15+ Best Visitor Management Systems to Consider in 2025

The way visitors are welcomed says a lot about a company. A smooth, secure check-in at the front desk can make guests feel at ease while also keeping the office secure. That’s why more reception managers, facility leaders, front desk staff, and security teams are leaning on visitor management systems (VMS).

Instead of paper sign-in sheets, a modern VMS tracks who is on-site, manages approvals, and ensures compliance with privacy laws like GDPR and CCPA. Post-pandemic, features like contactless check-in, health screening, and mobile pre-registration have become the new baseline.

The market reflects this shift: by 2025, visitor management software solutions are valued at about USD 1.8 billion, with forecasts pointing toward nearly USD 6.9 billion by 2035 (a steady CAGR of ≈ 11.7%). It’s a clear signal that visitor management has moved from optional to essential workplace technology.

In this article, we’ll explore 15+ of the best visitor management systems in 2025. Each section highlights who the tool is best for, the features that stand out, and what makes it different - so you can compare options and decide which solution fits your workplace needs best.

Click on a vendor name to jump straight to its description:

1. YAROOMS
2. SwipedOn
3. Othership
4. Envoy
5. Robin
6. Greetly
7. Eptura Visitor
8. Kastle
9. VisitorOS
10. Eden
11. Lobbytrack
12. Visitly
13. Archie
14. The Receptionist
15. Vizito
    
    

What Is a Visitor Management System?

A visitor management system (VMS) is software that replaces paper sign-in sheets with a digital reception process to track, manage, and record everyone entering the workplace. Beyond simple check-ins, modern systems support ID verification, badge printing, contactless entry, and GDPR/CCPA compliance. 

For reception teams, facility managers, and security staff, this means clearer visibility and easier monitoring of who’s on-site, while guests enjoy a smoother, faster, and more professional welcome.

Examples of Visitor Management Software

VMS come in many shapes and sizes - some widely used visitor management software examples include YAROOMS, which offers visitor management as part of a complete workplace platform (alongside space booking, hybrid work scheduling, and analytics). More front-desk focused tools like Greetly specialize in quick guest check-in, badges, and host notifications. Others, like Genea, integrate visitor management with access control for added security. 

Different Types of Visitor Management Systems

Not all visitor management systems are created equal. While they all handle visitor registration in some form, each type emphasizes different features. Understanding the main categories makes it easier to match the right solution to your workplace.

• Cloud-Based Visitor Management Systems: Run on remote servers and work on any device with internet access. They’re flexible, easy to scale, and ideal for workplaces with remote teams.
• On-Premise Visitor Management Software: Installed directly on company servers and managed internally. Best for organizations that want maximum control over data and infrastructure.
• Self-Service Kiosks: Placed at entrances to let visitors check themselves in using a touchscreen. Suitable for busy lobbies, but setup is required at every access point.
• Front Desk Check-In Systems: Let reception staff log guests directly into the platform. They centralize visitor records and work well in workplaces with a staffed reception.
• Biometric Visitor Management Systems: Use fingerprints, facial recognition, or iris scans for identity checks. A strong fit for high-security environments where accuracy is critical.
• Mobile App-Based Visitor Management: Allow pre-registration, check-in, and digital passes through smartphones. Convenient for tech-forward workplaces and frequent returning guests.
• Contactless Visitor Management Systems: Enable QR code, NFC, or facial recognition check-ins without physical touch. Popular since the pandemic for safer, faster entry.
• Event-Specific Visitor Management: Designed for conferences and trade shows with high visitor volume. Handle pre-registration, badge printing, and real-time attendee tracking.
• Gate Management Systems: Used at gated offices, campuses, or communities to monitor entry points. Often integrate license plate recognition or entry codes for vehicles and pedestrians.
• Integrated Visitor Management Systems: Connect seamlessly with access control, HR, or CRM tools. Streamline workflows by automating check-ins and linking visitor data across platforms.
• Enterprise Visitor Management Systems: Built for large organizations with multiple sites and strict security needs. Provide advanced customization, centralized dashboards, and enterprise-level integrations.

How Does a Visitor Management System Work?

