20 Best Visitor Management Software of 2025: Reviewed
10 Best Visitor Management Software Shortlist
Here's my pick of the 10 best software from the 20 tools reviewed.
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Managing visitors can be a challenge for businesses, requiring a balance between security and compliance, while creating a positive first impression. Visitor management software (VMS) simplifies this process, ensuring smooth operations while enhancing security and efficiency.
After extensively reviewing various tools, I’ve identified the best visitor management solutions available. In this article, I’ll provide honest, unbiased insights into their strengths and weaknesses, helping you choose the right fit for your team. Let’s explore the top options that can streamline your visitor management process.
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Best Visitor Management Software: Comparison Chart
This comparison chart summarizes pricing, trial, and demo details for my top visitor management software selections to help you find the best one for your budget and business needs.
| Tool | Best For | Trial Info | Price | ||
|---|---|---|---|---|---|
| 1 | Best for automating visitor registration | Free trial available | From $159/month | Website | |
| 2 | Best for visitor check-in processes | 14-day free trial | From $55/location/month (billed annually) | Website | |
| 3 | Best for enterprise solutions | Free demo available | Pricing upon request | Website | |
| 4 | Best for flexible workspaces | Free demo available | From $2.50/user/month | Website | |
| 5 | Best for hybrid workplaces | 14-day free trial | From $1,500/year for their Basic service level | Website | |
| 6 | Best for meeting room booking | 14-day free trial | From $99/location/month | Website | |
| 7 | Best for office visitor tracking | Free demo available | From $109/location/month (billed annually) | Website | |
| 8 | Best for proactive visitor coordination | 14-day free trial | From $99/location/month | Website | |
| 9 | Best for easy setup | 14-day free trial | From $49/month | Website | |
| 10 | Best for venue booking | 30-day free trial | From $99/month | Website |
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HiThrive
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.6 -
Guru
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.6 -
Absorb LMS
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.6
Best Visitor Management Software Reviews
Below are my detailed summaries of the best visitor management software that made it onto my shortlist. My reviews offer a detailed look at the key features, pros & cons, integrations, and ideal use cases of each tool to help you find the best one for your needs.
Archie is a modern visitor management system designed to simplify the entire visitor check-in process by automating workflows and reducing manual tasks.
Why I picked Archie: You can easily create different visit types, whether it's for job interviews, suppliers, contractors, and more, each with its own set of rules and workflows. Archie supports automated visitor registration, so guests can pre-register online or be registered automatically via invitation. Custom forms and questionnaires let you collect the exact information you need before or during check-in. You can even capture visitor photos, print badges on arrival, and manage NDAs or other documents using Archie's built-in e-signature feature.
Hosts are automatically notified when their visitors arrive, ensuring a smooth and professional experience from the moment someone walks in.
Standout features & integrations:
Features include pre-registration, customizable check-in flows, notifications, and visitor logs. Archie also gives you a real-time view of anyone onsite and offers custom reports for further analysis of visitor flows. On top of these features, Archie’s plans include office deliveries and emergency evacuations.
Integrations include access control systems (like Kisi and Brivo), multiple WiFi networks (including Cisco and IronWifi), Microsoft Teams, Slack, and 30+ other software solutions. SSO, SCIM, and Archie’s open API are all included in their pricing plan.
Pros and cons
Pros:
- Easy to set up and manage
- Modern UI with custom branding
- Offers powerful automation features
Cons:
- UI available in only 6 languages
- Some reporting features could be improved
SwipedOn is a visitor management system that enhances security and improves the visitor experience by offering an efficient visitor check-in process.
Why I picked SwipedOn: SwipedOn simplifies visitor check-ins with features like touchless sign-in and instant notifications. It allows your team to manage visitor flows effortlessly, reducing wait times and improving efficiency. The tool supports pre-registration, ensuring a smooth check-in process for guests.
SwipedOn's customizable sign-in options make it adaptable to various business needs.
Standout features & integrations:
Features include evacuation management, which helps ensure everyone's safety during emergencies. The system offers visitor photo capture, adding an extra layer of security. You can also customize visitor agreements to suit your business requirements.
Integrations include Slack, Microsoft Teams, Google Workspace, Outlook, Zapier, Dropbox, iCal, QuickBooks, Xero, and Active Directory.
Pros and cons
Pros:
- Instant visitor notifications
- Supports touchless sign-in
- Quick visitor check-in process
Cons:
- Some features cost extra
- Basic reporting capabilities
Proxyclick is a visitor management system designed for large enterprises that need to manage visitor flows across multiple locations. It focuses on enhancing security and compliance for complex organizational structures.
