Are you looking for a modern visitor management system for your office? In a post-Covid environment it’s more important than ever to have a secure visitor management solution for your building, no matter when you plan to return employees to the office. This ultimate guide will help employers, building owners, and management teams select the best visitor management system for their buildings, offices, and facilities.
What will you learn in this buyer’s guide?
How to Choose the Best Visitor Management System
The roundup kicks off with the key consideration for selecting a visitor management system followed by a neck-to-neck comparison of the best visitor management systems; so you don’t have to read all the way to reach the crux. But if you have the time, we encourage you to read through the subsequent sections that include the types and benefits of digital visitor management systems and the latest visitor management trends.
What Is a Visitor Management System?
A visitor management system tracks the arrival, departure, and movement of visitors through a protected space to enhance security, safeguard privacy, and organize and streamline the visitor workflow.
Most workplaces receive a regular flow of visitors that may include business associates, job applicants, delivery personnel, contractors, and employee family members. The job of a visitor management system is to collect visitors’ information such as name, time and date of visit, contact information, and photos so there is a clear record of exactly who entered and exited the building. This can take the form of a visitor sign-in sheet or a sign-in app.
Ultimate Buyer’s Guide to Office Intercom Systems
This guide will walk you through step-by-step considerations when buying an office intercom system, flush out key features and review the best intercom system brands on the market so you can pick the right system for your office.
20 Buying Considerations for Visitor Management Systems
Different types of businesses, buildings, and facilities have vastly diverse visitor management needs. For example, a school might want to scan each new visitor against criminal databases, while a business receiving a large number of walk-in clients might like to provide self-service registration and check in options.
Here are 20 questions to answer before you buy a visitor management system.
- How many visitors do we receive per week or month (on average)?
- What kinds of visitors does our office receive?
- Do we need to set up different workflows for different types of visitors?
- Do we need visitor pre-registration?
- Do we need automatic visitor check in?
- Do we need visitor self-registration?
- Do we need contactless visitor check in?
- Do we need to monitor each visitor during the duration of the visit?
- Do we need to screen visitors against customizable and public offender lists?
- Do we need to print visitor badges?
- Do we need to send emergency alerts and messages to visitors?
- Do we need visitors to digitally sign documents such as NDAs or policy documents?
- What type of system are we currently using? What limitations are we facing?
- Do we need a built-in video intercom system to communicate with visitors at the front door?
- Do we need to integrate the VMS with access control systems and other security systems?
- Do we need entry photos, video, or facial recognition features?
- Do we want a system that can be accessed from anywhere through browsers and/or mobile devices?
- How many check-in kiosks does our office require?
- Who will schedule a visit? Is it the security team, host, or visitor?
- Do we need to schedule automatic check in for maintenance teams, janitorial services, or deliveries, etc?
15 Important Features of a Modern Visitor Management System
1. Data Security
The best visitor management system must have bulletproof data security features including TLS and HTTPS communication and automatic cloud storage.
2. User Privacy
3. Video Intercom
Video intercom is a vital part of a company’s security infrastructure these days. The best video intercom system enables frontdesk employees to watch and speak with the visitors remotely and allow access if required. Solutions like Swiftlane combine visitor software with video intercom and access control systems to provide more robust security.
4. Visitor Registration Prior to Arrival
The best visitor management software enables hosts to send a visitor registration email prior to guest arrival. Users can register for the visit using a mobile sign in app or a browser. Visitor registration ahead of time allows managers to enforce capacity limits. It also provides fast track check in to guests without the need to stop at a check in kiosk or receptionist desk.
5. Self Check-In
Hospitals, shopping malls, and other public facilities can consider a visitor management system that allows self check in from anywhere. A self check in system automatically implements capacity limits, screen visitors, and allows or restricts access and can significantly reduce the operational burden at such facilities.
6. Notification Systems
The visitor management software should notify the hosts instantly when their guest performs a self check in. Notification systems will send a visitor notification via email, SMS, or through the sign in app. It’s a standard feature that every visitor management software must have.
7. Customizable Workflows
A customer, a contractor, a delivery driver, and a personal guest enter your building. Your visitor management system should be able to help you differentiate between and design customized workflows for different types of visitor.
8. Visitor Experience
An organization’s image starts at the door. Features such as self check in, remote registration via a check in app, touchless entry, and mobile or facial recognition access control can deliver a great first impression of your company.
9. Contactless Check-in
Some of the most widely used visitor management systems out there still don’t provide contact-less check-in for visitors, but the feature is a must-have after COVID-19. No contact sign in is provided by sending links or QR codes that visitors can click or scan using their mobile phone and start their visit.
10. Visitor Communication
Hosts can send important messages and make emergency announcements to visitors. The communications can include visit rules, COVID safety precautions, health-check questionnaires, and other important announcements. The best visitor management software allows you to attach video clips and photos with your messages.
11. Digital Signature
Some organizations may like their visitors to digitally sign documents before they are cleared for the visit. A simple confirmation button may suffice for others. These features can be easily found within the check in app themselves.
12. Compliance Management
Compliance is a serious consideration for selecting visitor management software. More than 80 countries now have privacy laws in place to protect personal data. There’s CCPA in California, GDPR in EU, and APPI in Japan. Your organization may also need to comply with industry-specific regulations such as ITAR for defense, PCI DSS for credit card companies, FSMA for the food industry, and T-CPAT for trading establishments.
13. Access Control Integration
Depending upon the nature of your facility, some of the must-have integrations may include access control systems, digital ID software such as G Suite and Azure AD, watchlists, Single Sign On (SSO), video intercom and surveillance systems, and more.