A visitor management system replaces outdated paper sign-in sheets with a seamless digital process. Here’s how it typically works from start to finish:

• Pre-registration (optional): Guests receive an invite link to submit details (name, purpose, host) and documents in advance. The VMS generates a QR code or confirmation.
• Arrival & check-in point: Visitors scan a QR, use a kiosk/tablet, or speak to the front desk to start check-in. The VMS time-stamps the entry.
• Compliance & consent: The VMS presents NDAs, safety notices, or privacy terms (GDPR/CCPA) for e-signature and stores the consent record.
• Badging & credentials: A temporary badge is printed or a mobile pass is issued with access level, host, and expiration.
• Host notification: The host gets an instant alert (app, SMS, email) with the visitor’s details and arrival status.
• Access control sync (if enabled): The VMS updates door/turnstile systems to grant the right zones for the right time window.
• On-site monitoring: Real-time dashboards and digital visitor logs show who is on-site; alerts trigger for overstays, restricted areas, or policy exceptions.
• Checkout: Visitors scan out (kiosk, QR, or front desk) so the log reflects accurate dwell time and current occupancy.
• Records & reporting: The visitor management software retains logs, consents, and badges per policy; admins export audits, analytics, and compliance reports.

This flow unifies security, compliance, and guest experience at the front desk - turning a manual sign-in into a controlled, auditable, and welcoming process.

Benefits of Visitor Management Software

For front desk staff and facilities teams:

• Less stress at busy times: Automated check-ins take the pressure off staff, streamlining the process and cutting administrative workload by as much as 80%.
• More time for hospitality: With admin tasks handled in the background, teams can focus on greeting people warmly.
• Fewer errors: Digital logs reduce mistakes like misspelled names or lost visitor slips.
• Confidence in compliance: Staff know visitor records are accurate and audit-ready without extra effort.
• Better planning: Analytics reveal peak visitor times, helping facilities prepare resources in advance. In fact, companies that utilize operational data from visitor management systems are 5 times more likely to make faster business decisions than their peers, leveraging real-time visitor traffic analytics for smarter resource allocation.

For visitors:

• Quick, smooth arrival: With an electronic visitor management system, guests check in within seconds - cutting wait times by up to 63%.
• Clearer directions: They know where to go and who they’re meeting right away.
• Professional welcome: A polished process makes the organization look organized and trustworthy.
• Modern experience: Touchless or mobile check-in feels easy and up to date.

For employees:

• Less disruption: Employees get instant notifications from the visitor management system instead of front desk calls.
• Meetings start on time: Pre-registered visitors arrive prepared and ready.
• Peace of mind: Knowing only authorized visitors are inside helps employees feel safe. 
• More focus: Fewer interruptions mean more time to concentrate on work.

Features to Look for in Visitor Management Software

Choosing a visitor management system means balancing efficiency, security, and the visitor experience. The essential features below highlight what makes a solution truly effective in a modern workplace.

Visitor Pre-Registration & Scheduling

Visitor pre-registration lets organizations know who is coming, when they’ll arrive, and what they’ll need. By preparing badges or access passes in advance, check-in is faster and less stressful for both visitors and front desk teams. It also helps avoid bottlenecks during busy times or large events.

Self Check-In

A visitor management system with self check-in allows guests to register their arrival using a kiosk, tablet, or their own device - without needing direct help from front desk staff. This speeds up the process, reduces bottlenecks in busy lobbies, and frees staff to focus on more valuable tasks like greeting guests.

Example: YAROOMS digital reception application for self-check in

Custom Check-In Workflows

Not every visitor is the same - contractors, clients, and vendors often require different registration steps. A customizable workflow ensures each group follows the right process, from photo capture to signing NDAs. This keeps security tight without slowing everyone down.

Example: setting up a custom visitor check-in flow with YAROOMS

Automated Host Notifications

Nobody likes waiting in the lobby. With automated notifications, employees are instantly alerted when their guest checks in. This means visitors are welcomed promptly, and front desk staff spend less time chasing down hosts.

Visitor Tracking Dashboards

Real-time dashboards show who is currently on-site, where they’re supposed to be, and how long they’ve been there. For facilities and security teams, this visibility is critical during emergencies and ensures compliance with safety regulations.

Example: YAROOMS visitor dashboard with check-in status, host details, visitor type, and other information. 

Branding & Personalization

A polished welcome matters. Visitor management systems that support branded check-in screens and customized badges create a professional first impression. It’s a subtle but powerful way to reinforce your company’s identity from the moment a guest arrives.

Visitor Analytics

Beyond check-in, analytics reveal patterns such as peak visitor times, frequent guests, and average visit durations. These insights help facilities plan staffing, improve efficiency, and even spot unusual activity that may indicate a security risk.

