Buyer’s guide to visitor management systems and software for 2026

Visitor management is a critical part of any building’s security and safety plan. While most organizations focus on protecting their staff and employees, visitors must also be adequately identified, managed and logged. Visitors also should enjoy a smooth and straightforward entry and exit, whether they are dropping off a delivery, coming for a job interview or attending a meeting.

Traditional methods, such as sign-in sheets or communal badges, can be time-consuming and inefficient. It could even create security risks. That’s why visitor management systems and software are becoming increasingly popular.

What is a visitor management system?

Visitor management refers to the process of managing, tracking and identifying people entering a building or premises. Furthermore, visitor management aims to create a secure environment for staff, visitors and customers.

Traditionally, visitor logging was done with physical sign-in sheets. But these are time-consuming, prone to mistakes or manipulation and can create a security risk if the visitor logging sheet is not secured properly. In contrast, an efficient digital visitor management solution allows organizations to easily capture visitor data, identify them quickly and conveniently as well as ensure that only authorized guests enter the premises.

Some of the best visitor management systems use tools like automated check-in software, visitor management apps, badge printing, video analytics and digital signage. These features enable organizations to better manage their visitors while providing them with a seamless and efficient experience.

How a visitor check-in system works

Visitor management systems are software solutions that streamline the process of managing and tracking visitors to an organization. From check-in to check-out, these systems automate many of the processes related to visitor registration and identification. They also give administrators and security personnel more control over who is accessing their premises. Here’s how the process typically works:

Different types of visitor management platforms

There are different types of visitor management platforms for businesses of all sizes that address unique needs. Informed by security audit insights, facility operators may choose between a number of different types of platforms to build an efficient, effective and user-friendly solution.

Self-service registration kiosks

Visitor management kiosks can be installed in reception areas to enable guests to check-in and check-out of facilities independently. Upon entry, visitors will follow on-screen instructions to enter required details and receive credentials granting access to relevant areas.

Touchless visitor control systems

Touchless visitor management systems enable visitors to request access to select areas using personal smart devices or biometric information. Typically, guests will check-in via a visitor management app before entering the property. On arrival, guests will use their pre-issued credentials to access relevant areas of the property without needing to interact with staff or physical infrastructure.

On-premises visitor check-in systems

On-premesis visitor check-in systems are electronic platforms that manage access requests via software installed directly on physical servers. Staff can use company-owned hardware like computers, laptops and tablets to accept bookings, manage requests and investigate access events, with all data stored and secured on on-site servers to allow for maximal customization.

Cloud-based guest management platforms

Cloud-based systems offer many of the same practical benefits as on-premises solutions while reducing infrastructural needs. Visitor management tools and data are stored on off-site cloud servers which staff can access remotely. Cloud-based systems are flexible, scalable and often support integrations with additional cloud-based security devices.

Integrated visitor management solutions

Integrated solutions combine guest management, safety and building management functions to secure greater insights into facility usage and help to improve operational efficiency. Access control, CCTV, communication and alarm systems can be linked to the visitor management platform to support workflows where data is shared between devices to inform automations.

Key features to look for in visitor management software

Choosing the right system is crucial for both security and operational efficiency. Here are the key features to look for when building a visitor management platform:

• Pre-registration: Choose a visitor registration system that guests can access at home to help streamline arrival processes, reduce wait times and limit bottlenecks.
• Contactless check-in: Selecting a contactless visitor control system enables guests to check-in using smartphones to improve convenience and limit the spread of illnesses.
• Facial recognition: Developing a visitor management application that supports facial recognition removes the need for physical tokens and helps improve access security.
• Badge printing: Badges and ID cards issued by your guest management system at points of entry help communicate the purpose of a guest’s visit to building occupants.
• Data insights: Data collected by the visitor management platform can help uncover facility usage trends and impactful improvements to help streamline daily operations.
• Real-time notifications: Using a visitor access management system with real-time alert functionality can help raise security awareness and improve incident response times.
• Scheduling tools: A well-implemented visitor registration system will contain native scheduling and amenity booking features to support efficient property management.
• Integration capabilities: Choosing a visitor management solution that integrates with wider video security and access systems enables custom, automated workflows.
• Scalability: Consider a visitor management program that makes adding new devices and users easy to accommodate more guests, access points and locations over time.
• Compliance management: Prioritize a system with screening functions, access rules and cybersecurity features to meet data privacy regulations.