14. Multilingual and Multiregional
Not all of your visitors at every office location understand English, so the best visitor software comes with multilingual support. Regional features such as integration with Google Maps may be required for companies with global office locations.
15. Reports and Insights
Security and facility teams can find out instantly who is on site in real time and who visited the facility on any specific time and date. Advanced reporting features with the ability to apply filters may be required at buildings that receive a large number of visitors; and where you need to segment visitors and deliver customized experiences.
Electronic Visitor Management Systems
There was a time when a physical visitor book was the only visitor management system. But most of today’s organizations and facilities use electronic systems that leverage visitor management software.
An electronic visitor management system is a computer program or software that allows security teams or employees to schedule visitors and collect their information.
Types of Electronic Visitor Management Systems
Cloud-Based Visitor Management Systems
The visitor management software and data is securely hosted in the cloud and can be accessed from anywhere using mobile or desktop devices. Examples of cloud-based visitor management systems include Envoy, ProxyClick and TractionGuest.
Cloud-based visitor management is the most popular type of visitor sign today because it offers the following advantages over on-premises or host-bound systems:
- Can be accessed and managed from anywhere using mobile phones or desktop computers
- Cloud-based systems come with a free trial and pay-as-you-go pricing
- No heavy capital expenditure is required to start using the system
- The visitor data is always securely stored in the cloud
- Automatic software upgrade and faults detection
- Cloud based systems are highly scalable and can be easily extended to physically distant facilities
- Easy to set up and integrate with other cloud-based systems such as security, video monitoring etc
On-Premise Visitor Management Systems
These are 20th century systems that came to the market before the rise of cloud computing. They run on company networks (LAN/WAN) and store data and apps on a local machine. Host-bound visitor management systems are still in use at many large organizations including public and private facilities. Examples of host-bound visitor management systems include HID EasyLobby, Tyco Software House, and Lenel.
Following the advancements in cloud computing and internet technologies, most enterprises are moving their visitor management and other business-critical systems to the cloud. On-premises systems have the following limitations compared to cloud-based systems:
- Require a heavy upfront investment
- Cannot be accessed from outside the facility via check in app
- Risk of data breach and server crash
- Difficult and expensive to scale
- Difficult to use and maintain. Require training
Interesting Fact: The highest number of visitors recorded at Universal Studios in a single day is 40,000.
Electronic visitor management systems require the guest to enter their information using a shared touch screen tablet or self service kiosk placed in the lobby. These commonly touched systems are considered unsafe after COVID-19 because shared surfaces can contribute to the spread of the coronavirus and other germs.
Many cloud-based systems (including Swiftlane) offer a touchless and safe self sign-in experience to employees and visitors. They allow guests to register for the visit and use a check in app from their own mobile phone without touching any other object or surface.
Visitor Management Software
Visitor management software is a cloud-based or locally hosted application that users can install on mobile and desktop devices. These can be likened with electronic visitor books, although some of them can be integrated with third-party access control systems. Examples include Envoy and Lobbytrack.
Integrated Visitor Management Systems
Integrated visitor management systems sync with access control systems. Visitor management is a built-in feature of the access control system and is ready to work immediately with compatible readers, locks and controllers. Examples of integrated visitor systems include Swiftlane, Openpath, and ButterflyMX.
10 Benefits of Electronic Visitor Management Systems
1. Enhance Business Security
You know who is coming for a visit, who is checking in, who is inside the facility, and who has checked out.
2. Speeds Up the Check-In Process
Imagine having to check in and admit 40,000 visitors a day manually. A modern, electronic visitor management system can make it seamless.
3. Compile and Store Visitor Data
You can configure visitor management software to collect visitor information in line with your organization’s security policies.
4. Facilitates Emergency Evacuation
The best visitor management software automatically adds on-site visitors to evacuation lists, so that security can safely evacuate each person.
5. Easily Access Visitor Logs
Security teams can quickly extract visitor names, photos, and other data in case of theft, fire, or coronavirus outbreak.
6. Reduce Check-In Times
Visitor management systems that come with pre-registration and self check-in reduce check-in time and prevent queues from forming.
7. Meet Compliance Goals
The right visitor management system helps your organization company with country and industry specific regulations.
8. Free Security Teams
Electronic visitor management systems free up your security and front desk teams from unnecessary workload by allowing visitors to register, check in, and check out themselves.
9. Enhance Visitor Satisfaction
A modern cloud-based visitor management system portrays a higher image of your company and pleases your guests by checking them in without wasting time.
10. Screen Visitors Remotely
Visitor management systems that come with a pre-registration feature also help screen the visitors for COVID symptoms as well as against offender lists.
Top 10 Visitor Management Trends to Watch in 2021
1. Contactless Check-In
The interest in contactless solutions has spiked. People want to have contactless everything—from an office intercom system to pizza delivery. Why should visitor management be an exception? Contactless check-in for visitor management has become the new normal, with established players scrambling to rush solutions to the market. Examples include Envoy, Proxyclick, and Swiftlane.
2. COVID-19 Safety Solutions
The pandemic has generated a flood of new COVID safety trends such as face masks, PPE, social distancing, and cleaning and sanitization protocols. When we looked at the hottest trending topics in business, searches for “social distancing screen” have increased by 1,800% over the past year.
3. Beacon Tracking
The interest in beacon tracking has more than doubled since this time last year. Beacons can be used for tracking of BLE devices inside multi-floor “smart buildings.” The technology can track people with an accuracy of up to 1 meter. Companies like Kontakt.io and Pointr are already offering BLE enabled visitor management systems.
