How We Chose the Best Visitor Management Systems
With so many visitor management systems to choose from today, the options can be overwhelming. Many of these companies offer the same types of features and services, making it difficult to pick just one. We’ve evaluated these companies based on three key features that are of the most importance to help you narrow down your choices: visitor management features, integrations, and reporting tools.
Visitor Management Features
We recommend a system that gives the user everything they need for visitor management. This includes features for badge management, ID scanning, contact management, self check-in, and alerts/notifications. The features listed above are a general list of what should be provided at the bare minimum level. Your requirements may differ depending on your needs.
It’s important for a visitor management system to have the ability to be integrated alongside other systems. This gives you the option to customize and select which features you want. It also allows for individual features to be connected to one another and form a complete working system. The best software comes with prebuilt integrations for background verification systems, database management systems, and other tools that are often used together with visitor management systems.
Manually writing reports can be a tedious task. The ability to electronically track the number of visitors in a facility ensures that day-to-day activities can be accounted for efficiently and effectively. Systems that provide detailed reports allow the user to keep track of exactly how many visitors are in the facility at any given time, as well as other aspects of visitor activity. This is especially useful when it comes to areas such as security and monitoring.
The 15 Best Visitor Management Systems of 2021
ADDA’s society management system gives residential communities a convenient way to manage apartments and connect with one another. Features include:
- A private social network for connecting with neighbors and the community
- Flexible architecture that can be integrated alongside other systems
- Remote reporting tools that look over staff members, visitors, incidents, and anomalies
ADDA focuses on three apps: ADDA ERP, ADDA GateKeeper, and ADDA Clubhouse. These apps are used for managing residential communities, electronic gating systems, and clubhouse bookings, respectively. Users who are looking for a specific type of system can opt into whichever option fits their needs.
The free Essentials plan comes with many features that are enough to fulfill community needs. Contact ADDA for a custom quote for the other plans.
ERP and Gatekeeper: Custom quote
|Free version||>Automated visitor notifications
>Integrated payment gateways
>More features at ADDA
Pros & Cons of ADDA Security Visitor Management System
|>Free version||>No contact management features|
CoReceptionist is a cloud-based reception and lobby management system. It aims to replace traditional helpdesk areas with an automated system that manages the arrival and departure of deliveries and guests.
Features include the ability for visitors to check themselves in. This saves time and makes the process more efficient as fewer interactions are required. Additionally, CoReceptionist provides premises with safety and security through its automated visitor management process. It also supports emergency evacuation scenarios, allowing people to quickly exit the area in dire situations.
CoReceptionist offers three plans: Basic ($25 per month per location), Premium ($50 per month per location) and Corporate ($100 per month per location). Customers that require a higher plan can opt for Enterprise, which is a custom-made plan for more than 200 contacts. Each plan has a free trial period that can be opted into to test things out.
Corporate: $100/location/ month
Enterprise: Custom quote
|14-day Free Trial||>Highly scalable and flexible
>Emergency evacuation support
>More features at CoReceptionist
Pros & Cons of CoReceptionist Visitor Management System
|>Data privacy |
|>No contact management features|
Envoy is an all-in-one platform that focuses on keeping workplaces safe and healthy through features such as visitor registration, guest watchlists, and health questionnaires.
Envoy Desks allow employees to reserve office work areas and maintain safe distances from other people while at work. For package management, its software automates the entire delivery process and saves everyone time.
Additionally, Envoy’s platform can be integrated with many other technologies. It also comes with a simple API for developers to connect Envoy with other systems as required. Pricing ranges from Basic (Free) to Standard ($99 per month) and Premium ($299 per month), with discounts offered on its Envoy bundle that contains visitor, protection, delivery and room features.
Enterprise: Custom quote
|Free Version||>Customized access control
>Automatically syncs information
>More features at Envoy
Pros & Cons of Envoy Visitor Management System
|>Lacks a 24/7 support team|
Event Essentials’ main selling point is its ability to manage all aspects of large events and gatherings. It offers a set of web-based tools with features such as data organization, badge management, and sales tracking and reporting, and it’s the only company to offer contact management features on this list.