Why I picked Proxyclick: Proxyclick is well-suited for enterprise solutions, offering features like centralized visitor logs and compliance management tools. It provides tools for pre-registration and ID verification, ensuring secure access to your premises. The system also offers real-time notifications to keep your team informed about visitor activities.
Proxyclick's robust security features make it ideal for businesses with stringent compliance requirements.
Standout features & integrations:
Features include contactless check-in, which enhances safety by minimizing physical interactions. Customizable visitor badges help you maintain security by clearly identifying guests.
Proxyclick also provides analytics on visitor trends, offering insights into visitor management efficiency.
Integrations include Microsoft Teams, Slack, Google Calendar, Outlook, Salesforce, Zoom, Microsoft Azure, Okta, DocuSign, and Dropbox.
Pros and cons
Pros:
- Offers detailed visitor analytics
- Advanced security options
- Supports multiple locations
Cons:
- Occasional syncing issues
- Complex setup process
WorkInSync is a visitor management system tailored for businesses that support flexible work environments. It helps manage visitor check-ins and desk bookings, and enhances space utilization.
Why I picked WorkInSync: WorkInSync excels in flexible workspaces with features like desk booking and visitor pre-registration. It allows your team to coordinate space usage efficiently, reducing overcrowding. The tool offers real-time updates on space availability, keeping everyone informed.
WorkInSync's adaptability makes it a great fit for dynamic office settings.
Standout features & integrations:
Features include real-time space availability updates, which help your team make informed decisions about space usage. The system offers detailed analytics on workspace utilization, providing insights for better planning. WorkInSync also supports contactless check-ins for visitors, enhancing safety.
Integrations include Microsoft Teams, Slack, Google Calendar, Outlook, Zoom, Okta, Azure, Salesforce, Zapier, and Dropbox.
Pros and cons
Pros:
- Enhances safety with contactless check-ins
- Detailed workspace analytics
- Efficient visitor pre-registration
Cons:
- Occasional syncing issues
- Some advanced features cost extra
Robin is a visitor management software designed for modern offices, particularly those with hybrid work environments. It helps teams coordinate visitor check-ins and manage office space efficiently.
Why I picked Robin: Robin is tailored for hybrid workplaces with features like desk booking and visitor check-in. The tool sends instant notifications when visitors arrive, ensuring smooth coordination. Robin's focus on flexibility supports hybrid work models, making it a practical choice for dynamic office settings.
The VMS platform also helps teams manage office space by allowing employees to reserve desks and meeting rooms.
Standout features & integrations:
Features include desk booking, which allows employees to reserve workspaces in advance. This feature helps manage office capacity and supports social distancing. Robin also offers detailed analytics, providing insights into office usage patterns.
Integrations include Google Calendar, Microsoft Outlook, Slack, Zoom, Microsoft Teams, Okta, OneLogin, Azure, and Zapier.
Pros and cons
Pros:
- Provides instant visitor notifications
- Offers detailed office analytics
- Supports flexible work arrangements
Cons:
- Can be complex for new users
- Some features cost extra
YAROOMS is a visitor management system that supports efficient room booking and facility management. It's tailored for businesses that want to enhance visitor experiences while also optimizing space usage.
Why I picked YAROOMS: YAROOMS is ideal for booking meeting rooms for visitors, offering features like real-time availability tracking and instant booking confirmation. It allows your team to manage room reservations for guests effortlessly, reducing scheduling conflicts.
The tool also supports visitor pre-registration, which speeds up the check-in process and improves guest satisfaction. YAROOMS also provides analytics on room usage, helping you make informed decisions about space management.
Standout features & integrations:
Features include customizable booking rules, which allow you to set specific criteria for room reservations. The system offers detailed reporting, providing insights into room utilization and visitor trends.
YAROOMS also supports multi-location management, making it suitable for organizations with several offices.
Integrations include Microsoft Outlook, Google Calendar, Microsoft Teams, Zoom, Slack, Okta, Azure, Zapier, OneLogin, and Active Directory.
Pros and cons
Pros:
- Customizable booking rules
- Supports multi-location management
- Efficient visitor pre-registration
Cons:
- Occasional syncing issues with calendars
- Some users find interface outdated
Envoy is a visitor management system designed for businesses looking to enhance security and improve visitor experiences. It's ideal for office environments that require efficient visitor tracking and management.