Example: YAROOMS visitor analytics

Data Security & Compliance

With strict regulations like GDPR, HIPAA, and CCPA, organizations need systems that handle visitor data responsibly. A good VMS automates consent collection, encrypts sensitive records, and provides clear audit trails. This protects visitors’ information while keeping the business compliant.

Granular Access Control

Not every guest should have the same level of access. Features like photo capture, ID scanning, and integration with door systems ensure visitors only enter approved areas. This extra layer of security protects sensitive spaces without adding friction for guests.

Desk & Room Booking Integration

Integrating visitor management with desk and meeting room booking ensures every guest has a space waiting. Hosts can pre-book resources, reducing last-minute scrambles and making visits smoother for everyone involved. It’s especially useful in hybrid workplaces where space is at a premium.

Example: YAROOMS visitor management system is part of a broader workplace management platform that also covers desk, meeting room, and parking space booking.

Top 15 Visitor Management Systems in 2025

Best visitor management systems in 2025: a comparison

1. YAROOMS

YAROOMS is the leading visitor management system integrated into a broader workplace management platform. Beyond handling guest and reception management, it brings together space and resource booking, hybrid work scheduling, and office analytics - delivering an end-to-end solution for all workplace operations.

YAROOMS: the leading visitor management system to safeguard your office

Feature Highlights

YAROOMS has been recognized in the Best Visitor Management Software of 2025 report by Software Advice, earning the title of Best Functionality:

• Visitor pre-registration & self-registration – Hosts can pre-register guests in advance, or visitors can sign themselves in using a digital reception app.
• Arrival notifications – Hosts get instant alerts when their guests arrive, ensuring no one is left waiting in the lobby.
• Custom branding – Configure the check-in interface with your company’s logo, colors, and style for a professional welcome.
• Visitor details – Capture and store essential data like name, contact details, or license plate number for better record-keeping.
• Digital signatures & checkbox agreements – Collect signatures on documents or require agreement to policies (NDAs) directly at check-in to stay compliant.
• Visitor photos & safety videos – Add an extra layer of security with visitor photos, or share key safety and orientation videos before access is granted.
• Questionnaires & document uploads – Gather health, compliance, or custom information, and request files when needed to simplify verification.
  Hardware agnostic – Works seamlessly with any tablet or visitor management kiosk, giving flexibility in how you deploy it.
• Multi-location management – Apply tailored visitor management policies across different offices within a single system.
• Analytics & digital logs – Monitor visitor traffic, access history, and host details, with easy data exports for reporting or audits.

A self-guided demo of YAROOMS visitor management system. Press on the image to see how it works.

Best For

YAROOMS visitor management is a strong fit for schools, healthcare institutions, tech offices, financial and government organizations that deal with high visitor traffic and strict compliance requirements. Built for mid-sized to enterprise workplaces, it goes beyond secure guest check-ins by offering broader workplace management solutions such as space booking, hybrid work scheduling, and analytics - making it a practical choice for organizations that want everything managed in one platform.

Pricing

The YAROOMS visitor management module is available at $99 per location per month (or $950 if billed yearly). To help organizations understand the value, YAROOMS also provides an ROI calculator to estimate potential savings from improved efficiency and reduced administrative workload.

Customer Feedback

The strengths: Customers praise YAROOMS for its intuitive interface and smooth onboarding. Front desk managers and receptionists also value the depth of analytics, saying it “makes it easy to see where space and costs can be optimized.” Many point to tangible ROI, from reducing unused office space to saving on real estate and cutting administrative overhead.

The limitations: Some reviewers mention that the platform can feel more advanced than smaller teams really need. However, once configured, it’s widely described as reliable, scalable, and future-proof for organizations with long-term workplace goals.

YAROOMS visitor management system: pros & cons at a glance

2. SwipedOn 

SwipedOn is customizable sign-in software that makes it easy to manage visitor arrivals, employee check-ins, and resource bookings in one place. Its plug-and-play setup helps workplaces stay compliant and maintain strong safety standards.

SwipedOn: customizable sign-in software for your workplace

Feature Highlights

• Visitor preregistration – Register guests in advance and share inductions or instructions before they arrive.
• Digital agreements – Collect e-signatures for NDAs or other legal documents and keep secure records.
• Approvals – Approve or deny entry automatically based on responses or set rules (e.g., every 10th visitor flagged).
• Data security – Keep audit-ready digital logs with encrypted storage for compliance and peace of mind.
• Custom categories – Tailor the experience by visitor type, such as tours for clients or directions for deliveries.
• Customizable branding – Add your logo, colors, and images to create a branded check-in experience.