Its system streamlines the ticket process, allowing for many visitors to be checked in at a much quicker rate than if done manually. Event Essentials can also be integrated alongside other systems, and a support team is on standby 24/7.
|Custom quote||Free Demo||>Multiple event management tools
>Icon-based menu GUI
>Sales tracking and reports
>More features at Event Essentials
Pros & Cons of Event Essentials Visitor Management System
|>Contact management feature|
|>Not available for mobile devices
>No visitor tracking or self check-in
Greetly offers a touchless receptionist based system to keep workplaces safe and secure. Features include:
- Instant notifications and alerts for visitor arrivals
- Full range of customizable check-in options
- Third-party software integration
Greetly’s visitor management system secures data in a cloud-based visitor log and allows users to keep track of guests. Its customizable and modern user interface allows companies to represent their business the way they want.
Pricing is divided into three payment tiers: Essential ($79 per month), Pro ($119 per month) and Enterprise ($350+ per month). Additionally, all payment plans offer unlimited notifications that can be integrated alongside voice, text, email, online chat services and more.
|Free Demo||>Fully customizable platform
>Printable visitor badges
>More features at Greetly
Pros & Cons of Greetly Visitor Management System
|>Easy to use|
>Supports iOS and Android
|>No reporting tools|
KeepnTrack is a cloud-based visitor management system for campuses and school districts. It allows users to track, manage, and report visitor activity from one central system. Visitors can automatically check themselves in for convenience and efficiency.Some features include:
- Unique ID cards
- Guardian authorization system
- Automated early dismissal
Systems can be centralized into one dashboard for easy management. Information is securely stored in the cloud, allowing users to access it from web-based or mobile devices. Additionally, its watchlist features can be used to reject unwanted visitors. Custom hardware allows KeepnTrack to be integrated alongside these systems for quick and simple setup.
|Custom quote||Free Demo||>Photo capture
>Segmented reporting data
>More features at KeepnTrack
Pros & Cons of KeepnTrack Visitor Management System
|>No alerts and notifications feature|
VisitorTrack by NetFactor’s main selling point is its lead generation ability to convert B2B data into potential prospects. It is the best in class software for lead mining and website visitor intelligence, granting users information about anonymous visitors through science and data.
Additionally, VisitorTrack can be integrated with other systems such as CRMs, email marketing, and sales platforms. Automated workflow triggers allow users to automatically create marketing campaigns and send them out to customers. Lastly, its predictive marketing features allow users to track and analyze human behavioral patterns — information that can then be used to influence people to buy.
Users who are interested in trying out VisitorTrack can opt into a 14-day free trial with full access to all features. Contact the company for a custom quote.
|Custom quote||14-day Free Trial||>Anonymous visitor identification
>Can be integrated along a variety of sales apps
>Uses AI for lead generation
>More features at VisitorTrack
Pros & Cons of NetFactor VisitorTrack
|>Full-access free trial|
|>No bade management, ID scan, or watchlist features|
ProxyClick provides users with visitor management software that tracks visitors, employees, contractors, and more. It focuses not only on workplaces but businesses as well, with tools and features to support them.
Customizable branding features allow businesses to tailor the system to their needs. Additionally, it can be integrated alongside many other systems with its integration control systems. Other features include ID scanning, watchlists, visitor tracking, alerts, notifications, self check-in, and badge management.
Pricing starts at $100 per month, with configurable additional features based on the user’s needs. Users looking to try out ProxyClick can opt into a 15-day free trial.
|$100/location/month||15-day Free Trial||>Unlimited usage
>More features at ProxyClick
Pros & Cons of ProxyClick Visitor Management System
|>First class support|
|>No contact management or self check-in features|
Qminder is a web-based smart queue management system. Real-time service reporting provides users with live updates on what’s going on. It’s also compatible with iOS devices and TV apps.
Multiple sign-in flows and contactless queuing allow for quick visitor processing. Additionally, its system can be hooked up to televisions and monitors to display its waiting list to the public and provide transparent visibility.
Users can opt into a 14-day free trial to test out the system for themselves. Those who require additional features can choose from three payment plans: Standard ($299 per month), Pro ($549 per month), and Enterprise (customized).
Enterprise: Custom quote
|14-day Free Trial||>Automated queueing flow
>SMS updates and alerts
>More features at Qminder
Pros & Cons of Qminder Visitor Management System
|>Analytics & insights|
|>Not compatible with Android devices|
The Receptionist is an iPad-based visitor management system that offers stability to offices and workplaces. Many features are customizable, such as buttons, workflows, badge design, communication, branding, language display, and location management.
