Visitor Management System Cost: What You Should Expect to Pay in 2026

When you start researching visitor management systems, the price range can feel surprisingly wide. Some providers offer free plans, while others charge rates closer to full security platforms - and that’s because workplaces use visitor management in very different ways.

For some offices, a simple digital check-in is enough. For others, front desk operations tie into access control, badge printing, compliance checks, emergency alerts, or integrations with tools the team already uses. As these workflows expand, the visitor management system naturally becomes more advanced (and more expensive).

This guide breaks down every major factor that shapes visitor management system cost, helping you choose a solution that fits your needs without paying for features you’ll never use.

TL;DR: 

• Visitor Management System (VMS) costs typically range from $0 to over $500+ per location/month, divided into free, basic, mid-range, and enterprise tiers.
• Pricing depends on factors like visitor volume, number of locations, and required features such as badge printing, access control integration, and compliance checks.
• The total cost of ownership (TCO) includes subscription, hardware (e.g., tablets, printers), and operating costs, but VMS delivers significant ROI through time savings, enhanced security, and a more professional visitor experience.

So, How Much Does a Visitor Management System Cost?

Most visitor management systems cost somewhere between $0 and $500+ per location per month, depending on the plan you choose, how many offices you have and how complex your reception management operations are. Pricing generally falls into four tiers: free plans, basic (low-cost) plans, mid-range plans, and advanced or enterprise pricing.

Below is a clear breakdown to help you understand how these tiers differ.

Free Visitor Management Systems

💡 Typical subscription cost: $0 / month

Free visitor management systems work well for very small offices or teams that only get a handful of visitors each week. These plans usually cover the basics: letting guests sign in digitally, recording who arrived and when, and sending simple notifications to the person they’re visiting. They’re a good way to replace a paper log and see whether digital visitor management fits your workflow.

However, free plans often come with usage limits or fewer configuration options. Most companies eventually outgrow this tier once their visitor volume increases or their operational needs become more defined.

Basic (Low-Cost) Visitor Management System Pricing Plans

💡 Typical subscription cost: ~$25–$80 / month per location

Basic plans are a good fit for offices that receive visitors more regularly and need a dependable, repeatable check-in process. These plans usually include the core features most workplaces expect: digital sign-ins, a visitor log that updates automatically, simple pre-registration options, and notifications to the host when someone arrives.

Compared to free plans, they offer more flexibility and consistency, making them a solid choice for small to mid-sized offices that need something dependable but still straightforward.

Mid-Range Visitor Management System Pricing Plans

💡 Typical subscription cost: ~$80 - $300 / month per location

Mid-range plans are designed for workplaces that handle a steady flow of visitors across different teams or departments. They usually offer more flexibility in how the check-in process is set up, along with options that help offices stay organized as visitor activity becomes more frequent or more varied.

This tier works well for growing companies that want a smoother, more polished visitor journey and need a system that can adapt as operations get busier. 

Enterprise Visitor Management System Pricing

💡 Typical subscription cost: $300–$500+ / month or custom pricing

Advanced and enterprise plans are built for organizations that operate across multiple locations or have more complex visitor operations. These plans usually support higher levels of control, broader administration, and consistent processes across large teams or distributed offices.

They’re a strong fit for companies that treat visitor management as part of their larger workplace, security, or compliance strategy. At this level, pricing often reflects not just the software itself, but also the stability, support, and scalability needed to manage visitor activity at an organizational level.

Visitor Management System Add-Ons Pricing

Alongside the core subscription, many visitor management systems offer optional add-ons that can influence the overall cost. These extras help offices tailor the system to their setup, but they can also vary widely in price depending on the vendor and the level of support required.

Hardware Add-Ons

Hardware is the most common additional expense for offices setting up a visitor management system.

Typical pricing ranges:

• Tablets or touchscreens: $200–$900 per device
• Kiosk stands or enclosures: $100–$400
• Badge printers: $120–$600
• QR/ID scanners: $50–$300
• Webcams or ID cameras: $50–$200
• Access control readers or modules: $500–$2,500

Hardware costs vary based on durability, brand, and whether devices are purchased outright or leased through the vendor.

Branding & Customization Add-Ons

For offices that want a more polished visitor experience.

Typical pricing ranges:

• Custom branding packages: $20–$80/month
• Custom-designed visitor badges: One-time design fee $50–$300
• White-labeling: $50–$150/month

These enhancements help align the check-in process with company identity.