4. Facial Recognition
The global facial recognition market size is slated to grow at a CAGR of 16.6% from 2019 to 2024. Facial recognition may be essential for visitor management at high-security facilities such as airports, immigration checkpoints, manufacturing, research labs, and schools. Swiftlane and Sine are examples of companies that are already offering facial recognition as an option with their visitor management systems.
5. Visitor Experience
Visitor experience has become a hot new trend as user interest in the phrase has more than doubled since this time last year. The term refers to the process a visitor goes through from the time they register (or are scheduled) for a visit until they check out of the building, office, or facility. Visitor experiences can be enhanced by using remote self check in, contactless check in, and by improving visitor workflow.
6. Visitor Workflow
Visitor workflow, another hot topic in the visitor management industry these days, refers to the sequence of events, path, and timeline that the visitor will follow after they arrive for the check in. Visitors can be of many different types—personal guests, clients, contractors, interviewees, delivery drivers, cleaning crews, and maintenance services. Not everybody needs to access every area. To offer a great visitor experience, enterprises must create and customize workflows to suit each visitor type and purpose. Unnecessary data gathering should be eliminated to streamline the check-in processes.
7. Visitor Screening
Nobody was searching for “visitor screening” until February this year, but the search term has become a breakaway trend since the pandemic started. The term may refer to temperature and health screening of visitors as well as screening against criminal databases to increase workplace safety.
8. Internet of Things (IoT)
IoT is the next big trend with its global market size projected to reach $1.319 trillion by 2026, growing at jaw-dropping 25.68% CAGR. IoT is already disrupting the access control and security systems market as all sorts of devices including smart locks, cameras, door controllers, smart readers, video intercoms, HVAC systems, lights, and smart speakers getting connected to the cloud. Visitor management systems of the near future may be able to offer a completely automated and seamless guest experience by joining several connected devices.
9. Video Intercom
Customer interest in video intercom systems has been consistently strong throughout the year. Video intercom is a simple and highly effective visitor management solution. It allows security teams and hosts to speak with guests at the door remotely and allow access if warranted. Integrated access control with visitor management has video intercom with door release functionality for remote authorization and ID verification.
10. Digital Document Signing
According to a survey by Traction Guest, 68% of businesses and 85% of enterprise companies asked visitors to sign documents at check in. The documents to be signed by visitors can include security policy, NDA, and an acknowledgement that they have read the COVID safety instructions.
Access Control Trends in 2021: The Future of Access Control
We have compiled the Top 5 Access Control Trends from 2020, factoring in the shift from the COVID-19 pandemic, and projections for the year 2021.
Best Visitor Management Systems
HID EasyLobby SVM System Review, Price, and Suitability
Dinosaurs perished from the world millions of years ago, but there are some that still dominate the world of access control and physical security. EasyLobby is Secure Visitor Management (SVM) software by HID Global. EasyLobby is an on-premise visitor management system most often used by companies with more than 10000 employees and over 1000M dollars in revenue.
EasyLobby Software Overview
EasyLobby is an on-premises application hosted on internal servers. HID is traditionally known for its highly fragmented access control and security solutions. EasyLobby is no different. It uses a primary application along with several add-on modules for achieving additional, though basic functionalities.
- EasyLobby SVM: The primary application for implementing an automated visitor management system to process visitors.
- EasyLobby eAdvance: A web-based application that enables authorized employees or tenants to quickly and easily pre-register visitors online.
- EasyLobby Administrator: Comes free with EasyLobby SVM (according to their website but we found a dealer selling it for $465). Allows users to perform database administration, real-time monitoring and reporting
- SVM Satellite: Allows security teams to control and monitor visitor entry and exit at one or more internal locations or ‘checkpoints’ after registration at a SVM station
- eKiosk Self Registration Software: Allows visitor self-registration using an Apple iPad or tablet computer
How EasyLobby Works
- The front-desk staff scans the visitor’s ID card to capture detailed information
- The host is notified in 20 seconds or less via the company’s intranet
- Visitors can also self register using a tablet (eKiosk required)
- Authorized employees can pre-register visitors through the intranet or internet (eAdvance required)
All Traditional Functionalities: SVM can scan a government-issued ID, create visitor record, print badges, check-in and check-out visitors and screen visitors against watch lists
Unified Security: Manage and track visitors, packages, assets, parking, conference rooms, and employees from a single application
Powerful Reporting: Lets you collect, export, and print the data in the form of preconfigured and customized reports
Integrations: EasyLobby can integrate with access control systems and provide temporary badges for doors, elevators or turnstiles.
The core SVM module is available for $2,175. The eAdvance Online Registration module will set you back by another $2,675.
- Established solution with a large deployment base
- HID Global offers a range of identity and physical security solutions
- Global distribution networks with longstanding relationships
- Large number of hardware and access control integrations
- Multiple languages, training and online support
Limitations of EasyLobby
- No remote self registration for visitors
- No touchless functionality is available as of Nov 2020
- No mobile compatibility
- Legacy technology and approach to visitor management
- High TCO with maintenance, upgrade, and integration requirements
- Lacks functional depth and interoperability for modern visitor management
- Second generation VMS—replaces pens and paper with digital sign in
HID EasyLobby is Recommended For
EasyLobby is best suited for large enterprises, government organizations, K12 schools, and other traditional workplaces that still rely on on-site computing and manned security operations.
Envoy Visitor Management Software Review, Price, and Suitability
Envoy is one of the most modern, user-friendly and reasonably priced visitor management softwares you’ll find in the market. It increases safety and security, reduces the workload on your front desk staff, and lets your guests and employees enjoy a smooth experience.