Use cases for visitor management software and systems

Visitor management systems can be used in various applications, including hospitals, schools, offices and other facilities where having detailed reports of all visitors is key to security. Some use cases based on the setting include:

Logging visitors in hospitals

A visitor management system for hospitals can help control the flow of visitors, allowing only authorized people to enter and exit. As a result, the chances of infection spreading from an unauthorized visitor can be significantly minimized, and can help limit security incidents like theft and vandalism.

Additionally, a visitor check-in system for hospitals can be used to ensure that visitors are aware of any protocols, such as the need for masks in certain areas, or include special instructions for visiting hours, parking and maps of the premises. Plus, if the software for visitor management includes tracking capabilities, having a log of all movements can be helpful for contact tracing if an outbreak arises.

School visitor sign-in systems

School visitor management systems can determine who is allowed in the building and when to conveniently provide access to the right people at the right time. For example, parent-teacher meetings can be scheduled in advance, and the system can provide real-time tracking of who is in the building at any given time.

Furthermore, a school visitor management system can be integrated with access control so that only authorized personnel can enter certain areas or classrooms equipped with readers or wireless locks. Leveraging watch lists and video security alongside these systems are important for keeping students safe from any potential intruders or known criminals who may try to enter as a visitor, too.

Office visitor check-in software and scheduling

A check-in system for offices can be used for guest access in situations like on-site meetings, interviews and maintenance. By issuing temporary and time-based credentials to visitors, commercial buildings can maintain a record of all those that enter the premises, even if they don’t possess any access credentials, and can be used to track visitors’ movement to ensure they are within their designated areas. 

Government building visitor management

Government visitor management systems can quickly and efficiently process visitors. In addition, security personnel can use the system to track visitors, ensuring that no unauthorized person enters or exits the building by checking against active watch lists automatically when a guest checks in. And if required, visitors badges, either physical or digital, can be used to quickly identify legitimate visitors as they navigate the building.

Ticketing for cultural institutions and event venues

For cultural institutions and event venues, visitor management systems can be used to streamline ticketing processes and enforce capacity limits. Visitors can purchase tickets in advance and then check in with a kiosk or their phones. Additionally, the system can log any irregularities, such as people tailgating ticket holders.

Logistics and manufacturing

A well-implemented manufacturing visitor management system can help facility managers and logistics environments limit access to hazardous areas and equipment. ID scanners help to ensure only persons with valid credentials and qualifications are permitted to access storage areas and production lines, with alerts and integrations supporting swift incident responses.

The operation of a visitor management system for logistics and transport can also help streamline access for guests and contractors. External persons wishing to view facilities, inspect machines or provide staff training can pre-register through a visitor management app and receive credentials on entry.

Apartment buildings

A visitor management system for apartments and multi-tenant residential properties is essential,  as it helps ensure the safety of tenants and smooth access for guests. Tenants can be issued personalized credentials granting entry to shared spaces and personal units, with options to grant temporary access to guests and couriers through token or app-based access systems.

Amenity-booking and visitor management applications can also be linked to allow tenants to book slots for on-site amenities. From a centralized management app, residents can request access to on-site gyms, spas and co-working spaces and be sent time-based access codes.

Public libraries

The ability for visitor management programs to be seamlessly integrated into scheduling and booking systems powers organized, streamlined workflows in public libraries. Librarians can combine traditional library cards with visitor management apps to allow members to request resources, access select areas and manage returns from their own personal smart devices.