Best For

SwipedOn is best for small to mid-sized businesses that want a simple, polished sign-in system without heavy IT setup. It’s widely used in education, healthcare, manufacturing, logistics, and coworking, making it a good fit for organizations that need compliance, safety, and smooth visitor flows.

Pricing

SwipedOn’s plans start with the Standard package at $55 per location per month (billed annually). Additional add-ons are available, including:

• Desk & resource booking - $2 per extra resource per month (covers desks, parking, equipment; all plans include some resources by default).
• Visitor preboarding - $49 per location per month (lets you share inductions and information with guests before arrival).

Customer Feedback

The strengths: Based on user reviews, SwipedOn stands out for its ease of use and quick deployment. Reviewers describe it as “really easy and intuitive to use” with a clean, attractive layout that requires little training. Many also mention how “very easy to roll out throughout our company” it was. In addition, its Microsoft Directory integration makes employee sign-ins seamless, which adds convenience for workplaces already using Microsoft tools.

The limitations: Some users point out that pricing can be restrictive, especially when adding multiple nearby locations - one reviewer noted being charged “another $2,000 for a building that is within 500 feet of our original address.” Others mention occasional bugs, such as error messages after login, and note that geofencing doesn’t always work consistently. A few also feel the mobile app could be more customizable to better fit their workflows.

SwipedOn: pros & cons

3. Othership

Othership’s electronic visitor management system is designed to create a strong first impression for guests while providing organizations with the data, security, and insights needed to manage visitors effectively.

Othership: impress your guests with a seamless visitor experience

Feature Highlights

• Guest registration and sign-in – Capture visitor details quickly and securely.
• Workspace assignment – Allocate desks or areas so guests know exactly where to go.
• Host notifications – Alert employees instantly when their visitors arrive.
• Visitor screening – Check guests against requirements or policies before granting access.
• Analytics and reporting – Track visitor data for insights, compliance, and planning.
• Pre-arrival documents – Share NDAs, safety instructions, or forms ahead of time.

Best For

Othership’s VMS is best suited for small to mid-sized companies that want a straightforward, easy-to-use system without heavy IT requirements. It’s also a strong fit for coworking spaces and flexible office providers that need to manage both internal teams and external guests seamlessly.

Pricing

Othership’s pricing for its office visitor management solution is not publicly available. Organizations need to contact the vendor directly to receive a tailored quote.

Customer Feedback

The strengths: Users highlight Othership as a great platform for welcoming guests, with one reviewer noting it’s “a great platform to find meeting rooms and to host clients with tea, coffee and facilities.” The rollout process is often described as smooth, and the sales and support team receives praise for being responsive and helpful in resolving issues quickly.

The limitations: Some users mention that the user interface could be improved, suggesting that certain areas still need optimization. Others note they would like to see a faster rollout of new versions, indicating room for quicker product updates.

Othership: overview of advantages and limitations

4. Envoy

Envoy Visitors is an easy-to-use digital visitor management system that helps workplaces handle every stage of the guest experience. It allows you to invite, register, screen, and greet visitors seamlessly as they arrive.

Envoy Visitors: protect what matters most, automate the rest

Feature Highlights

• Customizable sign-in – Create tailored check-in flows with different questions based on visitor type.
• Emergency notifications – Send instant alerts through SMS, Slack, Microsoft Teams, or email to keep people onsite informed.
• Visitor log – Keep detailed, audit-ready records of every guest, with easy data exports.
• Digital document signing – Collect NDAs, waivers, or policies during or before sign-in.
• Multi-location invites – Grant secure access to multiple buildings with a single QR code or email.
• Identity verification – Confirm visitor identities by scanning IDs and checking against blocklists or watchlists.

Best For

Envoy Visitors is best for mid-sized to large organizations that need a modern visitor authentication and management system. It’s widely used in corporate offices, manufacturing, healthcare, and education, making it a strong fit for companies that prioritize compliance, security, and smooth guest experiences across multiple locations.

Pricing

Envoy Visitors offers a free Basic plan with limited features, suitable for small workplaces with simple visitor needs. Paid plans start with the Standard package at $109 per location per month (billed annually), designed for companies that want to deliver a polished visitor experience.