Integration Add-Ons

Some VMS vendors include integrations in their pricing plans while others may require an upgrade or add-on fee.

Typical pricing ranges:

• SSO (Single Sign-On) integrations: $50–$150/month
• Access control integrations: $100–$300/month
• Directory sync (e.g., Azure AD, Google Workspace): $25–$75/month
• Communication tools (Slack, Teams) enhanced integrations: $10–$40/month
• API or webhook access: $50–$200/month depending on usage

These costs reflect the added infrastructure, maintenance, and support required to keep integrations stable.

Top Visitor Management Software Price Comparison

Choosing the best visitor management system becomes much easier when you can see how different providers structure their pricing. While plan names vary from vendor to vendor, most tools fall into the same general cost ranges you’ve already seen: free options, low-cost plans, mid-range solutions, and enterprise packages.

YAROOMS Visitor Management System Price

👉 $99/location/month (or $950/location/year)

YAROOMS offers one straightforward mid-range visitor management system plan priced at $99 per location/month. The plan is designed for organizations that need a secure, reliable, and consistent visitor check-in process across multiple locations.

Features included:

• Visitor pre-registration and self-registration
• Instant arrival notifications (email, Teams, Slack)
• Custom branded check-in flows
• Visitor photos, details, signatures, and policy agreements
• Questionnaires and document uploads
• Centralized multi-location management
• Analytics and exportable digital visitor logs

Click for a self-guided YAROOMS VMS demo ⬆️

YAROOMS visitor management system has been acknowledged across major software review platforms, including:

• Capterra Shortlist 2025
• GetApp Category Leaders 2025
• Software Advice Frontrunners 2025
• Best Functionality – Software Advice Best Visitor Management Software 2025

In addition to visitor management, YAROOMS includes space and resource booking, hybrid work scheduling, and workplace analytics, making it a strong fit for organizations that want to manage their entire workplace operations in one unified platform.

YAROOMS is also the only vendor on the market offering a dedicated ROI calculator, helping organizations estimate the return on investing in a workplace management platform.

Envoy Visitor Management System Price

👉 Free or starting at $329 per location/month (billed annually)

Envoy offers three visitor management software pricing plans, ranging from a free starter option to the enterprise tier:

• Free plan - A no-cost option with essential features like unlimited visitor sign-ins, basic host notifications, simple sign-in fields, and access to past or expected visitors. Suitable for small offices that need a no-fuss digital check-in process.
  
  
• Premium plan ($329 per location/month) - A more advanced plan that adds badge printing, digital document signing, visitor photos, custom sign-in flows, QR-code registration, conditional questions, access control integrations, and detailed analytics. Ideal for workplaces with higher visitor volume or compliance needs.
  
  
• Enterprise plan (custom pricing) - Includes all Premium features plus enterprise-level security, governance, and multi-location administration. This plan supports SCIM provisioning, SSO, block list management, and advanced compliance requirements - best suited for large or distributed organizations.

How Much Does Greetly Cost?

👉 Starting from $99/month 

Greetly offers two straightforward plans,making it suitable for organizations that want a clear, predictable pricing structure with options for both simple and more advanced visitor management needs:

• Essential – $99/month (billed yearly) - Ideal for smaller organizations with basic visitor check-in needs. Includes unlimited check-ins, touchless employee and visitor sign-in, multi-channel notifications, visitor photos, online document signing, watchlist alerts, multilingual support, preregistration, and multiple admin roles.
  
  
• Pro – $159/month (billed yearly) - Designed for busy or multi-location workplaces that need more automation and customization. Adds badge printing, 2-way texting, automated visitor communications, government ID verification, driver’s license scanning, Zapier integration, Digital Mailroom, multi-kiosk support, remote check out, and many other features.

VisitorOS Pricing

👉 Starting from $199/month

VisitorOS offers hardware-inclusive plans that scale with the level of security, automation, and control an organization needs:

• Corporate ($199/month) - Includes essential visitor management capabilities, an MDM-enrolled iPad, pre-configured hardware and software, unlimited usage, real-time notifications, and core administrative tools. Additional functions, such as ID scanning or watchlists, can be added as needed.
  
  
• Enhanced ($275/month) - Builds on the Corporate plan with more advanced features such as touchless sign-in or visitor pre-registration. Suitable for organizations that require stronger security workflows, deeper automation, or expanded integration support.
  