Insights garnered from this system can also be used to analyze facility usage trends and occupancy information to support efficient staffing and building management operations, as well as investigate security incidents such as vandalism, theft and intrusions.

Why visitor tracking systems are important for security

Security for any organization is of utmost importance, and resources that adequately protect the facility and its occupants are often a large investment. While sometimes overlooked in the physical security auditing process, visitor management is a critical component of any comprehensive security system and offers a wide range of benefits, including:

• Intrusion prevention: Visitor management solutions can help increase security by compiling records of check-ins and check-outs. This alone can deter unauthorized access attempts by demonstrating to intruders that access records are maintained. Advanced reception management software will authenticate visitors against internal databases to verify identities in real-time. In addition, badging systems can restrict access to select areas and alert security personnel to suspicious activities.
• Enhanced visibility: These solutions provide organizations with better visibility into who enters and leaves the facility. This can prove to be invaluable in the event of an emergency, such as a fire or other emergency situation.
• Data collection and analysis: Electronic visitor management software can capture insightful data like contact information, visit durations and facility usage habits. The software data can be used to analyze trends and inform key decisions about active safety and security policies, space utilization and scheduling activities.
• Improved visitor experience: Remote-accessible, user-friendly visitor management apps can help improve customer experience by streamlining essential tasks. Through pre-registration, touchless check-in / check-out and automated visitor badge creation processes, property managers can help ensure smooth and safe access to facilities.
• Centralized data: Visitor management systems and reception management software gather and centralize important guest and staff data. Property owners and managers can effectively and efficiently access key insights into occupancy and staffing levels, office security practices and visitor behavior to identify trends and anomalies worth addressing.
• Increased cost-efficiency: Different types of guest management systems can be used by organizations of all sizes to streamline costs and limit unnecessary waste. In low-risk facilities, visitor management apps can be used to reduce the need for costly physical tokens, while badging systems, check-in kiosks and related reception management software can save time and staffing requirements for front desk services.
• Theft prevention: A well-implemented visitor management system can help prevent internal and external theft by vetting guests at the point of entry and compiling detailed records of all access events. In the event of a security breach, visitor control system data can be used to efficiently identify suspects and engage swift responses.
• Enhanced productivity: By providing staff with access to live occupancy data and automating manual reception processes, visitor logging and monitoring systems can free workers to focus on more complex tasks. Staff can better-focus on critical tasks like investigating and responding to anomalies, with visitor management tools aiding teams in scheduling appointments, greeting guests and granting access to key areas.

Hardware requirements for visitor management

To best-harness the key features of a visitor access management system, facility owners and operators must ensure appropriate hardware is identified and installed. To develop an effective, user-friendly and scalable visitor registration system, prioritize the below hardware components.

• Tablets and computers: Reception management software installed on tablets and computers provides an interface for staff to manage in-person and remote requests.
• Scanners: Dedicated QR, RFID and biometric scanners linked to visitor management software can be used to validate pre-registered credentials in a touchless workflow.
• ID capture devices: ID scanners linked to relevant crime databases and watchlists can be used to screen guest credentials at access points to help mitigate security risks.
• Cameras: By linking a visitor management platform to high-quality cameras, staff can use AI video analytics to detect anomalous events and strengthen access security.
• Badge printers: Badge printers and associated software provide guests physical ID badges at points of entry containing key data like their name and reason for visiting.
• Kiosks: Self-service kiosks combine key components like tablets, ID scanners and badge printers in a single device to form an automated guest management system.