Customer Feedback

The strengths: Users highlight Envoy Visitors for its simple setup and intuitive design. One reviewer noted it “can be easily installed on any device,” while another shared that “people just recognize and know what to do right away,” saving time at the front desk. Reviewers also value that it’s cloud-based, making it easy to manage from anywhere without hardware dependencies.

The limitations: Envoy Visitors is often seen as polished but comes at a higher price point, with useful features like photo capture, visitor analytics, and access control integrations locked behind premium tiers. Reviewers also note that customizing visitor badges isn’t straightforward, and the printing process can feel slow. For workplaces that want more flexibility in tailoring the experience to different visitor types, the system can feel a bit rigid.

Envoy Visitors: evaluating pros and cons 

5. Robin

Robin is a workplace operations platform that combines visitor management with space booking and resource scheduling. 

Robin: welcome visitors easily and securely

Feature Highlights

• Documents and registration – Send NDAs, health questionnaires, or check-in instructions before arrival.
• Arrival notifications – Alert hosts automatically via email, Slack, or Teams when guests arrive.
• Visitor badges – Print badges to identify guests throughout the office.
• Visitor data – Export visitor logs and track who comes in and out for compliance and reporting.
• Arrival displays – Let guests self-register and check in at reception displays.
• Custom forms – Collect specific visitor information with tailored registration forms.
• Delivery management – Log, track, and notify recipients of incoming packages.
• Bulk visitor invites – Add groups of guests quickly with CSV uploads, ideal for events or client meetings.

Best For

Robin is best for mid-sized and large organizations that want to manage visitors, desks, and meeting rooms in one platform. It’s a strong fit for hybrid workplaces that need to streamline guest check-ins while also optimizing how employees use office space and resources.

Pricing

The cost of Robin’s automated visitor management system is not openly available, and potential customers must request a quote. While this approach allows for tailored packages, the lack of transparency can make it difficult for businesses to quickly gauge affordability compared to other solutions.

Customer Feedback

The strengths: Reviewers describe Robin as easy to use with a clean interface, saying “Robin has a clean UI, some interesting analytics which are always engaging to check in on.” Many also value how it integrates with company systems like contact info and admin tools, making it feel well connected to everyday workflows.

The limitations: Some reviewers feel Robin’s pricing is high, especially if a company is only looking for visitor management and not its broader workplace platform. The product can be seen as too complex or costly for organizations that don’t need desk booking or resource management features alongside guest check-in.

Robin: overview of advantages and limitations

6. Greetly

Greetly (by OfficeSpace) positions itself as “world’s most customizable visitor management software”, designed to represent your brand and cover all reception needs. From guest check-ins to notifications, it aims to provide a flexible solution that adapts to each workplace’s requirements.

Greetly visitor management system

Feature Highlights

• Instant notifications – Alert the right employee as soon as a guest checks in, no matter where they are in the building.
• Comprehensive customization – Tailor check-in workflows, data collection, and branding to reflect your company’s style and needs.
• Visitor badges – Print badges instantly with guest details and photos, improving security and helping staff identify visitors.
• Third-party integrations – Connect with messaging platforms, CRMs, and databases to share visitor data and keep staff informed.

Best For

Greetly is best for small to mid-sized organizations that want a highly customizable visitor management system tailored to their brand. It’s popular across industries such as finance, staffing agencies, technology, government, coworking, and creative services, where flexibility and branding are important alongside security and efficiency.

Pricing

Greetly offers straightforward pricing with unlimited users, check-ins, and notifications on every plan. The Essential plan starts at $99 per month (billed annually) and includes core visitor management features. The Pro plan, at $159 per month (billed annually), adds advanced capabilities like badge printing, two-way texting, and government ID scanning.

Customer Feedback

The strengths: Many reviewers highlight Greetly’s professional look and straightforward setup, calling it “very easy to set up and start using immediately.” The software is praised for being intuitive and adaptable - “I love that I can change the functionality of Greetly on my own” - which makes it easy to adjust check-in flows as office needs change. Overall, users describe the experience as smooth, flexible, and reliable.

The limitations: Some reviewers say Greetly’s pricing feels high for smaller startups, noting that you “need to buy premium to access available features.” Others mention that certain integrations require additional setup time and that installation can be challenging, though it generally works well once running.

Pros and cons of Greetly visitor management

7. Eptura Visitor

Eptura Visitor (former Proxyclick) is a modern visitor management system designed to track who is onsite, strengthen workplace security, and provide real-time visitor data. It helps organizations host guests more effectively, improve the overall visitor experience, and maintain secure records that protect both people and information.