It is a cloud-based system that archives data, allowing users to go paperless and store visitor logs in a secure database. It also provides already assembled hardware that’s fully operational right out of the box. Unlike traditional receptionist services, The Receptionist is automated and electronic, allowing businesses to save costs and speeding up the visitor process.
Users who wish to test out the system can opt into a 14-day free trial. Additionally, it offers four payment plans: Basic ($49 per month), Premium ($99 per month), Pro ($149 per month), and Enterprise ($249 per month), with each plan including all features.
|14-day Free Trial||>Automated visitor check-in
>More features at The Receptionist
Pros & Cons of The Receptionist Visitor Management System
>Simple installation process
|>Lacks 24/7 support|
Sign In App
Sign In App is a smart visitor management system that comes with a large number of features. Some of the features it supports include delivery management, data privacy, contactless sign-in, alerts and notifications, and custom data fields.
Setting everything up can take as little as 15 minutes. RFID-compatible technology allows visitors to tap their fobs or access cards for efficient access. Additionally, the companion app provides security and control by limiting what features each user can and can’t access. This app can also be used by staff and repeat visitors to sign in/sign out.
Compared to other visitor management software systems, Sign In App is priced on an annual basis instead of a monthly one. There are two pricing options: $295 for a 12-month site subscription or $995 for the full package, with a $295 renewal fee for both options. Users that wish to try out Sign In App’s features before making a commitment can opt into a 15-day free trial.
Sign In App provides live chat and phone support Monday to Friday, 8am to 2am — users will need to email their support desk if they need assistance outside those hours.
|12-month subscription: $295 |
Full package: $995; yearly renewal price $295
|15-day Free Trial||>Pre-register visitors
>Video welcome screens
>More features at Sign In App
Pros & Cons of Sign In App Visitor Management System
>Supports multiple sites
|>Live support not available 24/7|
SwipedOn is USA’s leading web-based visitor management system for workplaces and businesses. Features include:
- Evacuation management and comprehensive movement records
- Wireless ID badge printing
- Digital agreements that are stored in a database
Additionally, its system allows users to automatically track all staff movements, providing real-time data as to their whereabouts in emergency situations.
It offers three pricing plans: Starter ($29 per user per month), Business ($59 per month) and Enterprise ($99/month). All plans include 24-hour customer support, unlimited visitors, and zero setup costs, with discounts offered for annual plans.
|14-day Free Trial||>Third-party app integration
>More features at SwipedOn
Pros & Cons of SwipedOn Visitor Management System
|>No watchlist feature|
Traction Guest allows users to customize the layout of their interface to suit their needs. It’s a cloud-based system that supports web-based and mobile devices, allowing for contactless access for both employees and visitors.
Features include sign-in features, ID verification, visitor badge printing, watchlists, and alerts. Users can choose from a large list of languages to customize their visitor experience for location and audience needs. Additionally, Traction Guest is built on Salesforce’s Heroku cloud application platform, providing high-tech security controls to keep data safe.
Traction Guest offers three payment plans: Essential ($95 per month per iPad), Plus ($160 per month per iPad) and Enhanced ($220 per month per iPad or $330 per month per scanner). All plans come with unlimited visitors, hosts, sign-in flows and notifications.
Complete: Custom quote
|30-day Free Trial||>Custom configuration
>Conditional and third-party watchlists
>More features at Traction Guest
Pros & Cons of Traction Guest Visitor Management System
|>No contact management features|
VisiPoint scores high points for its sleek user interface, providing visitors with a great first impression of your company and brand. Some notable features include:
- Repeat visitor identification
- Customizable branding options
- Automatic sign-out for visitors and staff
Additionally, users can manage multiple sites or buildings through a central management dashboard, with reporting tools providing users with specific information about individual sites. Its central dashboard system can also be accessed from any web-based or mobile device, providing real-time reports of everyone who’s signed in.
Visitors can also make use of VisiPoint’s quick identification features for efficient entry. Notifications and alerts contact staff members, allowing them to make use of their time being productive instead of waiting for guests to arrive.
|Professional 10”: €1,464|
Enterprise 10”: €2,350
Enterprise 15”: €3,100
Enterprise Kiosk: €5,555
|Free Demo||>Detailed real-time reports
>ID badge identification
>More features at VisiPoint
Pros & Cons of VisiPoint Visitor Management System
|>No integration or reporting features|
Vizitor is a cloud-based visitor management system that supports devices running on Android and iPhone/iPad systems. Features of Vizitor include:
- Electronic self check-in system for guests and visitors
- Real-time analytics, visitor log, and dashboard information that gets stored in a database
- Instant alerts and notifications
Vizitor offers a completely customizable visitor management system. Users have full control over what they’d like to customize, including badges, welcome logo, disapproved entry messages, and what features they require.