Challenges and considerations for visitor management

When considering how to create a visitor management system and implement it, it’s essential to consider the following challenges:

• Compatibility: It’s crucial to ensure that the visitor management solution is compatible with existing systems, such as commercial access control and video surveillance systems. Otherwise, data can become siloed and challenging to access, leading to redundancies and productivity loss. It should also be noted that, depending on the existing security systems, integrating a visitor management app might be complex and require the assistance of a professional integrator.
• Data privacy: Personal data is often subject to strict regulations, depending on the industry and location. As a result, any visitor management should abide by these regulations and protect data privacy. Visitor data should be stored securely and only used for the intended purpose. In the event of a breach, the organization should be able to detect it quickly and take appropriate action.
• User adoption and training: Users must be familiar with all features and functions for an organization to leverage a visitor management system effectively. If the user interface is not intuitive, it can be difficult to get people on board. As a result, it’s crucial to provide users with sufficient training and support to ensure user adoption.
• Customization: Another challenge is ensuring that the system can be customized to fit the company’s specific needs. This includes customizing access rights, workflow processes and other features.
• Maintenance and updates: Regular maintenance and updates are essential to keep the system running smoothly and ensure that it is up-to-date with the latest trends and technologies. Bad actors are always looking for vulnerabilities in systems, so it’s vital to stay one step ahead. The best visitor management security systems will include automatic software updates and feature roll-out to ensure you’re running the most advanced version of the system available.
• Budget: Another critical aspect is the budget when developing a visitor management system. Different options are available, ranging from open source to enterprise access control systems depending on the number of users and features your business requires. There are also the hardware and installation costs to consider for devices like kiosks and commercial door locks.

How visitor management integrates with existing security systems

As mentioned, the best visitor management systems can be integrated with other security systems to create a comprehensive, unified system. When implementing this software, consider how it will work alongside existing platforms, or any other systems you intend to install on the premises.

• Access control: Integrated visitor management systems can provide guests with access to specific areas with temporary credentials such as visitor badges, digital passes or visitor keypad PIN codes. The benefit of this integration is that visitor access activity will be logged alongside credentialed users, and you can customize visitor permissions.
• Video security: Organizations can connect their guest management systems with commercial video security cameras to capture images of visitors as they enter and exit the facility. The images can be used for security purposes and to verify the visitor’s identity.
• Alarm systems: Visitor management can be integrated with alarm systems to trigger alarms in the event of a security breach. This could include alarms for unauthorized visitors on your facility’s watch list, or those who have breached security protocol by entering a restricted area.
• Alert systems: Visitor management systems can also be integrated with alerts, such as email and SMS instant notifications. Security personnel or office managers can be notified, for example, if someone attempts to enter a restricted area or if a visitor has not checked out after an extended period of time.
• Reporting systems: A reporting system can also be integrated with this software to generate detailed reports and provide insights into visitor activity or the visitor management process. The data will prove invaluable for security audits and risk assessments, and help organizations be proactive in their security efforts.

Latest technology trends in visitor access management systems

As the demand for online solutions continues to grow, the latest trends and technology in visitor management systems are also changing.

Cloud-based visitor management solutions

Cloud-based solutions offer several benefits, including scalability, cost savings and improved security. Cloud-based visitor management systems allow organizations to store data in the cloud, reducing overhead costs.

They also help streamline operations and reduce the administrative burden of managing visitor data. Thanks to the cloud, organizations can access visitor data anytime and anywhere. And if visitors can pre-register and check in remotely with cloud-based visitor management software and apps, it helps reduce wait times.

Mobile solutions

More organizations are also turning to mobile solutions for visitor management. Instead of relying on paper forms and physical access control badges, visitors can leverage mobile credentials via their own mobile devices to access the facility through a touchless sign-in process.

A modern visitor system enhances building security, while reducing costs and time spent manually managing visitors through a paper logbook and issuing ID cards or badges. Mobile solutions also allow organizations to easily communicate with visitors, if necessary.

Artificial intelligence (AI)

AI is increasingly used to help identify suspicious visitors and alert security personnel. For example, AI-enabled systems can be programmed to recognize behaviors or activities indicative of a security breach and check against active watch lists through facial recognition and analyzing visitor data for patterns.

AI also helps automate processes like check-in and visitor check-out, and can be used to automate communication with visitors.

Touchless technology

The latest visitor management technology enables organizations to pre-register visitors remotely and check them in without needing physical contact. Touchless access control helps limit contact between visitors, security personnel and others in the facility without compromising on guest experience or security.

