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The leading visitor management system to safeguard your office

Manage guest records, ensure workplace security, and access essential analytics with a modern visitor management system.

 

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Trusted by organizations worldwide
 

Trusted by organizations worldwide

Robalino
Cerved
Saipem
Dedalus
Verizon
Bitdefender
Columbia University
Asee
Jigsaw
Focus




















How does a visitor management system (VMS) work?

digital reception app for a seamless visitor check in process

Visitors arrive and register

Upon arrival, guests register using a simple visitor management app at the reception.

text messages to hosts

Host employee is notified

Once visitors sign in, the visitor management solution automatically informs the host employee.

monitor visitors and ensure compliance in the workplace

Host employee greets the visitor

The visitor registration process is complete! Everything is stored in your visitor management logbook, including entry time, host, and all data you choose to collect.

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Create a flawless visitor experience

Ensure a warm welcome to everyone who steps into your office. Offer your guests an exceptional visitor experience from start to finish.

 Registration and check in for improved visitor screening

Visitor pre-registration & registration

Host employees can pre-register guests in the visitor management system. The front desk staff will check their details and confirm entry upon arrival. Alternatively, visitors can easily register themselves using a convenient digital reception application.

visitor management system works by sending arrival notifications to host contact number or email

Arrival notifications

Arrival notification is sent to the host employee as soon as the visitor is registered at the front desk.

Customization options for consistent brand experience and great first impression

Custom branding

The application’s UI is easily configurable, so you can welcome visitors with a touch of your brand.

Create a flawless visitor experience

Ensure a warm welcome to everyone who steps into your office. Offer your guests an exceptional visitor experience from start to finish.

Flawless visitor experience
Modern visitor management technology: control visitor access and export visitor data
 Registration and check in for improved visitor screening

Visitor pre-registration & registration

Host employees can pre-register guests in the visitor management system. The front desk staff will check their details and confirm entry upon arrival. Alternatively, visitors can easily register themselves using a convenient digital reception application.

visitor management system works by sending arrival notifications to host contact number or email

Arrival notifications

Arrival notification is sent to the host employee as soon as the visitor is registered at the front desk.

Customization options for consistent brand experience and great first impression

Custom branding

The application’s UI is easily configurable, so you can welcome visitors with a touch of your brand.

Tailor your visitor registration flow

Your office, your rules. Personalize every step of the visitor registration process.
Ensure you gather all critical information before granting access, seamlessly and securely.

visitor registration form
Visitor details makes it easier to complete background checks after the person arrives

Visitor details

Easily capture essential visitor information like name, company, contact details, car plate number, etc. Enhance record-keeping by ensuring all critical details are accurately logged and readily accessible.

digital signature
Digital signature option in the visitor sign in app

Digital signature

Ask visitors to sign PDF documents digitally. It's a secure and efficient way to obtain signatures while reducing the need for physical paperwork and storage.

checkbox agreement
the right solution to collect visitor agreement on site

Checkbox agreement

Request visitors to agree with specific rules or policies. This helps ensure everyone understands and follows important guidelines, making the workplace environment safer and more organized.

visitor photo
improve recognition and track visitors easier by requiring to capture a photo

Take a photo

Prompt visitors to take a photo as part of their registration process. This helps create a visual log of visitors, which improves security and allows for easy identification in case of disputes or emergencies.

upload documents
Avoid time consuming document management in paper logbooks

Upload documents

Require visitors to upload specific documents (photos or files). This feature streamlines the visitor verification process and reduces delays during check-in. Available only on desktop.

coming soon(2)
coming soon icon

Coming soon

Even more customization options will be introduced in the upcoming releases. Stay tuned!

Keep all your offices secure and compliant

Accommodate diverse office building policies and collect visitor information necessary to stay in line with workplace regulations.

manage one location or multiple offices

Multi-location settings

Adjust visitor management settings for each location to suit the different policies across multiple offices.

Keep all your offices secure and compliant

Accommodate diverse office building policies and collect visitor information necessary to stay in line with workplace regulations.

Secure & Compliant
Secure and compliant check in and access control system
manage one location or multiple offices

Multi-location settings

Adjust visitor management settings for each location to suit the different policies across multiple offices.

Streamline visitor management with data

Access in-depth visitor analytics to optimize resource allocation and streamline front desk operations. Easily retrieve accurate records for auditing or reporting purposes.

visitor data for front desk and security staff

Visitor management analytics

Gain visibility into visitor traffic, host information, or check who was in the building on a particular date. Easily export data with just a few clicks.

Streamline visitor management with data

Access in-depth visitor analytics to optimize resource allocation and streamline front desk operations. Easily retrieve accurate records for auditing or reporting purposes.

Streamline visitor data
Keeping track with data about office visitors
visitor data for front desk and security staff

Visitor management analytics

Gain visibility into visitor traffic, host information, or check who was in the building on a particular date. Easily export data with just a few clicks.

Don’t just take our word for it 

Get started with

YAROOMS Visitor Management

 

Everything you need from a modern visitor management system.
Already integrated with your favourite desk & room booking, hybrid work,
and workplace analytics solutions.

 
Get started with YAROOMS Visitor Management
 
Everything you need from a modern visitor management system.
Already integrated with your favourite desk & room booking, hybrid work, and workplace analytics solutions.
 