Vizitor offers a free version and a 10-day free trial of the paid plans. Pricing ranges from free to $40 per month (billed annually) depending on the number of monthly check-ins required.
|Free: Free for up to 100 check-ins/month|
Starter: $20/month for up to 300 check-ins/month, billed annually
Premium: $40/month for up to 1000 check-ins/month, billed annually
Enterprise: Custom quote
|10-day Free Trial||>Fully customizable features and options
>Supports third-party application integration
>Badge and logo branding
>More features at Vizitor
Pros & Cons of Vizitor Visitor Management System
|>30-day free trial|
>24/7 customer support
|>No watchlist feature|
What Is a Visitor Management System?
Visitor management systems automatically manage visitors who arrive and depart from certain premises. They provide users with the tools to conveniently manage visitors and make the experience as smooth as possible.
They are commonly used in workplaces, residential communities, and commercial buildings. A visitor management system provides privacy and security by electronically determining who does and does not have access. Visitors who do have access can feel safer knowing that other people inside the secured area have proper clearance.
Features such as badge management, ID scanning, and self check-in lists help users to differentiate between who has access and who doesn’t. These features allow visitors to check themselves in automatically and save time, provided they have the clearance to do so. Tracking visitors increases security and provides visitors the ability to access secured buildings around the clock.
Benefits of a Visitor Management Systems
Visitor management systems provide users with convenience, accessibility, and security. Visitors can check themselves in automatically, saving time and making the process more efficient. Additionally, the ability to monitor each and every guest who arrives increases security and ensures all visitors are accounted for.
It also provides visitors with a quality experience. Many guests are accustomed to waiting outdoors for their host to open the door and let them in. With a visitor management system, you can automatically set up your system to allow them entry the second they arrive. This saves time and makes visitors feel welcome, trusted, and comfortable.
Premises that value security can make use of ID or badge scanning systems to automatically grant visitors access. Visitors who wish to gain access after business hours also have the ability to do so if they have proper clearance.
Lastly, traditional processes and systems for visitor management are inefficient and messy. Visitor management systems electronically store all information and can be accessed at any time and from anywhere. Embracing paperless systems and making use of technology gives visitors a different interpretation of your brand. By making your company stand out from others, it will automatically change the way people see your business.
Must-Have Features of Visitor Management Systems
Visitor management system provides convenience and efficiency. If you’re looking to give your guests the best experience possible, here’s a list of must-have features:
- Ability to integrate with other systems: Visitor management software is often utilized alongside other systems. The ability to integrate with other systems is important for creating a fully automated process that can be customized to your needs.
- Reporting tools: Reporting tools provide an overview of daily activities in an easy-to-read format. This feature is essential for users who want to keep track of events, incidents, and visitors.
- Badge management: Badge management features help keep track of which visitors are welcome and which are not. Additionally, temporary badges can be given to visitors who are just passing by, granting them full access to privileges that expire after a certain set time or date.
- ID scanning: With identity theft and hackers on the rise, having a secure identity is more important than ever. An ID scanning feature prevents fake or stolen IDs from being used by unwanted visitors, increasing security and the safety of everyone inside the premises.
- Alerts and notifications: No one likes to be kept waiting, especially not your guests. Alert and notification features ensure you get notified whenever visitors show up, allowing them to be granted access in a timely manner.
- Visitor tracking: Tracking visitors is an essential feature that should be included with all visitor management systems. Having a list of people who arrive and depart allows you to keep tabs on what’s happening. In situations where incidents arise, visitor tracking can be used to pinpoint anyone who could be responsible.
- Self check-in: The ability for visitors to check themselves in is a blessing on a cold winter day. Self check-in features allow guests to make themselves feel welcome when you aren’t available to greet them at the door.
The Cost of Visitor Management Systems
Many companies offer free trials and demos of their visitor management systems to allow users to try them before they buy. Free options are available but are often limited in features and services.
The cost of visitor management systems varies because companies have different payment models. Some operate on a one-time fee basis, while others use a per user or monthly subscription model. Not all visitor management systems contain the same number of features, so you should ensure the one you ultimately choose can fulfill and fit your needs.