensuring that every interaction aligns with their brand and security protocols.
Pricing and Plans: Custom pricing based on specific business needs and feature requirements.
Pros:
- Highly customizable to fit unique business requirements
- Excellent reporting capabilities provide deep visitor insights
- Advanced security features ensure thorough visitor vetting
Con:
- Can be expensive for smaller businesses
HID Visitor Management Solutions
HID specializes in combining visitor management with access control. It integrates seamlessly with existing access control systems, especially to the facilities that already use HID hardware. This system is also ideal for organizations looking to enhance their current systems without overhauling their entire security setup.
Pricing and Plans: Flexible pricing models depending on the complexity and scale of implementation.
Pros:
- Strong emphasis on security and compliance ensures robust protection
- Industry-specific solutions cater to unique business needs
- Seamless integration with existing access control systems
Con:
- Limited appeal for those outside HID’s ecosystem
SwipedOn
SwipedOn is a budget-friendly option that doesn’t compromise on essential features. It includes digital visitor logs, emergency evacuation lists, and touchless sign-in, making it particularly appealing for small businesses. However, its feature set is less robust compared to higher-end systems.
Pricing and Plans: Offers various pricing tiers to accommodate different business sizes and needs.
Pros:
- Quick to deploy with minimal setup time
- User-friendly interface ensures easy adoption by staff
- Integration with CRM systems enhances visitor data management
Con:
- Limited advanced features compared to some competitors
Sign In Solutions
Sign In Solutions offers advanced data security and analytics, catering to organizations that value data privacy. It provides comprehensive visitor logs and compliance tools, ensuring businesses stay audit-ready. However, the lack of a dedicated mobile app could be a dealbreaker for some.
Pricing and Plans: Competitive pricing with options for both small businesses and large enterprises.
Pros:
- Highly versatile with extensive customization options
- Strong mobile support allows for on-the-go visitor management
- Detailed visitor logs facilitate thorough tracking and reporting
Con:
- Customer support can be inconsistent
Whether you prioritize advanced security, seamless integrations, or extensive customization, there's a solution on this list that can enhance your visitor management process. Carefully consider your organization's requirements, industry standards, and budget to select the best visitor management system that aligns with your goals and operational demands.
Visitor Policies and Procedures
Now, having a visitor management system is only part of the equation; without solid visitor policies and procedures, even the best system can fall short. Policies act as the foundation that defines how the system is used and ensures consistent practices across the organization. While the technology handles tasks like sign-ins and tracking, the policies provide the structure for access levels, behavior expectations, and security protocols, creating consistency across the board.
Together, they create a cohesive framework that enhances both security and professionalism, bridging the gap between technology and human interaction.
Defining visitor types is the first step in tailoring policies that meet the unique needs of your organization. Here’s how I break it down:
- Employee Guests: Family or friends visiting employees for personal reasons.
- Contractors: External personnel providing temporary or project-based services.
- Vendors: Suppliers or business representatives with official business on-site.
- Clients or Prospective Customers: Visitors who require a professional welcome and possibly access to non-restricted areas.
Key Elements of a Visitor Policy
To create an effective visitor policy, it’s important to include well-defined elements that provide clarity, structure, and consistency in managing visitors. A workplace visitor policy template should address the following:
- Visitor Registration Procedures: Structured registration processes document visitor details, meeting purposes, and check-in times for better tracking and security. Using a notice sign like the image above near the entry point is a practical way to remind visitors of the registration procedures, helping them understand the expectations as soon as they arrive.
- Visitor Identification and Badging: Temporary badges clearly identify visitors and help distinguish them from unauthorized individuals on-site.
- Escort Requirements: Visitors with restricted access, such as contractors or vendors, should be guided by designated staff through sensitive areas.
- Restricted Areas: Clearly marked boundaries and communicated limitations with signs, such as a Stop Employees Only sign, to prevent accidental or unauthorized access to sensitive zones.
- Emergency Procedures: Visitors should be included in emergency plans, with clear instructions on evacuation or lockdown processes.
- Data Privacy and Security: Visitor information should be transparently collected, securely stored, and used only for legitimate purposes in compliance with data protection laws.
Tips for Successful VMS Implementation
Rolling out a visitor management system requires preparation. From experience, here’s what works: Educate your staff on how to use the new visitor management system effectively. Regular training sessions ensure everyone is comfortable with the technology and understands its importance.
Periodically assess your visitor policy and system configurations to ensure they remain relevant and effective. Gather feedback from both staff and visitors to identify areas for improvement. Continuously refining your processes will help you get the most out of your visitor management solution.
Visitor Management System FAQs
Who is responsible for the safety of visitors?
The hosting organization is responsible for visitor safety, including providing clear guidelines, monitoring access, and ensuring visitors are accounted for during emergencies.
How do you ensure safety of visitors?
Safety can be maintained through a combination of a robust visitor management system, well-defined policies, restricted access areas, and thorough emergency procedures.
How much does a visitor management system cost?
The cost of a visitor management system varies depending on features and scalability, ranging from $50/month for basic plans to custom-priced solutions for enterprise-level needs.
Why is it important to protect your organization from the visitors?
Protecting your organization safeguards sensitive information, prevents unauthorized access, and reduces liability risks associated with visitor activities.
How to handle visitors without an appointment?
Visitors without appointments should be directed to a reception area where they can register, state their purpose, and await approval from the appropriate host.