Visitor management systems are also being used with other technologies like biometrics and voice recognition to provide an extra layer of security. These visitor management tools and technologies help authenticate visitors and ensure that they are who they say they are, reducing the risk of unauthorized access.

It’s vital, though, for any software for visitor management to have robust encryption protocols in place to protect visitor data and ensure the safety of all parties.

Buyer’s guide to choosing the best visitor management system

Avigilon 

Avigilon Alta Visitor is a cloud-based solution that offers flexibility, scalability and accessibility, allowing you to manage visitors from anywhere without the need for complex on-site infrastructure. Avigilon’s approach helps organizations not only facilitate visitor check-in but also helps ensure comprehensive site security and compliance with data and privacy regulations, leveraging its powerful video security and access control platforms for enhanced situational awareness. For organizations seeking a robust visitor management solution with numerous integration capabilities, Avigilon Alta Visitor stands out as a strong choice for businesses of all sizes.

Avigilon Alta Visitor features: 

• A comprehensive solution including ID scanning, pre-registration and more
• Complete visibility into every visitor’s status and movement through an easy-to-read interface
• Self-serve kiosks offer a seamless, smooth and secure check-in
• Allows visitors to provide their details in advance, enabling faster sign-ins, reduced wait times and improved efficiency
• Full-featured mobile apps enable you to manage visitors from anywhere, at any time.
• Includes seamless integrations such as Avigilon Alta Access for streamlined visitor management and enhanced security

Proxyclick

If you’re looking for a cloud-based visitor management solution, Proxyclick may work for small, mid-size and enterprise businesses. Proxyclick facilitates efficient visitor check-in and ensures all work locations are secure and comply with necessary regulations for data and privacy.

Proxyclick features:

• Touchless check-in experiences plus kiosk and customized check-in flow for your brand
• Optional digital health questionnaires and waivers
• Detailed analytics and reporting, with IDMatch and watchlists support
• Easy management and credential delivery for multi-tenant properties
• Seamlessly integrate Proxyclick and Avigilon Alta access control with other workplace tech and tools
• Data protection and privacy tools to achieve compliance
• First-class support and customer service

Envoy

Offering visitor and office management solutions, Envoy streamlines workflows while enhancing security and productivity. Envoy offers digital tools designed to improve the office experience while accommodating hybrid work models and prioritizing safety. For visitors, access is streamlined with convenient registration and check-in. The solution offers mobile and web-based software, helping create a safer, more efficient workplace.

Envoy features:

• Envoy Protect wellness questionnaires and safety solutions
• Customizable visitor sign-in flows with digital document signing and management
• Desk mapping with web-based room and desk booking features
• Visitor screening with on-site visitor badge printing and delivery management
• Detailed analytics and reporting for compliance
• Remote, app-based access for managers and users through Envoy mobile app
• Integrate Envoy and Avigilon Alta with a range of office software and tools for frictionless access and streamlined processes

Splan

Splan provides cloud software check-in solutions for visitors, events and schools, delivering intelligent and fully automated security solutions for small or large organizations. This enterprise-centric, web-based system allows customers to manage visitors, vendors, tenants, contractors and deliveries with visitor capabilities to help reduce security risks and enhance visitor experience.

Splan features:

• Self-service kiosk for sign-in and sign-out that supports driver’s license scanning, badge printing, NDA signature, waiver forms, documents and photo capture
• Pre-registration and registration for individual guests or groups, plus event and queue management
• Convenient email, SMS, phone call and other notifications
• Track and audit policies, approvals and compliance with contractor recertification, watch list and extensive background checks
• Secure Active Directory authentication and SSO, plus security reports and intuitive dashboards
• Automatic Outlook Calendar integration and tenant visitor modules
• The Splan and Avigilon Alta integration allows for easy deployments via cloud-based or on-premise system with the SignInEasy mobile app

Lobbytrack

Lobbytrack is an online visitor management system that simplifies end-to-end visitor workflow, including pre-registration, touchless sign-in, host notifications, security alerts, visitor monitoring and emergency evacuation. The cloud-based software is accessible through a user-friendly browser interface and native mobile apps.