Why I picked Envoy: Envoy excels in on-site office visitor management with features like customizable sign-in flows and automatic host notifications. It offers visitor screening, ID badges, a watch-list feature, visitor types, and compliance management tools to ensure a secure environment.
The system also supports document signing and visitor tracking, saving your team time. Envoy's centralized management and branding options make it adaptable to different office needs.
Standout features & integrations:
Features include visitor screening, which enhances security by allowing you to vet visitors before they enter. The customizable sign-in process ensures that you collect the necessary visitor information and offers physical security features like ID scanning, visitor screening, blocklists, and integration with access control systems.
In addition, host notifications keep your front desk team informed of visitor arrivals, improving communication and efficiency.
Integrations include Slack, Microsoft Teams, Google Workspace, Salesforce, Office 365, Zapier, Okta, Box, DocuSign, and ADP.
Pros and cons
Pros:
- Strong security features
- Supports multiple locations
- Easy to set up and use
Cons:
- Occasional delays in notifications
- Limited customization options
Tactic is a visitor management system designed for organizations that prioritize team coordination and efficient visitor handling. It's ideal for businesses seeking to streamline their visitor processes and enhance team collaboration.
Why I picked Tactic: Tactic supports pre-registration of guests, which reduces wait times and improves visitor flow, creating a positive first impression for new clients or visitors. It allows you to pro-actively manage visitor schedules effectively, ensuring your team is always prepared.
In addition, Tactic's focus on communication keeps everyone informed and aligned, making it a solid choice for busy office environments.
Standout features & integrations:
Features include visitor pre-registration, which allows your guests to sign in before arriving, saving time at check-in. The centralized visitor log provides a clear overview of all visitors, enhancing security and managing visitor access. Real-time notifications keep your team aware of visitor activities, improving communication.
Integrations include Slack, Microsoft Teams, Google Calendar, Outlook, Zoom, Salesforce, Okta, Zapier, Dropbox, and DocuSign.
Pros and cons
Pros:
- Centralized visitor log
- Efficient visitor pre-registration
- Offers real-time notifications
Cons:
- Some features require additional setup
- May be too complex for small businesses
The Receptionist is a visitor management system designed for businesses that want a straightforward and efficient check-in process. It's well-suited for offices looking to enhance security and manage visitor flows effortlessly.
Why I picked The Receptionist: The Receptionist is known for its easy setup with features like drag-and-drop customization and instant notifications. It allows your team to manage visitor check-ins without technical hassles. Its user-friendly interface makes it accessible to teams with varying technical skills.
Standout features & integrations:
Features include badge printing, which helps you maintain security by clearly identifying visitors. Plus, the tool provides real-time visitor logs, ensuring you always know who's in your building.
The system offers pre-registration capabilities, allowing visitors to sign in before they arrive. Customizable sign-in workflows let you tailor the check-in process to meet your specific needs.
Integrations include Slack, G Suite, Microsoft Teams, Google Workspace, Zapier, Active Directory, Salesforce, Microsoft Outlook, Mailchimp, and iCal.
Pros and cons
Pros:
- Instant visitor notifications
- User-friendly interface
- Quick and easy setup
Cons:
- Basic reporting capabilities
- Limited advanced features
Skedda is a visitor management system designed for venues and spaces that require efficient booking and scheduling. It caters to businesses and organizations that manage shared spaces, providing tools to streamline the booking process and optimize space usage.
Why I picked Skedda: Skedda excels in venue booking with features that allow for customizable booking conditions and automated scheduling. It supports online payments, making it easy for your team to manage financial transactions. The platform offers interactive floor plans for better visualization of space availability.
Skedda's user-friendly interface ensures that both administrators and visitors can navigate the system with ease.
Standout features & integrations:
Features include interactive floor plans that help visualize space usage and availability. The platform allows for online payments, streamlining the financial aspect of bookings. Skedda provides customizable booking conditions, enabling you to set specific rules for space usage.
Integrations include Google Calendar, Microsoft Outlook, iCal, Zapier, Slack, Salesforce, Zoom, Microsoft Teams, Trello, and Asana.