Schedule a demo Platform Tour

Selected visitor management insights

Choosing a robust visitor management system for your office is no small feat..
We collected a few insightful resources to help you identify your needs and navigate the sea of options.
Continue your research:

Visitor management system: FAQ

Answering the most popular questions about visitor management systems.

What is a visitor management system?

A visitor management system (VMS) is a technological solution designed to oversee and streamline welcoming and monitoring guests within a facility or organization. It is a digital sign in app that facilitates visitor check in process at the front desk, authentication, and tracking of guests, ensuring heightened safety and a seamless visitor experience. Typically integrated with features such as visitor identification, badge printing, and automated reporting, these systems play a crucial role in enhancing overall security protocols, maintaining accurate visitor records, and optimizing the management of guest flow within a given space.

What is an example of a visitor management system?

An excellent example of a visitor management system is YAROOMS, a highly regarded workplace platform known for its efficient and user-friendly approach to managing visitors on site.

YAROOMS Visitor Management System provides a comprehensive range of features, including visitor pre-registration, digital check-in, and automated notifications to hosts. It emphasizes the seamless integration of scheduling and visitor management, allowing organizations to streamline their operational processes effectively.

With its intuitive interface and diverse functionalities, YAROOMS VMS is a leading solution for businesses and institutions aiming to enhance visitor management procedures.

How does the visitor management system work?

A visitor management system (VMS) works by automating and streamlining the process of managing visitors to an organization, ensuring efficiency, security, and a smooth experience. The process begins with visitor registration, which can be done through pre-registration or at the front door using various check-in options, such as contactless methods or kiosks.

Upon arrival, visitors provide their details, which are securely stored and processed in the system's logbook, ensuring data security. The VMS may issue ID badges, or QR code passes for easy visitor screening and to regulate access control. Notifications are immediately sent to the host, providing them with immediate access to visitor information and updates about their guest's arrival.

During the visit, the system can track visitor activity, track movements, and provide real-time reporting, contributing to security and compliance. Additionally, the VMS supports the generation of automated reports to analyze visitor patterns and maintain accurate records.

When the visit concludes, the visitor is prompted to check out, ensuring that the system updates its records. This process enhances security and business processes and allows organizations to respond swiftly in scenarios requiring emergency notifications or detailed reporting. By integrating these features, the VMS ensures a safe, organized, and efficient visitor experience.

‍Will a visitor management system improve our physical security?

Yes, a visitor management system can significantly enhance the physical security of your building. By requiring visitors to check in upon arrival, it creates a record of who is on-site at any given time. Incorporating features like identity verification, scanning against restricted or blocked lists, and issuing visitor badges can help ensure that only authorized individuals gain access. Furthermore, the system can send alerts to relevant personnel if someone attempts to bypass procedures or exit unauthorized areas. These measures help deter potential threats and provide better visibility and control over building access, creating a safer and more secure environment.

Who needs visitor management solutions?

A visitor management system is indispensable for organizations and institutions aiming to enhance security protocols through access control, streamline visitor experiences, and maintain efficient reception operations.

Businesses, particularly those with high visitor traffic, can benefit from visitor management software to ensure smooth check-in processes, monitor guest activities, print badges, and manage person access to secure areas.

Educational institutions can utilize these systems to ensure access control and enhance student and school safety. Similarly, healthcare facilities can implement visitor management systems as access control systems to sensitive areas and maintain patient privacy.

Furthermore, government offices, cultural institutions, and event venues can utilize visitor management systems to manage crowds, ensure efficient ticketing, and enforce safety measures.

Overall, implementing an automated visitor management software can significantly benefit any entity that prioritizes safety, streamlined operations, and creates a positive experience for visitors.

How do you create a visitor management system?

Creating a visitor management system (VMS) involves several key steps to ensure its functionality and effectiveness. First, it is crucial to define the specific requirements and objectives of the system, considering factors such as security levels, user interface, and integration capabilities.

Second, outlining the features and functionalities needed, such as contactless check-in processes, badge printing, access control, and host notifications, is essential for comprehensive planning.

Third, the VMS development process involves:

  • Designing the user interface and experience (from brand logo to registration process and block lists)

  • Integrating necessary hardware (digital reception devices, kiosks, visitor badges) and software (access control system, management software) components.

  • Implementing security protocols to safeguard visitor data.

Additionally, testing the visitor management system thoroughly to identify and rectify any potential glitches or vulnerabilities is imperative before deployment.

Lastly, continuous monitoring, updates, and user feedback incorporation are vital to enhancing the VMS performance and adapting it to evolving organizational needs, personnel, and technological advancements.

How much does a visitor management system cost?

The cost of a visitor management system can vary widely depending on several factors, including the organization's size, the system's complexity, and the specific features required. Basic visitor management systems, which typically include features like visitor check-in, badge printing, and basic reporting, may cost small businesses as little as $50 to $100 per month. More advanced management solutions, offering integration with other security systems, compatibility with receptionist kiosks, pre-registration capabilities, and customizable workflows, can range from $100 to $500 monthly. For large enterprises with extensive customization, multi-location support, and high-security requirements, costs can escalate to thousands of dollars annually. Additionally, some providers may charge one-time setup fees or offer pricing based on the number of visitors or locations, making it essential for businesses to carefully assess their needs and budget when choosing a visitor management system.