Eptura Visitor: modern visitor management for modern spaces

Feature Highlights

• Destination dispatch – Direct visitors to the right floor or area quickly, reducing congestion in lobbies and elevators.
• Visitor types – Configure different workflows for guests, contractors, or employees to match security and compliance needs.
• Self-service check-in – Allow guests to sign in at visitor management system kiosks or tablets, reducing front desk workload.
• Pre-registration – Register visitors in advance for faster check-in and a smoother arrival.
• Touchless experience – Enable QR code or RFIDcards-based check-ins for a safe, hygienic, and convenient process.

Best For

Eptura Visitor is best for large organizations and multi-site workplaces that need advanced security and compliance features. It’s a strong fit for corporate offices, manufacturing, and high-security facilities where smooth, touchless check-ins and detailed visitor tracking are essential.

Pricing

Eptura offers two plans for its visitor management system: Advanced and Power. Advanced includes core digital visitor management, custom workflows, and visitor communications, while Power adds deeper integrations with access control, watchlists, and APIs. However, pricing is not publicly listed, requiring companies to request a quote. 

Customer Feedback

The strengths: Reviewers note that Eptura Visitor is easy for guests to use and offers strong customization options. Many highlight the quick deployment, saying it was “easy to deploy, set up, and go live” with some organizations fully operational within days.

The limitations: Some users mention that integrations with other platforms are not always straightforward, and communication with support can be inconsistent. Others note that servers occasionally run slowly, and the system is often seen as very expensive compared to alternatives.

Eptura Visitor: pros and cons to consider

8. Kastle

Kastle offers a cloud-based platform that brings together access control, video surveillance, visitor management, identity management, and other security services, delivering a unified approach to workplace safety and efficiency.

Kastle: managing visitors for safer spaces and better experiences

Feature Highlights 

• Calendar integration – Schedule visitors directly through Outlook or Google Calendar.
• Email automation – Send automatic email invites with QR access codes before meetings.
• Fast, secure mobile access – Visitors use QR codes at lobby readers for same-day, area-specific access.
• Badge credentials – Print visitor badges at the front desk or process check-ins via iPad kiosks.
• Vendor PIN codes – Provide unique PINs for delivery providers to simplify package handling.

Best For

Kastle is best for mid-sized to large organizations that want visitor management tightly integrated with building security and access control. It’s especially well-suited for multi-tenant offices, commercial real estate, and high-security environments where controlling who can enter specific areas is a top priority.

Pricing

Kastle does not publicly list pricing for its visitor access management solution. Organizations must request a quote directly, which allows for tailored packages but makes it harder to compare costs with other providers.

Customer Feedback

The strengths: Users value Kastle for its remote management capabilities, which let them control access from anywhere. They highlight its seamless integration with other property management systems and a user-friendly interface that makes daily tasks straightforward. Reviewers also appreciate the convenience of single credential access, allowing one key card or smartphone app to unlock multiple locations.

The limitations: Some customers report installation delays, noting that projects can take longer than expected and require careful planning. Others mention inconsistent project management, including changes in assigned managers during a rollout, which at times creates communication gaps and slows progress.

Kastle: strengths and limitations

9. VisitorOS

​​VisitorOS is an enterprise visitor management system that combines ease of use with strong security and customizable workflows, making it suitable for scaling across multiple facilities.

VisitorOS: a VMS for security and compliance

Feature Highlights

• Preconfigured hardware and software – Get started quickly with a pre-loaded, ready-to-use visitor management solution.
• Customizable workflows – Adapt guest check-in and security processes to your organization’s needs.
• Pre-registration and instant notifications – Speed up arrivals with pre-booked visits and automatic host alerts.
• Real-time data and analytics – Track visitor activity and resource usage as it happens.
• Centralized dashboard – Monitor visitor traffic across sites with company-wide reporting.

Best For

VisitorOS is best for large enterprises and multi-site organizations that need a visitor management system capable of scaling across facilities. It’s especially valuable in industries with strict compliance needs where centralized reporting, security, and efficiency are critical.

Pricing

VisitorOS offers a starter plan at $199 per month, with higher-tier options and optional add-ons available.

Customer Feedback

The strengths: Users describe VisitorOS as a great visitor management system that improves both efficiency and security. They highlight its seamless integration with access control, security systems, and active directories, which simplifies information management. Reviewers also note that it’s easy to learn and use, with one pointing out that even less tech-savvy employees can operate it, and customer service is consistently praised as responsive and helpful.