Lobbytrack features:

• Visitor check-in and check-out via tablet or mobile device that supports QR code scanning for a touchless experience
• Visitor screening against internal and external watchlists and criminal databases
• Custom check-in flows, including wellness form screening, digital document signing, photo capture, driver’s license scanning and visitor badge printing
• Use the Lobbytrack Employee app for daily employee wellness screenings, as well as schedule visits and receive notifications when visitors arrive
• Active Directory integration for seamless user management
• Ability to set capacity limits for each location
• Lobbytrack integrates with Avigilon Alta for a seamless cloud-to-cloud platform for access control, tenant apps and building systems

Virdee

The Virdee visitor management solution offers a virtual reception and check-in system to boost satisfaction for hotel guests and enterprise employees. Leveraging mobile technology, Virdee offers a streamlined hotel and hospitality visitor management experience, combining visitor check-in, identity verification, key issuance and more into one smartphone app.

Virdee features:

• Option to use mobile app or kiosks for visitor check-in and check-out
• Streamline payment collection at check-out and throughout hotel guest’s stay
• 24/7 remote support for visitor assistance
• Enable fully mobile and touchless entry by integrating Virdee and Avigilon Alta access control
• Partnership with CLEAR for traveler identity verification
• Supports visitor management for offices with customizable mobile SDK and enterprise-grade integrations

iLobby

iLobby offers enterprise-class facility and visitor management systems to automate complex screening processes. Built for mission-critical facilities and multi-site commercial infrastructure, iLobby visitor management solutions can help speed up check-in processes, automate reception tasks and ensure organizations are compliant with industry standards.

iLobby features:

• Optimized check-in flows for specific visitor types, such as contractors and vendors
• Pre-registration for high-traffic buildings and areas
• Unique workflows for site-specific visitor management processes
• Real-time visitor logs for all sites on a combined dashboard
• Ability to connect iLobby and Avigilon Alta for seamless access control, as well as other building management systems and business tools

Sign In Enterprise (formerly Traction Guest)

Sign In Enterprise (formerly Traction Guest) is a visitor management system for multi-site offices and commercial buildings. The visitor management software offers a customizable mobile experience that also extends to on-site kiosks, making it simple to adjust the visitor check-in process for different buildings and locations, including multi-tenant properties.

Sign In Enterprise features:

• Support for unlimited hosts, visitors and sign-in workflows
• Contactless sign-in with mobile visitor management software and QR code access
• Ability to view live and historical site visit analysis and conduct site audits
• Secure information capture to help businesses comply with data and privacy regulations
• Automatic visitor credential provisioning through enterprise-grade integrations with leading access control companies like Avigilon Alta
• Proactive emergency response with event notification tools and real-time capacity tracking

Leading visitor management solution

Having explored the various guest management systems above, it’s clear that Avigilon Alta Visitor is a comprehensive solution for organizations seeking advanced security and operational efficiency.

As a cloud-based visitor access management system, Alta Visitor seamlessly integrates with your existing access control and video security platforms, providing a streamlined approach to managing visitors from pre-registration to check-out. 

The reception management software offers valuable features, including ID scanning, pre-registration, customizable workflows, self-serve kiosks and remote management. This helps security teams gain complete visibility into visitor activity, achieve faster sign-ins and reduce wait times while complying with data and privacy regulations.

This mobile-friendly visitor registration system differentiates itself through its powerful integration capabilities and commitment to a holistic security ecosystem. While other solutions offer standalone visitor management platforms, Avigilon leverages its video security and access control solutions to provide enhanced situational awareness and automated workflows. 

This comprehensive approach leads to a smoother visitor experience and effective security, making it the ideal choice for businesses prioritizing safety and operational excellence when it comes to visitor management systems.