- Free for 1 location and up to 50 employees
- Standard Plan is priced at $99 per location per month—supports up to 5 locations and up to 50 employees
- Premium Plan costs $299 per location per month and can manage unlimited locations and employees
- Envoy Deliveries is available free for up to 100 deliveries per month and costs $159 for unlimited deliveries per month per delivery area
- Custom pricing for Enterprise Plan
Envoy VMS is Recommended For
Small and medium businesses as well as corporate and enterprise offices and commercial buildings. The room booking feature makes Envoy a preferred VMS for shared offices and coworking spaces.
- Any employee can invite and schedule visitors using Envoy’s online portal or mobile app
- Can manage employees, visitors, contractors, deliveries, and more
- Touchless check-in and COVID safety tools are available with all plans
- Pre-registration, self check-in and touchless sign-in
- Access control integration with Swiftlane and other ACSs
- Deliveries, Desk and Rooms add-ons available for delivery management, desk and room booking
- Customizable sign-in flows
- Facial recognition via Swiftlane integration
- Video intercom via Swiftlane integration
- Contact tracing, capacity limit enforcement, and symptom screening
- Temperature check integration
- Document signing
- Internal and third-party blocklists
- Free plans for small businesses
- All plans support unlimited visitor sign-ins
- All plans include Envoy Protect COVID safety features
Limitations of Envoy
- Android app doesn’t offer a smooth experience, according to some users
- Active Directory, Azure Ad, G Suite, and most other integrations are only available with Premium and Enterprise Plans
iLobby Price, Features, Suitability, and Review
iLobby is an extensively featured VMS headquartered in Canada. Their enterprise-grade platform tracks employees, visitors, contractors, and virtually every person moving through your facility. The system has evolved from a simple sign-in app and has moved into physical security by expanding integrations into enterprise systems such as access control solutions and identity verification through facial recognition.
iLobby is being used by millions of individuals across more than 25 industries and 45 countries. It is deployed at banks, international airports, government, Fortune 500 companies, and global brands including LG, Nikon, Boeing, Hershey’s, and Pepsi.
iLobby Pricing and Plans
- iLobby pricing is based on the number of locations and the add-on features you want to purchase
- The basic or Corporate plan starts at $199 per month. It includes one iPad kiosk and can manage a single location.
- For multiple sites, you’ll need to upgrade to the Enhanced Plan and pay $275 and up per month
- The Enterprise Plan has the most features and is available for a customized price
- All plans support unlimited users, visitors and sign-ins as well as free hardware repair and upgrades
iLobby is perfect for enterprises and supports almost every feature under the sun. It is so feature-rich it can get a little overwhelming for small- and medium-sized companies. The price point may be a turn-off for organizations that want to use multiple kiosks as one license is valid for a single iPad. Also, be ready to pay for touchless sign-in, external watchlists, facial recognition, ID scanning, and other add-on features that come built-in with VMSs like Traction Guest, Envoy and Swiftlane.
iLobby Software Overview
As an enterprise visitor management system, iLobby is as extensive as they come. The software supports custom visitor types including employees, contractors, guests, customers, interviewees, events, deliveries, and more. Different types of businesses can create customized visitor workflows to enhance safety and ensure compliance with industry-specific regulations. The system supports tons of integrations including messenger and notification apps, user directories, and physical access control systems.
- Visitor pre-registration
- Legal documents signing
- Badge printing
- Custom sign-in flows
- Custom branding
- Real-time notifications
- Dashboard and analytics
- Active Directories, Azure AD, Google Identities
- Ensure compliance with SOC 2, GDPR, ITAR, C-TPAT, and other applicable regulations
- Internal watchlist screening
- iOS and Android apps for hosts
- Touchless sign-in (add-on)
- ID scanning (add-on)
- External watchlists (add-on)
- Access control integration (add-on)
- Facial recognition (add-on)
- Fever check (add-on)
- Fully featured enterprise visitor management system
- Supports unlimited users, sign-ins, and visitors
- Supports integration with Single Sign On, CRM, email clients, and user directories
- API available for integration with any access control system including Brivo, Tyco, Genetec, and Honeywell
- Price discounts available for multiple locations or kiosks
Limitations of iLobby
- Corporate and Enhanced plans do not have many of the basic VMS features
- Android and Windows compatibility is only available with the Enterprise Plan
- Touchless sign-in is not available with the Corporate Plan
- Video intercom feature is not available
- Contact tracing and capacity planning features are not available
Proxyclick Enterprise Visitor Management System Review
Proxyclick is a European company providing cloud-based software-as-a-service solutions for visitor management. Their software can support more than 30 languages and boasts having conducted 30 million cumulative visits at 7,000 locations around the world. ProxyClick VMS is used by AirBnB, Acer, Audi, Pepsico, and L’Oreal among many other blue chip companies.
How Proxyclick Visitor Management Works
The legacy Proxyclick software runs on a tablet or kiosk placed at the front desk or in the lobby. The visitor needs to feed their data using a shared touch screen display. The host is automatically notified as soon as the visitor completes the registration process, so they can come and receive the guest.