The limitations: Some users note that VisitorOS has limited offline functionality, which can be restrictive in certain environments. Its customization options, while powerful, can feel complex to configure, and organizations often need to rely on customer support to make adjustments.

VisitorOS:  and overview of strengths and limitations

10. Eden

Eden, like YAROOMS, Envoy, and Robin, is a workplace management platform that includes a visitor management system as part of its broader suite. The tool makes check-ins simple with pre-registration, document signing, and security steps built in, helping offices create a smooth visitor experience while maintaining compliance and safety.

Eden: taking the hassle out of welcoming visitors to the office

Feature Highlights

• Customizable check-in experience – Brand the kiosk with your company’s look to create a professional first impression.
• Instant notifications – Alert hosts via email, Slack, or Teams as soon as visitors arrive.
• Digital document signatures – Collect NDAs or other forms digitally, before or during check-in, for smooth compliance.
• Guest registration – Pre-register visitors, recognize repeat guests, and send them arrival details.
• Badge printing – Print personalized visitor badges instantly at check-in.
• Visitor logs – Keep a complete record of past, current, and upcoming visitors for full visibility.

Best For

Eden is best for small to mid-sized businesses and hybrid teams that want a simple, modern way to welcome visitors. It’s particularly useful for companies hosting candidates, clients, or deliveries where both admins and employees need easy tools to create a smooth and professional guest experience.

Pricing

Eden offers three visitor management pricing plans. The Accelerate plan starts at $89 per month per location and includes core features like employee registration, branded kiosks, visitor logs, badge printing, and touchless sign-in. The Scale plan, at $179 per month per location, adds advanced features such as visitor photos, file storage integrations, custom forms, and SSO. For larger organizations, an Enterprise plan is available with custom integrations, though pricing is only available on request.

Customer Feedback

The strengths: Reviewers say Eden delivers practical workplace and visitor management, helping teams stay organized and efficient. Many also highlight its affordable pricing and note that it reliably covers their current visitor management needs.

The limitations: Some users report glitches in the mobile and desktop apps, including occasional syncing issues. Others mention that notifications can be excessive and that the platform isn’t always as user-friendly as they’d like.

Eden: pros and cons

11. Lobbytrack

Lobbytrack is a platform for electronic visitor management that simplifies registering and tracking guests, notifying hosts, screening visitors, and managing emergency evacuations.

Lobbytrack: sign in visitors, notify hosts, alert security, and manage evacuation

Feature Highlights

• Pre-registration and confirmations – Let employees pre-register visitors, send confirmation emails with directions, and speed up check-ins.
• Self-service check-in – Allow guests to sign in and out at kiosks or tablets without front desk assistance.
• Visitor types and workflows – Customize sign-in flows for contractors, guests, or staff to meet compliance needs.
• Screening and security – Ask health or compliance questions, scan IDs, and check against watchlists with alerts to security if needed.
• Evacuation management – Access real-time visitor lists to support safety and emergency procedures.
• Multi-language support – Offer check-in in multiple languages to accommodate global visitors.
• Workplace tools – Extend beyond visitor management with desk and meeting room booking.

Best For

Lobbytrack is best for schools, healthcare facilities, government offices, and large organizations that need reliable visitor tracking and compliance. With features like watchlist screening, evacuation management, and desk or meeting room booking, it’s also a strong choice for multi-site enterprises that want visitor management connected to broader workplace tools.

Pricing

Lobbytrack offers four tiers: Starter (free), Basic ($50 per location/month), Professional ($100 per location/month), and Ultimate (custom quote required).

Customer Feedback

The strengths: Reviewers describe Lobbytrack as easy to set up and manage, with one noting that “deployment to iPad was a breeze.” End users find it simple to log in or out using QR codes, the mobile app, or signatures, making adoption straightforward. Customers also highlight its strong security benefits and say support has been “fantastic and rarely needed.”

The limitations: Some users feel Lobbytrack is pricey for advanced features, especially at higher tiers. Others mention it can be difficult to check sign-ins from mobile devices, and point out a lack of clear documentation. A few reviewers also note that SSO is limited and that there’s a bit of a learning curve when organizing visitors.

Pros and cons of Lobbytrack

12. Visitly

​​Visitly is a modern visitor sign-in app that makes check-ins safe and straightforward for guests, contractors, and employees. It offers features like custom screening questions, bulk pre-registration, and instant host notifications - no app download required.