  
• Enterprise (custom pricing) - A fully tailored option designed for large or complex environments that need multi-tenant support, advanced configurations, and enterprise-level service.

Eden Visitor Management System Pricing

👉 Starting from $89/month/location (applies if billed annually)

Eden’s plans scale from a simple digital check-in experience to fully customizable enterprise setups, depending on how much control and flexibility an organization needs.

• Accelerate ($89/month/location) - Covers core visitor management needs with branded check-ins, basic notifications, document handling, badge printing, touchless sign-in, and standard integrations. Ideal for offices looking for a straightforward, reliable check-in system.
  
  
• Scale ($179/month/location) - Adds more advanced options such as visitor photos, directory syncing, file storage integrations, custom forms, and SSO. Suited for teams that need more customization and admin control.
  
  
• Enterprise (custom pricing) - Includes all Scale capabilities plus custom integrations and dedicated support, designed for organizations with complex requirements or multi-location coordination.

How Much Does Lobbytrack Cost?

👉 Free or starting from €50/location/month

Lobbytrack offers multiple plans, ranging from a light free-tier equivalent (“Starter”) to full workplace and security management in the Ultimate plan. All paid plans come with unlimited hosts, visitors, and users. 

• Starter (Free) - Supports up to 100 visitors per month with essential check-in tools like sign-in/out, health screening, photo capture, badge printing, queue management, and email notifications. Suitable for very small offices or teams exploring digital visitor management.
  
  
• Basic (50/location/month) - Includes unlimited visitors and offers standard check-in workflows, screening, badge printing, mobile apps, reception kiosk, and both email and phone support. A practical fit for offices needing dependable day-to-day visitor management.
  
  
• Professional (€100/location/month) - Adds staff sign-in, visit agreements, employee scheduling, and ID/driver’s license scanning, plus access to an employee app. Best for organizations that require more structured sign-in processes and identity verification.
  
  
• Ultimate (custom pricing) - Expands into full workplace and security oversight with meeting room and desk booking, watchlist checks, multi-channel notifications, emergency and evacuation tools, SSO, and additional admin apps. Designed for larger or highly regulated environments.

Archie Visitor Management System Price

👉 Starting from $109 per office/month

Archie’s plans are structured around how much control and customization a workplace needs - from a simple, reliable check-in setup to fully tailored enterprise deployments:

• Starter ($109 per office/month) A practical option for small and mid-sized organizations that need a dependable visitor check-in process. Includes unlimited visitors, a kiosk app, touchless registration, host notifications, badge printing, document e-signatures, and a real-time visitor log.
  
  
• Pro ($185 per office/month) - Archie’s most popular plan, offering more customization and visibility. Adds visitor analytics, branding options, photo capture, custom forms, SMS alerts, emergency tools, SSO/SCIM, Slack and Teams integrations, plus tailored onboarding.
  
  
• Enterprise (custom pricing) - Designed for organizations with strict security or compliance demands. Includes block lists, Wi-Fi and access control integrations, expanded legal and compliance support, custom data residency, fast-tracked features, and premium API and migration support.

How Much Does SwipedOn Cost?

👉 Starting from $55/location/month (billed annually)

SwipedOn offers three plans that scale from essential visitor check-ins to advanced workplace and compliance capabilities.

• Standard ($55/location/month) - A solid entry-level option for small businesses looking to automate visitor arrivals. Includes unlimited employees and visitors, one device or QR code, basic notifications, digital agreements, badge printing, visitor photos, multi-location sync, and live chat support.
  
  
• Premium ($109/location/month) - Adds greater visibility and control with unlimited devices, location-verified sign-ins, visitor approvals, remote working features, employee roaming, live in/out displays, SMS notifications, delivery management, and customer success onboarding. Ideal for growing workplaces.
  
  
• Enterprise ($169/location/month) - Designed for organizations with stronger safety and compliance needs. Adds custom visitor flows, multiple agreements, directory integrations, data anonymization, priority support, dedicated account management, bespoke onboarding, and expanded resource management.

Vizito Pricing

👉 Starting from $35.95/location/month (if billed monthly)

Vizito offers simple usage-based plans that scale with monthly visitor volume, from light activity to fully unlimited check-ins:

• Standard ($35.95/location/month) - Covers up to 100 visits per month with access to all core features, including digital check-ins, notifications, and email support. Suitable for small offices or teams with low visitor traffic.
  
  
• Pro ($71.95/location/month) - Increases capacity to 300 visits per month and adds phone support and customer success onboarding. A good fit for workplaces that handle visitors more regularly and need added assistance.
  