Proxyclick has introduced a Beta version after the coronavirus made it risky to touch shared surfaces. Proxyclick Beta is only available upon request at the time of this writing. The updated software supports remote visitor registration and touchless check in. These features were not available in the legacy version, which is in use by most of Proxyclick’s clients. Here’s how the new version works:
- The host creates a visit using the Proxyclick dashboard
- A personalized registration email is automatically sent to the visitor
- The host can ask the visitor to answer health screening questions or sign agreements before the visit
- The host can add safety messages, images and mandatory videos, and any other info to the invitation email
- At the end of the registration process the visitor receives a unique QR code that they can use to access the premises on the day and time of the visit
- Once the visitor arrives at the site, they can simply scan the QR code at the access control reader or hold it to the tablet’s camera
- The host is alerted via text message, email, and Slack that their guests have arrived
- Supports unlimited visitors, hosts, and kiosks
- Self check in and check out for visitors
- White label kiosk branding
- The system remembers regular and returning visitor details
- Available in 30+ languages
- Generate a real time list of on site visitors for activating emergency evacuation procedure
- Visitors can take their photo on the tablet and can print entry badges
- You can log incoming deliveries from the kiosk and automatically inform their recipients
- Supports real time notifications to manage visitor workflows
- Proxyclick facial recognition can match the photo on the visitor’s ID with the photos taken at the kiosk
- Integrates seamlessly with Azure AD, G Suite, MS AD FS, MS Teams, Slack, Box, Okta, C-CURE 9000, S2 Netbox, OpenPath, Security Center, and many other software applications
- Automatic visitor profile deletion, bulk actions, visitor consent, offline mode, and more
You can start using ProxyClick for a pay-as-you-go price of $100 per month per location.
- Large customer base with many blue-chip brands
- Established channel program with active partners in several regions
- Intuitive functionality for non-technical administrators
- Good support for custom theming and data capture flows
- Large number of integrations with existing tools and technologies
- Daily backup across multiple servers
- Simple system, doesn’t require training
- The only VMS with full ISAE 3000 Type I Privacy Attestation
Limitations of Proxyclick
- Emphasis remains on Europe (hosting, support, event participation, etc.)
- Doesn’t support workplace capacity limits planning and implementation
- Touchless check in is only available with Beta, which is still under development
- Needs to be integrated with third-party software/hardware for physical access control
- Integration status with criminal and sex offender databases is unknown
Proxyclick is Recommended For
Commercial buildings, data centers, manufacturing, government facilities, hotels and restaurants, logistics, pharmaceuticals, and other similar facilities.
The Receptionist for iPad Review, Price, Features, and Suitability
The Receptionist Visitor Management System
The Receptionists is an iPad-based, cloud-managed visitor management system that has been around since 2013. Coming early to the market at the right time worked extremely well for the Company as the business has grown more than 650% since 2015. Being a simple, superior, and obvious replacement for the pen and paper as well as the complicated on-premises VMSs, The Receptionist has won rapid adoption and is being used by many large enterprises despite the small size of the team behind the software.
The Receptionist Visitor Management Software Overview
The Receptionist is one of the simplest, easiest to use visitor management app in the market. The software has most of the visitor management features a contemporary workplace may need—pre-registration, Active Directory, automatic check in ,automatic notifications, delivery management, the whole thing . You can closely compare The Receptionist with Sine VMS, except that The Receptionist doesn’t require an add-on app for managing visitor workflows.
How The Receptionist Works
- An iPad is all you need to start using The Receptionist
- Install the free app and you can try the software free for 14 days.
- Schedule the visit and send pre-registration emails to the guests
- Choose from 6 unique visitor types including general visitors, contractors, deliveries, customers, interviewees, and VIPs
- Ask visitors to provide their details, answer questions, read safety instructions, watch safety videos, or sign agreements before coming to the facility
- For a touchless check in, send visitors a QR code they can save to their phone and scan on the iPad or kiosk
The Receptionist Features
- Automated visitor self check-in and contactless check-in
- Email, Slack, and SMS notifications
- Two-way messaging and message forwarding
- Active Directory and Zapier integration
- Delivery management
- Pre-registration and returning Visitor Identification
- Secure cloud storage of visitor logs
- Custom badge printing
- Evacuation lists
- NDAs and legal agreements
- Facial Recognition (only checks if visitor’s face is in clear view of the frame)
- Complies with industry standards ITAR, C-TPAT, FSMA and PCI
The Receptionist for iPad Price
The price of The Receptionist visitor management software ranges from $49 to $249 per month per location. All plans have all the features and are only differentiated by the number of employees that can be registered on the system as hosts. There’s no limit on the number of visits or iPads.
The Receptionist Advantages
- Simple and easy to use software
- Transparent and simple pricing strategy
- All plans have all the features most workplaces require
- Unlimited number of visits, iPads and kiosks
- Low-cost plans available for very small offices
- Several large-scale, high profile customers despite small operation
- Some unique features such as two-way communication, message forwarding, and customizable buttons
Limitations of The Receptionist
- No health screening or capacity planning feature
- Organizations cannot customize The Receptionist sufficiently
- Few features or integrations available to improve office security and access control
- Face recognition only detects face positioning in the frame
- No watchlist or criminal database screening feature
- The website doesn’t say much about the software’s reporting capabilities
The Receptionist VMS is Recommended For
The Receptionist is most suitable for small- and medium-sized businesses that need a simple visitor management system to reduce the workload on their frontdesk employees. It is being used in aerospace, coworking spaces, education, engineering, food & beverage, legal, manufacturing, healthcare, and technology industries according to the Company’s website.
Sign In App VMS Price, Features, and Suitability Review
Sign In App Smart Visitor Management
Sign In App is built by a UK based developer that claims its visitor and employee management app is the fastest growing in the world. The company is GDPR compliant and ISO27001 accredited for Information Security Management.
Sign In App is being used mainly by European clients including educational institutions, PR firms, showrooms, manufacturing, logistics, and other small and medium businesses.
Price of Sign In App VMS
- Comes with a 15-day free trial
- A single site subscription costs US$380 per year
- The ‘full package’ containing 1xiPad (WiFi, 32 GB), printer, and badge roll is priced at US$1,250 in the first year. The renewal price from the second year is US$380 per year.
