Visitor Management systems a 2023 guide

What is a visitor management system

A modern visitor management system (VMS) is a cloud-based solution designed to manage visitors and enhance the safety, security, and efficiency of an organisation’s premises. It allows organisations to track visitor information such as contact details, purpose of visit, and sign in/out time, enabling complete oversight over who enters their facility whilst also providing great visitor experience with a warm welcome.

Benefits of Visitor Management Systems

Visitor management systems offer a range of benefits for businesses, from streamlining the check-in process via contactless sign in, to room scheduling and improved office security. Here are some of the advantages that can be gained by implementing a visitor management solution:

Brand Image

A well-designed and efficient visitor management system helps create a positive impression on visitors, which in turn reflects positively on your business’s brand image. It also demonstrates professionalism and efficiency, as it allows you to quickly register visitors and print visitor badges upon arrival.

Office space management

Visitor management systems enable you to track how many people are in your building at any given time and where they are located within it. This makes it easier for staff members to plan their workday accordingly and organisations to manage workplace capacity more efficiently.

Automated, Streamlined, and Quicker Visitor Check-Ins

With automated visitor registration processes, visitors can sign in at the front desk without having to wait for a receptionist or a manual paper sign in sheet. This visitor management process saves both your office managers' time and manpower resources while providing a smoother visitor experience, for guests entering your office premises.

Screen visitors on arrival

Visitors can be screened for entry into the premises, by using visitor badges and setting up specific parameters such as age, gender, nationality and setting up two factor identity verification and site rounds validation system when visitors sign in. This helps to ensure that only those with legitimate credentials are allowed access.

Integration with access control systems

Approval based visitor management solution ensures no visitors can access restricted areas without prior authorisation, integrating easily with existing access control systems, allowing you to quickly grant or deny visitors’ entry into secure areas of your building. This digital access control system eliminates the need for manual checks that security personnel do and helps ensure that only authorised personnel are accessing sensitive areas.

Office Security

A comprehensive visitor management solution helps to monitor who is in your office at any given time, which can be essential in helping to prevent crime or unauthorised visitor access to secure areas making it simpler to identify any suspicious activity.

Office Productivity

By streamlining the check-in process of visitors, a visitor management system helps to reduce unnecessary time spent on manual administrative tasks. This allows your staff members to focus more on productivity and important business tasks instead.

Health and safety

A visitor management system can also be used to track visitor records and monitor building occupancy levels for health and safety and regulatory compliance and regulations. This helps businesses ensure that their premises are not overcrowded, as well as other safety controls helping such as being able to sort, filter and export visitor data in the event of an emergency.

Managing unattended reception areas

With a visitor management solution, you can set up instant notifications for your security staff when visitors arrive at the premises or access specific areas. This eliminates the need for a manned reception desk, allowing visitors to check in without having to wait.

How do digital visitor management systems work?

Digital visitor management systems are designed to streamline the process of managing employees, visitors, and contractors. The system allows businesses to pre-register guests, track, monitor and report on all visits to their premises in a secure manner.

  • Visitors are required to provide basic information such as name, contact details and purpose of visit before gaining access. This data is then stored securely for future use if needed.
  • Employees can be notified when a visitor arrives so that they can greet them appropriately or take them directly to their destination.
  • Contractors will also have access control based on their credentials allowing easy monitoring of who is working where at any given time.

Typical Step-By-Step Process

When a visitor arrives at a facility, they can sign in using a kiosk.

  • The first step is to enter their name and contact details along with who they are visiting and their purpose for the visit.
  • Next, the system can verify their identity by capturing their photo and printing a badge with their name and photo on it. This ensures that all visitors are easily identifiable and can be escorted to the correct location within the building. If a visitor is a repeat visitor, their details may already be stored in the system, allowing for an even faster sign-in process.
  • The kiosk can also ask visitors to agree to certain terms and conditions and provide health and safety information if needed.

The entire check-in process is quick, secure, and easy to navigate, making it a convenient management solution.

Learn more about the typical step-by-step process of Pitney Bowes Smart Access Management®.

Why is visitor management important for your business?

Visitor management is an important process for businesses of all sizes, as it helps ensure the safety of visitors and employees. A modern visitor management system enhances security by tracking who enters and exits a building. This level of control over who comes and goes from a business can help reduce the risk of unauthorised access or potential threats. In addition, many digital visitor management applications offer features like real-time notifications when someone new enters the premises, which can be an invaluable resource for keeping track of people on the property.

What do I need to be aware of while managing visitors?​

Managing visitors can be a daunting task, especially in high-security areas. It is crucial to ensure the safety of your staff and visitors, but at the same time, you also need to maintain high standards and provide personalised customer service. In such situations, a robust and efficient visitor management system comes to the rescue.

Protecting your employees and customer security

Protecting your employees and customer security is vital within your facility, it is essential to train your front desk staff to handle all unwanted visitors, and potential security incidents calmly and professionally. Make sure to use relevant visitor signs throughout the premises and conduct background checks on specific visitors before letting them into your offices, especially designated areas.

Support the front desk staff to deliver more personalised customer service

By having a visitor management system with a clear understanding of who their visitors are, their purpose for visiting, and their whereabouts throughout their stay, the front desk staff can provide them with customised attention to make their visit more enjoyable. For instance, the staff can offer directions, information on available amenities, or even provide them with appropriate security clearance immediately. This not only improves the customer experience, but it also enhances the overall perception and reputation of the business.