  
• Enterprise ($119.95/location/month) - Includes unlimited visits along with advanced integrations such as Microsoft Entra ID, Google Workspace, and SAML SSO. Designed for organizations that need full-scale access control and identity management capabilities.

How Much Does The Receptionist Cost?

👉 Starting from $60/location/month (if billed monthly)

The Receptionist uses a simple pricing model based on how many employee contacts an office needs, with all plans including the full feature set.

• Basic ($60/location/month) - Supports up to 24 employee contacts. A good fit for smaller offices that want a straightforward iPad-based visitor check-in system with full access to the platform’s features.
  
  
• Premium ($114/location/month) - Designed for teams with 25–49 employee contacts. Ideal for growing workplaces that need more internal routing options as visitor volume increases.
  
  
• Pro ($210/location/month) - Supports 50–99 employee contacts. Suited for mid-sized organizations that handle higher visitor activity and require broader staff coverage.
  
  
• Executive ($360/location/month) - Built for larger offices with 100+ employee contacts. Best for organizations needing broad internal visibility, more staff notification options, and scalable check-in operations.

Top visitor management software pricing comparison (monthly costs)

Understanding the TCO of a Visitor Management System

Researching pricing tiers is a helpful first step, but the visitor management system cost listed on a pricing page rarely reflects the full investment. Even the most affordable plan (including free visitor management systems) comes with additional considerations that shape the total cost of ownership (TCO). This is the amount you’ll realistically spend to run a visitor management system day-to-day in your office.

Acquisition Costs

This covers the costs you face upfront when choosing a visitor management system. It includes:

• The subscription plan (free, basic, mid-range, enterprise)
• Any paid add-ons (integrations, custom branding)
• Hardware such as tablets, kiosk stands, badge printers, scanners, or cameras

Even if the software itself is low cost, hardware and other add-ons can make acquisition the largest initial expense.

Operating Costs

Once the visitor management system is running, there are ongoing costs linked to daily use. These typically include:

• Employee time: front-desk teams managing check-ins, administrators adjusting workflows, employees handling visitor notifications
• Energy and connectivity: powering tablets, kiosks, printers, and ensuring a stable network
• Usage-based expenses: if your plan charges for SMS alerts, additional devices, or extra check-ins

Operating costs accumulate gradually and often become the most time-consuming aspect of running a visitor management system for office environments.

Maintenance and Support Costs

Over the lifetime of your visitor management system, you may encounter:

• Device repairs or replacements
• Printer servicing or consumables (e.g., badge labels)
• Paid support tiers or priority assistance
• Vendor-provided technical support or troubleshooting

These costs vary depending on how heavy your visitor traffic is and how many devices you maintain across locations.

Implementation and Training Costs

Bringing a new visitor management system software into the office always requires onboarding. This can include:

• Setting up devices and configuring the system
• Tailoring check-in steps to your workflows
• Training front-desk teams
• Teaching employees what to expect when visitors arrive
• Optional vendor-led onboarding sessions

Even for intuitive systems, implementation requires time - and time has cost.

Hidden Costs

These are the indirect costs that don’t appear on pricing pages but can impact your total budget:

• Downtime during installation or migration from a previous setup
• Extra admin time spent troubleshooting or adjusting workflows
• Temporary confusion for staff or visitors during the transition
• Inefficiencies if certain features are locked behind higher tiers
• Lost productivity if the system doesn’t fit your needs and requires workarounds

Hidden costs are the reason it’s helpful to evaluate TCO, not just monthly pricing.

Why Total Cost of Ownership Matters

Pricing tiers tell you the cost of the software, but TCO shows you the cost of running visitor management well. A free plan still requires hardware, setup, and training. A low-cost plan may become expensive if you need several add-ons or multiple devices. And a more advanced plan might actually be more cost-effective long-term if it reduces manual work, prevents compliance issues, or scales with your office without extra fees.

Evaluating the total cost of ownership helps you make a realistic, apples-to-apples comparison - and ensures you choose the best visitor management software not just for your budget, but for how your workplace actually operates.

How to Estimate Your Budget for a Visitor Management System

Once you understand pricing tiers, the next step is building a rough estimate of what your visitor management system will actually cost. Just follow this quick framework to get a realistic budget range.