- SMS notifications are charged at 7 US cents per message
- All paid plans are valid for single site only, but can support more sites for additional cost
Is Sign In App Suitable For Your Office?
Sign In App may not be as fully featured as some of the other visitor management systems out there, but its user friendliness and sweet price point make it a great choice for offices that need to manage a single location. The app is clearly geared toward European schools and supports integration with school MISs including iSAMS. However, it’s versatile enough to work in all types of facilities including senior care homes, corporate offices, exhibitions and events, commercial buildings, manufacturing, and more.
Sign In App Software Overview
Sign In App stands out due to its clean, simple and effective design. It offers all of the contemporary visitor management software features including contactless sign-in, staff and contractor sign in. Sign In App visitor management is similar to other iPad software such as Receptionist and Welkio. It can easily accommodate walk-in visitors, pre-registered guests, customers, employees, contractors, deliveries and other types of visitors. As visitors sign in, their details are stored in a secure online portal and are accessible to office teams as real-time reports through Sign In App’s online portal and Companion app.
Main Features of Sign In App
- Standard VMS features: Visitor pre-registration, custom data fields, messages, NDA and policy signing, questionnaires, deliveries, visitor photos, badge printing, multiple languages, evacuation lists, host notifications, and reporting.
- Employees and contractor sign in
- Touchless sign-in for visitors and employees
- Mobile app and RFID tap check-in
- MIS integration including primary and secondary schools and iSAMS
- Event management feature with dynamic attendee lists, branded invites and data capture
- Phone, email and live chat support (only for UK customers)
- Syncs with Azure AD and G Suite
- Integrates with school MIS, Slack and MS Teams
- Export data to CRM for marketing
Sign In App Advantages
- Simple but powerful VMS
- Excellent data privacy and compliance features
- Intuitive customization and design
- Event management feature
- Faster app performance due to a cleaner code
- Great customer reviews
Limitations of Sign In App VMS
- Need to buy multiple plans for multiple sites
- Integration status with building management apps is unknown
- No built-in video intercom feature
Sine Visitor Management System Price, Suitability, and Review
Sine VMS claims their cloud-based visitor management software is being used in thousands of workplaces around the world. It’s a powerful but simple software application with great features for managing visitors as well as employees and contractors. Sine is headquartered in Adelaide, South Autralia and has operations in Culver City, Los Angeles, New York, the Philippines, and Europe.
How Sine Works
- Visitors receive pre-registration emails from their hosts
- At the time of the visit, guests can sign in using a shared iPad placed at the check in kiosk
- Unregistered users can enter their details at the kiosk and gain access
- The standard check in process is through a shared iPad, mobile, and web interfaces
- Hosts can check in unexpected guests remotely from their mobile phones running the Sine Host app
- Reception staff can print visitor badges and monitor visitors through the visitor activity dashboard
Sine Visitor Management System Features
- Geo Fencing: Site geo fencing allows frequent visitors using Sine Visitor App check-in faster. The app also sends reminders to check out after guests have left the building.
- Pre-registration: Hosts can send pre-registration invites to guests using the Host app. The app also allows hosts to send their guests’ names to the front desk so that guests don’t have to wait.
- Contactless Sign-in: Contactless sign in is available by scanning a QR code that the hosts can send to the visitor or the visitor can generate by visiting visit.sine.co on their mobile phone.
- Document Signing: Ask visitors to digitally agree to non-disclosure agreements, fire evacuation diagrams or health and safety processes before they can check-in or check-out.
- Facial Recognition: Sine’s facial recognition technology allows frequent visitors to quickly check in by showing their face on the kiosk without entering their details.
- Visitor Workflows: Users can manage visitor workflows and ensure compliance to industry regulations by using Sine Workflows, an add-on module with price starting at $399 per year per site.
- Instant Notifications: Sine Host App automatically notifies hosts when their guests arrive and also allows teams to send instant messages and emergency alerts across all devices.
- Miscellaneous Features: Photo ID capture and visitor badge printing, international language support, 24/7 global real people support, COVID safety screening, and more.
Price of Sine VMS
- Sine Core Visitor Management Software is priced at $49, $79, and $149 per month for 25, 50, and 150 check-ins per day, respectively.
- Sine Workflows can be added to the three Core plans for an annual fee of $399, 699, and 1,399 respectively.
- Enterprise clients with multisite operations and volumes greater than 150 check-ins per day can contact Sine for a custom quote.
- Easy to use software—has good customer satisfaction and high ratings on review sites
- Limited number of features allows for low maintenance and quick set-up
- Supports geo-fencing to create a virtual perimeter to enable touchless check-in/out
- Low price points provide low barriers to entry for organizations of all sizes
Limitations of Sine Visitor Management System
- Requires hosts, contractors, employees, and visitors to sign-up for a Sine account
- Lacks flexibility in configuration, such as notifying secretaries, plus-one, etc
- Few proof points of large enterprise deployments with multi-site operations
- Limited customization support, including screens, emails, and process flows
- Few integration options with enterprise applications and building solutions
- A restrictive pricing structure
Sine Visitor Management System is Recommended For
Sine’s users include small and midsize businesses in a variety of industries such as construction, education, healthcare, real estate, hospitality, logistics, and others. There’s little evidence available of Sine’s deployment at global or multisite enterprises.
Teem by iOffice: Price, Features, and Suitability
Teem started off in 2002 as a meeting space booking app and has evolved into a workplace experience platform that includes room and desk booking, workplace navigation, visitor management, and insights. Teem, iOffice, ManagerPlus and Hippo CMMS are one family and can work together to provide a unified building and visitor management solution.
