How to create an effective Visitor Management System?

What if we told you to tell the list of employees visited yesterday at your organisation. You can easily tell right away!

But what if we ask about the last week, month or a year earlier? You might find yourself either thinking about those register piles in the store room or wondering how’s that even possible? It is possible, with the help of technology you can easily streamline, store, track the data of your visitors for better functionality.

Therefore in this blog we will be understanding more about a visitor management system, its different types & how it works? So without further due, let’s get started.

What is a visitor management system?


When it comes to prioritising safety, the Visitor Management System (VMS) stands as a crucial element in any organisation’s security strategy. VMS involves the systematic management, tracking, and identification of individuals entering a building or premises, with the ultimate goal of establishing a secure environment for staff, visitors, and customers.

In the past, visitor logging relied on physical sign-in sheets, a method known for its time-consuming nature, susceptibility to errors or manipulation, and the potential security risk if not properly secured. In stark contrast, an efficient digital visitor management solution streamlines the process, allowing organisations to effortlessly capture visitor data, swiftly identify guests, and ensure that only authorised individuals gain access to the premises.

Leading visitor management systems incorporate advanced protocols, featuring automated reception software like visitor check-in systems, visitor management apps, a visitor badge system, video analytics, and digital signage. These integrated features empower organisations to enhance visitor management, providing a seamless and efficient experience for everyone involved. Embrace the digital shift for a safer and more streamlined approach to visitor management.

What are the different types of visitor management systems?

Gone are the days when a clipboard sign-in sheet was the pinnacle of visitor management trust. Today, there are two primary categories: traditional analog and the more advanced digital systems, often integrated with access control. Delve into both and discern which aligns best with your business needs (hint: think digital)

Analog Visitor Management System:

Pen and paper systems entail a logbook of basic visitor records. Typically situated at the front desk, visitors manually log their details—name, entry time, purpose—on a clipboard. While cost-effective, it raises questions about data accuracy, upkeep, file management, and its digital existence

Digital Visitor Management System

Digital systems electronically record visitor data via tablets or computers, ensuring instant and seamless storage. Beyond basic details, digital systems offer advantages like photo ID scanning, QR code scanning, visitor screening, database searching, and even automatic door access.

How does the visitor management system work?

visitor management

The process of the web based visitor management system is quite simple yet effective. We jot it down in three respective steps for you which are

Streamline Your Visitor Tracking System

Step 1

Visitors sign in via tablet or computer 

When a visitor arrives, they enter their name, phone number, email address, etc through a device such as tablet or computer that data is saved in the visitor management software’s database.

Step 2

Employees/Employers are notified of their guests

When a visitor arrives, the visitor management system automatically alerts the appropriate person. In addition, it stores all visitor information.

Step 3

Streamlined Visit

The employee or employer receives needed information instantly though visitor management software and can prepare for the meeting beforehand.

Final Verdict

Ensuring visitor safety is paramount for any organisation’s security strategy. Visitor management involves efficiently handling, tracking, and identifying individuals entering a building. Traditionally, this was done with physical sign-in sheets, but these are prone to errors and security risks. A web based digital visitor management system, incorporating features like visitor check-in systems, management apps, badge systems, and digital signage, enhances security and provides a seamless visitor experience through visitor management software.