Choose Your Likely Pricing Tier

Start by identifying which tier fits your workplace today:

• Free if you only need basic digital sign-in.
• Basic if you have steady visitor traffic and need a consistent process.
• Mid-range if multiple teams interact with visitors or you need more customization.
• Enterprise if you require strict compliance, SSO, access control, or multi-location governance.

This will give you the base subscription cost.

Multiply Plan Cost × Number of Locations

Most visitor management systems charge per location. If you have multiple offices, this becomes the foundation of your monthly budget.

Example: $109/month × 3 locations = $327/month in subscription fees.

Add Hardware Costs (Spread Over 2–3 Years)

Hardware is typically a one-time investment, but it should be amortized:

• Tablet or touchscreen
• Kiosk stand or enclosure
• Badge printer
• QR/ID scanner

Dividing these costs over 24–36 months gives you a realistic monthly figure.

Add Hardware Costs (Spread Over 2–3 Years)

Some systems include these features, others charge extra:

• SMS alerts
• Additional devices
• SSO or SCIM
• Directory syncing
• Access control integrations
• Extra check-ins (for usage-limited plans)

These small items can meaningfully affect your TCO if not accounted for early.

Sense-Check Against Internal Time Saved

A visitor management system doesn’t just cost money - it also saves money by reducing:

• Front-desk admin time
• Manual logging or data entry
• Time spent coordinating visitors
• Effort during audits or compliance reviews
• Time visitors spend waiting in the lobby

This is where you decide whether a “cheaper” plan might actually be more expensive in the long run due to manual work or missing features.

ROI: How Visitor Management Systems Pay for Themselves

Visitor management systems deliver ROI in ways that are often hidden in day-to-day operations. At first glance, a digital check-in tool seems like a simple front-desk upgrade - but the real value comes from the hours saved, risks avoided, and inefficiencies eliminated across security, administration, HR, and compliance workflows.

Below is a deeper look at the most common ROI drivers.

Time Savings for Front-Desk Staff

Automation is one of the biggest ROI drivers in a visitor management system. By replacing manual sign-ins, notifying hosts automatically, generating badges instantly, and recognizing returning visitors, workplaces typically see a 30–50% reduction in front-desk and administrative time. This means fewer interruptions, smoother visitor flow during busy hours, and less time spent correcting errors or updating logs. In most offices, these time savings alone offset a large portion of the system’s total cost of ownership.

Fewer Security Incidents & Faster Investigations

Studies show that up to 40% of security incidents in office environments involve visitors or contractors who bypass front-desk protocols - often because badges aren’t issued, identities aren’t verified, or manual logs are incomplete. A digital visitor management system closes these gaps and creates an automatic, timestamped audit trail that makes investigations faster and more accurate. The result: fewer security breaches, quicker incident resolution, and reduced operational and legal risk.

Faster, More Professional Visitor Experience

A modern visitor management system makes arrivals quicker and smoother. Guests spend less time waiting, avoid confusing sign-in steps, and get to their meetings on time. This matters: 25% of people become dissatisfied after just two minutes of waiting. For customers, partners, and candidates, a fast check-in feels more professional - and sets a better tone for the entire visit.

The Bottom Line: Balancing VMS Cost, Features, and Long-Term Value

Visitor management system pricing in 2026 spans a wide range, but the real question isn’t “How much does it cost?” but “What do we actually need, and what will it cost us to run it well?”

If you take one thing from this guide, let it be this: match the pricing tier to your operational reality and evaluate the full TCO, not just the subscription fee. That’s how you avoid paying for unnecessary features - or outgrowing a cheaper plan too quickly.

Here’s the simplest way to move forward:

• Start by estimating your visitor volume, security needs, and number of locations.
• Identify the minimum tier that supports your workflows today.
• Check which add-ons (hardware, integrations, SSO, badge printing) you’ll realistically need.
• Compare the long-term cost against time saved, reduced risk, and fewer manual processes.

Once you calculate those pieces, the best office visitor management system usually becomes obvious - and often, the mid-range category provides the strongest balance of cost and capability.

If you want to speed up the evaluation process, the YAROOMS ROI Calculator is the quickest way to translate time savings, security improvements, and workflow efficiency into real numbers - helping you make a confident, budget-ready decision in minutes.

Disclaimer: this pricing research was conducted in November 2025. Visitor management system vendors may update their prices or adjust their pricing models over time to reflect new features, market conditions, or customer needs. While this guide is regularly updated, please refer to each vendor’s official website for the most accurate and up-to-date pricing information.