Who’s Using Teem VMS?
Having been around for nearly two decades, Teem has built an impressive client base that includes famous companies such as AirBnB, Uber, GE, HP, and Starbucks.
Price of Teem Visitor Management System
- Teem Lobby App costs $1,000 per reception device per year
- Desk Booking App is priced at $80 per desk per year
- Room Booking App Basic Plan costs $150 per conference room per year and can support 1–5 rooms
- Professional Plan is priced at $250 per room per year and can manage 6–25 rooms
- Enterprise Plan is best for 26 or more rooms and is available for custom pricing
Is Teem the Right VMS for Your Facility?
Teem is built for shared office spaces and corporate buildings. It may not be a great choice if you’re looking for a visitor-management-only system for a small workplace. But it may be the best option for corporate buildings, business centers, campuses, law firms, and other workplaces where space and conference room booking is an essential part of visitor management.
Teem Visitor Management Software Overview
Lobby, Teem’s visitor management module, works like a virtual front desk. Hosts receive instant notifications when guests check-in. All visitors are tracked with Teem Visitor Logs. The Desk Booking and Room Booking software are not an integral part of Lobby and are available as add-ons for an additional price. Lobby can work seamlessly with Teem Calendar Plugin, so you can book rooms and invite guests directly to the meeting.
Teem by iOffice Main Features
Lobby Visitor Management App
- Native app for iPad
- Touchless check-in by scanning QR code
- SMS and Email Notifications
- Chat notifications through Slack
- Digital document signing
- Visitor type selection
- Visitor badge printing
- Guest Pre-registration
- Remember return visitors
- Watchlist screening
- Photo ID scanning
- Analytics and reporting
- Delivery notifications
- Two-factor authentication
Desk and Room Booking Apps
- Find out desk availability, room and desk location, available amenities, and room capacity
- Book desks, huddle spaces or conference rooms based on availability, amenities, capacity, and location
- Integrate Calendar App with Google Apps, Office 365 and Outlook
- Help visitors find desks, rooms, sanitizing stations, and more with wayfinding software
- Sensor integration allows employees to book spaces and view current status
- The software automatically removes meetings from calendar when they end before time
- Automatically check pre-registered guests into meetings
- Book rooms and desks from anywhere through browser or mobile app
- Limit capacity and prevent guests from walking into overcrowded rooms
- Calendar Plugin integration
- Strong financial backbone—parent company generated over $1B revenue
- Rich space booking features including meeting rooms, lobby, desks and ad-hoc spaces
- Innovative maps and visualizations (Enterprise Plan only)
- Wayfinding and navigation app (Enterprise Plan only)
Limitations of Teem VMS
- Lobby VMS offers only basic functionalities
- Limited integration between meeting room features and VMS
- Most of the advanced features are only available with Enterprise Plan
- Few integrations specific to visitor management
Traction Guest VMS Review, Price, Features, and Suitability
Founded in 2015 and headquartered in Canada, Traction Guest is a leading provider of cloud-based visitor management software. The Company has positioned its visitor and employee management solution for use in complex enterprise-grade facilities. It is a popular VMS that was featured in Deloitte Technology Fast 50 Company to Watch and Forbes Cloud 100 Rising Star and is G2 Leader in Customer Satisfaction for Visitor Management in 2020.
Overview of Traction Guest Software
Traction Guest’s main strengths include global scalability, enterprise-grade security, and tons of customizable configurations. The software offers most of the features any modern VMS must have. It can capture visitor data, get visitors to sign documents, guide guests through safety protocols, design different workflows for different visitor types, and print visitor ID badges. The system also provides ‘ZeroTouch’ contactless check-in, capacity planning and contact tracing through its COVID safety module called Frontline.
Traction Guest is built on Salesforce’s Heroku cloud application platform and has world-class security features in place, such as OWASP Web Application Penetration Testing, single tenancy option, and data residency. It helps organizations comply with security and privacy standards such as SOC-2, GDPR, and other industry-specific laws.
How Traction Guest Works
Traction Guest software is quite easy to use despite its powerful customization features. It works like any other cloud-based VMS on the market.
- Employees can schedule visits ahead of time and invite guests through email or Slack
- Guests provide their details, sign the required documentation, read safety instructions, and fulfill other compliance requirements before coming to the facility
- Visitors receive a unique QR code after they have completed the registration. They can save the QR code and scan it at the check-in kiosk or iPad to sign in through their mobile phone
- Office teams can manage the system through mobile and through Work.com web interface
Main Features of Traction Guest Visitor Management System
- Visitor pre-registration
- Touchless self check-in through mobile by scanning pre-approved QR codes
- Send mass notification
- Send individual or group invites
- Health screening
- Document signing
- Active Directory, Salesforce, Slack, Outlook, Everbridge, and many other integrations
- Integrated Parking Management
- Fast-track check-in for repeat visitors
- Define custom visitor types such as applicants, contractors, partners, customers, vendors or investors
- Design customized workflows to elevate visitor experience and ensure compliance
- Mobile delivery management
- Government-issued ID scanning and badge printing
- Real-time alerts and safety messages
- Workplace capacity management
- Screen visitors against internal watchlists
- Custom design pages for welcome screen
- Supports multiple languages and global locations
Traction Guest Price
- $95 per month per iPad for companies with one location and one administrator
- $160 per month per iPad for organization with multiple office locations within a single region
- $220 per month per iPad for organizations operating in multiple regions
- There’s a ‘Complete’ plan available for enterprises with sophisticated requirements
Traction Guest Advantages
- Powerful customization, scalability and integration features
- Intuitive drag and drop interface for easy configuration
- A large number of existing client relationships
- A strong financial and technological backbone due to partnership with Salesforce.com
- A large number of positive customer reviews reflect high levels of satisfaction
- Provides dedicated hosting (single tenant) in multiple countries concerned prospects
- Enterprise-grade security features
Limitations of Traction Guest
- Frontline COVID safety mobile app is not available in Essential and Plus Plans
- Requires user creation of custom experiences and workflows
- Limited number of plug and play integrations compared to direct competitors
Traction Guest is Recommended For
Traction Guest is best suited for large enterprises that want to create a seamless visit experience while solving complex data, security and compliance challenges on a global scale. It is being used in technology, utilities, pharmaceuticals, manufacturing, and healthcare industries according to the Company’s website.