Pros and cons
Pros:
- Suitable for various venue types
- Offers interactive floor plans
- Supports online payments
Cons:
- Limited offline functionality
- Some features cost more
Other Visitor Management Software
Here are some additional visitor management software options that didn’t make it onto my shortlist, but are still worth checking out:
- OfficeSpace
For touchless check-ins
- iLobby
For compliance needs
- Lobbytrack
For visitor notifications
- Greetly
For customizable check-ins
- Vizito
For GDPR compliance
- Smartway2
For facility scheduling
- Zynq
For hybrid work environments
- Sign In Solutions
For small to medium businesses
- Visitly
For easy visitor registration
- Securitas
For security-focused businesses
Selection Criteria for Visitor Management Software
When selecting the best visitor management software to include in this list, I considered common buyer needs and pain points like security concerns and ease of use. I also used the following framework to keep my evaluation structured and fair:
Core Functionalities (25% of total score): To be considered for inclusion in this list, each solution had to fulfill these common use cases:
- Visitor check-in and registration
- Host notifications (via email or SMS)
- Visitor logs and reporting
- Pre-registration capabilities
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Additional Standout Features (25% of total score): To help further narrow down the competition, I also looked for unique features, such as:
- Contactless check-in options
- Customizable workflows
- Integration with access control systems
- Real-time analytics
- Multi-location management
- Badge printing
Usability (10% of total score): To get a sense of the usability of each system, I considered the following:
- Intuitive interface design
- Ease of navigation
- Low learning curve
- Customization options
- Mobile app availability
Onboarding (10% of total score): To evaluate the onboarding experience for each platform, I considered the following:
- Availability of training videos
- Interactive product tours
- Access to templates
- Webinars and live training sessions
- Responsive support during setup
Customer Support (10% of total score): To assess each software provider’s customer support services, I considered the following:
- Availability of live chat support
- Comprehensive help center
- Email and phone support options
- Response time to inquiries
- Availability of dedicated account managers
Value for Price (10% of total score): To evaluate the value for money of each platform, I considered the following:
- Competitive and transparent pricing structures
- Range of features included in basic plan
- Scalability of pricing plans
- Discounts for long-term commitments or volume-based pricing
Customer Reviews (10% of total score): To get a sense of overall customer satisfaction, I considered the following when reading customer reviews:
- Overall satisfaction ratings
- Frequency of positive feedback
- Commonly reported issues
- Resolution of customer complaints
- Recommendations by existing users
How to Choose Visitor Management Software
It’s easy to get bogged down in long feature lists and complex pricing structures. To help you stay focused as you work through your unique software selection process, here’s a list of key factors to keep in mind:
| Factor | What to Consider |
| Scalability | Ensure the software can grow with your business. Consider whether it can handle an increasing number of visitors and locations without losing performance. |
| Integrations | Check if the software integrates with existing tools like your calendar, access control systems, and communication platforms to streamline operations. |
| Customizability | Look for options to tailor workflows, branding, and visitor experiences to match your specific business needs and enhance visitor satisfaction. |
| Ease of Use | Evaluate the user interface for intuitiveness. Your team should be able to navigate the system quickly without extensive training or technical knowledge. |
| Budget | Consider your budget constraints. Compare the pricing models and ensure you’re getting value for the features offered without unnecessary expenses. |
| Security Safeguards | Ensure the software has strong security measures. Look for features like visitor screening, data encryption, and compliance with industry regulations. |
| Support | Assess the availability and quality of customer support. Reliable support can help your team resolve issues quickly and maintain smooth operations. |
| User Feedback | Read user reviews to understand real-world experiences. Look for feedback on reliability, feature effectiveness, and overall satisfaction to guide your choice. |
Trends in Visitor Management Software
In my research, I sourced countless product updates, press releases, and release logs from different visitor management software vendors. Here are some of the emerging trends I’m keeping an eye on:
- Contactless Check-In: Many vendors are adding touchless options to enhance safety and convenience. This feature lets visitors check in using their smartphones, reducing physical contact. It's especially relevant in the current health-conscious climate.
- AI-Powered Insights: AI is being used to analyze visitor data and provide actionable insights. This helps businesses optimize visitor flow and improve overall security. Some vendors use AI to predict busy times and recommend staffing adjustments.
- Facial Recognition: This technology is being integrated for faster, more secure check-ins. It allows for quick identification without the need for badges or manual entry. Vendors adopting this trend are improving security and efficiency.
- Customization and Branding: More software allows businesses to customize their visitor interfaces with logos and tailored workflows. This trend helps companies present a professional image and create a consistent brand experience for visitors.
- Sustainability Features: Vendors are incorporating eco-friendly options, like digital badges and paperless check-ins. This trend supports businesses in reducing their environmental footprint while maintaining efficient operations.