When managing visitors, businesses must comply with GDPR regulations. GDPR requires organisations to collect only relevant information, such as the name and contact details of the visitor, which is necessary for safety and security purposes. The collected information must be held securely, for example, by implementing appropriate encryption standards while ensuring that it is available only to authorised persons. Businesses should also ensure that visitors are informed about the data collected on them and how it is used. Failure to comply with GDPR regulations could result in hefty fines.

What to Look for in a Visitor Management System

When considering a visitor management system, it can be overwhelming to sort through the various options available. The first aspect to consider is the system's ability to effectively manage and track visitors in the facility. This includes components such as automatic sign-in procedures, custom badge printing capabilities, and visitor verification processes such as ID scanning or facial recognition.

Another crucial factor in choosing a visitor management system is data security. The system must be compliant with data privacy laws and have advanced security features such as limited user access, data encryption, and regular backups to protect sensitive visitor information.

Finally, the system's user-friendliness is an essential consideration. The interface should be intuitive, easy to navigate, and customisable to fit the specific needs of the facility. Additionally, the system should have reliable technical support and functionality that allows for integration with other security systems in use.

The features you need most in your visitor management system

While every organisation's visitor management needs are unique, certain features are essential for an effective system.

  • Pre-registration gives your cloud-based visitor a stress-free sign-in experience with a personal touch that streamlines the sign-in process and reduces wait times.
  • Facial recognition: regular visitors to your organisation can be approved for facial recognition within a cloud-based portal, allowing them to simply sign in and out with a quick facial scan by a kiosk.
  • Manage multiple visitors at once: this can be achieved with the use of a kiosk or mobile app that allows visitors to quickly input their information and receive their badge. particularly in high-traffic environments.
  • Track visitors in real-time: providing an accurate account of who is in the facility at any given check in time.
    • Instant alert notifications: automated alerts for unauthorised visitors or expiring badges mobile credentials can enhance facility security.

What should be considered when purchasing visitor management software?

Visitor management software has become an essential tool for businesses and organisations to manage their visitors with ease. However, choosing the right software can be a daunting task. Here are some factors to consider when purchasing visitor management software.

  1. Features: The first and foremost factor to consider is the features offered by the software. The software should come equipped with essential features like visitor registration, scheduling appointments, badge printing, and visitor tracking. Additionally, it should have other features that can help in customising the visitor experience, like visitor photo capture, visitor surveys, email and SMS notifications, and feedback forms. The software should be easy to use and flexible enough to adapt to the changing needs of the organisation.
  2. Integration: The software should be compatible with other systems such as access control, security cameras, and other databases. Integration with commonly used systems will not only reduce data redundancy but also streamline the visitor check-in process.
  3. Security: With the increased focus on data security, the software should have robust security features to protect visitors' personal information, including visitor logs, images, and other data. Additionally, the software should have an option for data backup and recovery.
  4. User support: The software company should provide excellent customer support, including regular software updates, troubleshooting, and technical support. A reliable support team can help in resolving any issues quickly and ensure that the software is running optimally.
  5. Cost: Finally, the budget remains a critical factor in purchasing any software. It is essential to consider the software's features and functionalities and compare them with the cost. While the cost may vary, it is essential to make sure that the software provides value for money.


Elevate Your Visitor Management Processes with Pitney Bowes Smart Access Management®. Our innovative system streamlines operations and enhances security. Start a free trial


Can a visitor management system replace a sign-in app or pen and paper logbooks?

Yes, visitor management systems can be used to replace traditional sign-in methods such as pen and paper logbooks or sign-in apps. These systems are designed with advanced features that eliminate the manual process of signing guests in and out of an event or office space. A visitor management system also provides secure access controls, allowing for a more secure experience for both the visitor and host.

What type of companies use visitor management systems?

A visitor management system is used by a variety of companies and organisations, including schools, hospitals, office spaces, government agencies and more. Companies and organisations can use these systems for a variety of purposes, such as verifying visitors’ identities and ensuring that only authorised personnel are allowed access to certain areas.

Will a visitor management system improve our physical security?

Yes, visitor management systems can help improve physical security by providing an additional layer of protection. By using a system to monitor who is coming and going from your premises, you can ensure that only authorised personnel are granted access. This helps to reduce the risk of unauthorised individuals gaining entry and making it easier for staff to identify anyone who shouldn’t be onsite.

Can I create different sign-in flows for different types of visitors?

Yes, many visitor management systems offer customisable sign-in flows. This means you can create different sign-in processes for different types of visitors – such as employees, contractors, and vendors – as well as set up special rules or restrictions that apply only to certain groups.

Can I create different check in workflows for different types of visitors?

Yes, many visitor management systems provide customisable check in flows so you can create different workflows for different types of visitors. This allows you to set up specific rules or restrictions based on the type of visitor, such as employees, contractors, vendors, business partners etc., and ensure that each group is checked in properly according to their individual requirements.

How do visitor management systems improve the visitor experience?

The evolution of visitor management systems has seen a dramatic change in recent years. From the days of a manual visitor sign-in process to the modern digital visitor management system, organisations have been able to enhance their security and enhance the experience for their visitors. A digital visitor management system provides the ability to store visitor data electronically and more accurately track who is entering an organisation’s premises. This can be done through facial recognition technology or by recording each entry into the system. Automated systems ensure that all visitors are logged and tracked in an efficient manner, saving time for staff members as well as providing enhanced security measures. Digital systems also provide improved ways of managing appointments, notifying personnel when guests arrive, tracking packages delivered and departed from facilities, and providing for remote access and control for the organisation.