What is a Visitor Management System?

Why Do Organizations Need a Visitor Management System?

90 %

of companies still use receptionists to process facility visitors

78 %

of companies don't feel very confident in their security practices

93 %

of companies’ efficiency increases by streamlining the visitor check-in process with technology

76 %

report that adding a VMS improves visitor feedback

Feature	Cloud-Based Visitor Management System	Manual Paper Visitor Management Methods
Scalability and Flexibility	Highly scalable for multi-site management	No scalability, manual records required
Cost-Effectiveness	Lower upfront costs, subscription model	High ongoing costs for paper and storage
Ease of Access and Maintenance	Accessible remotely, automatic updates	No remote access, time-consuming to manage
Security	Encryption and backups, compliant with regulations	No encryption, risk of data loss
Integration with Other Systems	Easy integration with access control, CRM, etc.	No integration possible
Customization	Moderate customization through APIs	No customization
Data-Driven Insights & Reporting	Real-time reporting and analytics	Manual record-keeping, delayed reporting
Compliance with Privacy Regulations	Automatically updated for compliance	Difficult to ensure compliance

Online Pre-Registration

Visitor pre-registration speeds the up the check-in process while maintaining high security standards through integrated screening measures. Getting visitor registration data in advance not only streamlines registration, it also and helps to prevent bottlenecks. You can enable touchless sign-in options for visitors by allowing them to check in before arriving on-site. Upon arrival, they can scan an on-site QR code to confirm their check-in and proceed without further steps. Learn more about Visitor Pre-Registration.

Digital Visitor Logs

Sifting through handwritten visitor logs for specific information is difficult. Logs can be hard to read, and visitors don't always provide accurate information. Digital visitor logs eliminate these challenges by verifying visitor information, logging entry and exit times, and storing data in a centralized dashboard for easy access. For example, you could look at a list of those on-site during a certain time window or see everyone who came to visit a specific employee on a particular day. Learn more about Digital Visitor Logs.

A VMS, like iLobby's VisitorOS, is designed to assist during emergencies by providing real-time notifications and actionable guidance to staff and visitors. In critical situations like fire drills, lockdowns, or evacuations, the system can send out mass notifications via SMS, email, and push alerts to ensure everyone in the facility is informed and can respond quickly.

VisitorOS can also integrate with an emergency module, such as EmergencyOS. An employee evacuation tracking system identifies who is in the building, their location, and who is missing, helping send real-time evacuation alerts. It enables emergency management teams to respond faster and more efficiently, enhancing fast evacuations and protecting life, safety, and property.

Learn more about Emergency Management.

The cost of a visitor management system will vary depending on the provider, features, scalability, support levels, and billing model. With a subscription-based pricing model, which is common for cloud-based visitor management systems, the costs typically start around $100 per month and can go as high as hundreds of dollars per month. With subscription models, essential hardware and software, ongoing support and updates are included and baked into the monthly fee. With one time license fees, the initial investment typically includes the upfront costs for software licenses, hardware infrastructure, and implementation. Unlike subscriptions, there can be addition long-term costs for support, updates, and customizations.

Learn more about VisitorOS pricing.

A Visitor Management System That Elevates Security and Visitor Experiences