What is Visitor Management Software?
Visitor management software is a system that helps organizations manage and track visitors entering their premises. These tools are typically used by office managers, receptionists, and security personnel to enhance security and improve visitor experience. Features like contactless check-in, AI-powered insights, and facial recognition help with efficient visitor processing and security.
Overall, these tools provide value by ensuring a safe and organized visitor experience for businesses.
Features of Visitor Management Software
When selecting the best visitor management system for you, keep an eye out for the following key features:
- Contactless check-in: Allows visitors to sign in using their smartphones, reducing physical contact and enhancing safety.
- Visitor pre-registration: Enables guests to register before arrival, speeding up the check-in process and reducing wait times.
- Facial recognition: Provides quick and secure identification without the need for badges or manual entry.
- Instant notifications: Alerts hosts when their visitors arrive, improving communication and coordination.
- Customizable workflows: Lets businesses tailor the check-in process to their specific needs, enhancing visitor experience.
- Real-time analytics: Offers insights into visitor patterns and trends, helping businesses optimize operations.
- Badge printing: Generates visitor badges for easy identification and enhanced security.
- Evacuation management: Ensures safety by tracking visitors during emergencies and providing evacuation instructions.
- Desk or room booking: Many VMS’s offer additional features to serve hybrid workplaces, such as internal desk reservation systems or meeting room booking tools.
- Integration capabilities: Connects with existing tools like calendars and access control systems to streamline operations.
- Security safeguards: Implements measures like data encryption and compliance management to protect sensitive information.
Benefits of Visitor Management Software
Implementing visitor management software provides several benefits for your team and your business. Here are a few you can look forward to:
- Enhanced security: Features like facial recognition and badge printing help ensure only authorized individuals enter your premises.
- Improved efficiency: Contactless check-in and pre-registration streamline the visitor process, reducing wait times and administrative tasks.
- Better communication: Instant notifications keep your team informed about visitor arrivals, improving coordination and response times.
- Data insights: Real-time analytics provide valuable information on visitor trends, helping you make informed decisions.
- Customizable experience: Tailored workflows and branding options let you create a visitor experience that aligns with your business needs.
- Compliance support: Security safeguards and data management features help you meet industry regulations and protect sensitive information.
Costs & Pricing for Visitor Management Software
Selecting visitor management software requires an understanding of the various pricing models and plans available. Costs vary based on features, team size, add-ons, and more.
The table below summarizes common plans, their average prices, and typical features included in visitor management software solutions:
Plan Comparison Table for Visitor Management Software
| Plan Type | Average Price | Common Features |
| Free Plan | $0 | This includes basic check-in, visitor logs, and limited notifications. |
| Personal Plan | $5-$25 per user/month | This includes customizable check-in, badge printing, and basic analytics. |
| Business Plan | $25-$50 per user/month | This includes contactless check-in, integration capabilities, and advanced analytics. |
| Enterprise Plan | $50+ per user/month | This includes comprehensive security features, multi-location management, and dedicated support. |
Visitor Management Software FAQs
Here are some answers to common questions about visitor management software:
How secure is visitor management software?
Visitor management software is designed with security in mind. It often includes features like visitor screening, ID verification, and data encryption to protect your premises and sensitive information. These tools help ensure that only authorized individuals gain access, enhancing overall security.
Can visitor management systems integrate with existing tools?
Yes, most visitor management systems offer integration capabilities. They can connect with tools like calendar systems, access control, and communication platforms. This integration helps streamline operations and ensures seamless communication across different platforms in your organization.
What hardware is needed for visitor management software?
The hardware requirements can vary based on the system’s capabilities. Some systems may only need a tablet or computer for check-ins, while others might require printers for badge printing or QR code scanners for contactless entry. It’s essential to choose hardware that fits your organization’s needs.
How do visitor management systems handle data privacy?
These systems typically include data protection features to comply with privacy regulations. They offer data encryption, secure storage, and options to control data access. You can manage how visitor data is collected, stored, and used, ensuring compliance with relevant laws.
Is training available for new users?
Many vendors provide training resources to help new users get started. This can include training videos, product tours, webinars, and user manuals. Access to these resources ensures your team can effectively use the software and maximize its benefits.
Can visitor management systems be customized?
Yes, customization is often a key feature. Often, you can tailor the check-in process, branding, and workflows to match your specific business needs. This flexibility helps create a personalized visitor experience and ensures the system aligns with your operational requirements.
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