Welkio by WeWork Review, Price, Features, and Suitability
Welkio was developed as an iPad app at a Hathway hackathon and was immediately acquired by WeWork, the $2.9 billion worth coworking space provider with more than 800 locations around the world. WeWork needed a simple software application to streamline visitor management at its shared offices and Welkio came through as a simple and intuitive solution. WeWork continues to be Welkio’s main client, but the app has also gained traction with small businesses and coworking spaces.
As of November 2020, Welkio is no longer accepting new clients.
Welkio Visitor Management Software Overview
Welkio is an iPad-based visitor management app positioned as ‘the friendliest visitor sign-in software for your office. The iPad app provides the basic features any electronic VMS should provide, but is missing many of the advanced functionalities that other VMSs in its class support. Guests, contractors, interviewees and other visitors can enter their information and the name of the person they are visiting and sign in by themselves. The app keeps a record of all entries and exits, which office teams can access through the app’s dashboard.
How Welkio VMS Works
- Walk-in visitors can provide their details and sign in using the iPad or kiosk placed in the lobby
- Employees can invite their guests to pre-register for the visit and sign in quickly
- Visitors can be asked to sign NDAs and other documents
- Visitors can take photos with iPad’s camera and print badges
- Employees are notified by Slack, Hipchat, SMS, or email when a visitor checks in
Welkio VMS Main Features
- Centralized management
- Customized branding
- Digital document signing
- Check-in notifications for employees
- Multiple locations
- Employees directory
- Evacuation lists
- Watchlist screening for visitors
- Download data in Excel or CSV file
Price of Welkio Visitor Management System
Welkio’s startup plan used to cost $79 per month, but the app is no longer available for new clients.
- Unlimited visitors and devices
- User-friendly system
- Simple system with all basic VMS functionalities
Limitations of Welkio
- Touchless check-in is not available
- Few integration and customization options
- No visitor workflow or capacity planning features
Welkio VMS is Recommended For
Welkio could be a good VMS for small and micro businesses and shared offices that receive a small number of visitors and can keep the commonly touched iPad disinfected. However, many other VMSs such as Receptionist or Teem offer more features for a similar price. Welkio is no longer available for new clients, so you may need to settle for an alternative.
WhosOnLocation VMS Price, Suitability, and Review
WhosOnLocation was born in New Zealand in 2012. Its inception was the result of a chaotic building evacuation that the Company’s founder and CEO Darren Whitaker-Barnett experienced. He thought there should be a smarter way to track people on site, and so he positioned the software as a ‘people presence management’ platform. The Company has sales and support teams in San Francisco and London.
Who’s Using WhosOnLocation VMS
WhosOnLocation is used in 44 countries by thousands of organizations including Samsung, Unilever, Roche, Schneider, and many others.
Price of WhosOnLocation VMS
The software costs from US$49 to US$280 per month per location. The price increases with the number of visitor and employee check-ins and check-outs. The startup plan is good for 3,000 guest and 30,000 employee movements per year. You’ll need to contact the Company for multiple location pricing. WhosOnSite comes with a 30-day fully-featured free trial
Is WhosOnLocation Right for Your Facility?
WhosOnLocation is a powerful and interoperable software application suitable for all types of organizations and industries. It is particularly useful for safety-conscious work sites where you need a reliable emergency evacuation system built into a flexible and affordably priced multi-device VMS and employee management system.
WhosOnLocation Software Overview
WhosOnLocation enables office teams to manage contractors, employees, visitors and emergencies within one integrated product suite. The developer has paid close attention to each of the four functions. The app is loaded with intuitive and easy-to-use features for tracking all types of entrants to a workplace.
Office teams can see who is due on-site, past visitor data, and live on-site reports. Contractors can manage their own data via a secure Service Provider Portal. It is one of the most versatile VMSs with iOS, Android, and Windows compatibility, which makes it ideal for all types of environments.
Main Features of WhosOnLocation VMS
- Centralized management of multiple locations through online portal as well as mobile app
- Powerful emergency management features—track cleared zones, view requests for help, monitor real-time evacuation progress, and more
- Touchless sign in by scanning a QR code
- Pre-registration, photos, badge printing, photo ID verification, and all other standard VMS features
- WolEvac App for employee, contractor and visitor presence management
- WolMobile App for employee and contractor roll call
- Run inductions for new employees
- Instant alerts when visitors, contractors or employees sign in
- Pre- integrated with Brivo’s cloud access control software
- Configure multiple visitor touchpoints across multiple sites
- Unified system for visitor, employee and contractor presence management as well as emergency evacuation
- Service provider portal for contractors
- Works on iPads, Android, and Windows Phone as well as desktop
- Rapid development of new features
- Powerful reporting and insights
- Easy-to-use and cost-effective system
Limitations of WhosOnLocation
- Document signing feature is not available
- No video intercom feature
- Facial recognition is not supported