Visitly: visitor sign-in app for safe and smart check-ins

Feature Highlights

• Customizable visitor flows – Design different check-in experiences for clients, contractors, or candidates, with tailored questions for each.
• Policy & NDA signing – Collect digital signatures for NDAs or policies, with secure copies stored in the Visitly portal or sent by email.
• Host notifications – Notify employees instantly through their preferred channel when a visitor arrives.
• Visitor records – Keep a digital log of all onsite visitors and export reports for audits or compliance.
• Visitor badges – Print customized badges with details like photo, company, timestamp, and host name.
• Visitor approvals – Approve or deny access on arrival for stronger control and security.

Best For

Visitly is best for mid-sized companies and enterprises that want to replace manual guest registration processes with a digital visitor management system. It’s particularly well-suited for technology, healthcare, utilities, nonprofit, manufacturing, and transportation organizations, as well as other industries where compliance, security, and efficiency are priorities.

Pricing

Visitly offers three pricing tiers. The Starter plan is $49 per location per month (billed annually) and includes up to 100 visits per month. The Business plan, at $75 per location per month (billed annually), supports unlimited visits and is the most popular option. For larger organizations, an Enterprise plan is available with advanced features and custom pricing upon request.

Customer Feedback

The strengths: Reviewers say Visitly is quick to set up and simple to use every day, with one noting, “As admins, there is a lot of visibility.” They value the customizable workflows and praise the team for being responsive and improving the software with new features over time. Many describe it as a professional, reliable solution that feels like a big step up from pen-and-paper sign-in sheets.

The limitations: Some users note that the “dashboard can be slow at times”, and certain features take extra effort to learn. The “manual sign-in process feels tap-heavy”, which can slow check-ins. Others mention that the integration process can be complex, often requiring IT support to complete.

Visitly: benefits and limitations to keep in mind

13. Archie

Archie is a digital visitor management system designed for offices and flexible workspaces. It focuses on making guest check-ins seamless while improving security and helping organizations deliver a professional first impression.

Archie: welcome visitors the right way

Feature Highlights

• Pre-registrations – Schedule visits in advance and automatically notify guests.
• QR codes – Share visit details by email or QR code for easy check-in.
• Recurring visits – Save time by setting up recurring visitor schedules.
• Delivery management – Track incoming mail and packages and notify recipients.
• Data export – Export visitor logs and reports as CSV files for compliance or analysis.
• Check-out policies – Define or automate visitor check-out procedures.
• Restrictions – Create time-based or location-based access restrictions to enhance security.
• Emergency notifications – Alert everyone in the building during emergencies and simplify roll calls.
• Visitor instructions – Provide clear instructions to guests once they complete check-in.

Best For

Archie is best for mid-sized and large hybrid offices that want visitor check-in, desk and room booking, and workplace analytics all in one platform. It’s a strong fit for organizations looking to unify visitor management with broader workplace operations.

Pricing

Archie offers three pricing tiers for their visitor management solution. The Starter plan is $109 per office per month, the Pro plan is $185 per office per month, and the Enterprise plan is available with custom pricing.

Customer Feedback

The strengths: Reviewers describe Archie as a well-functioning, stable visitor management system that’s easy to use. One noted that “setup was surprisingly quick” and others highlighted how simple it is to train new staff, with visitors checking in smoothly at the front desk.

The limitations: Some users report “minor bugs especially when new features are rolled out,” and mention these updates aren’t always well-communicated. Others say that “some of the reporting is a bit limited if you want granular data beyond the basics,” and note that badge printing can occasionally be delayed.

Pros and cons of Archie VMS

14. The Receptionist

The Receptionist is an iPad visitor management system for digital front desk check-in. It feels like a virtual receptionist and helps workplaces save time, stay organized, and give every guest a professional welcome.

The Receptionist for iPad

Feature Highlights

• Contactless check-in – Let visitors and employees sign in without touching the iPad kiosk.
• Signature capture – Collect and store digital signatures for agreements or legal documents.
• Expedited check-in for returning visitors – Speed up the process by auto-filling information for repeat guests.
• Searchable visitor reports – Quickly filter logs by name, date, or other custom fields.
• Visit notes – Add extra details to visitor records for better context and tracking.
• Citizenship confirmation – Ask visitors to verify citizenship status to meet compliance requirements.

Best For

The Receptionist for iPad is best for mid-sized to enterprise organizations that need a straightforward, professional way to manage visitor check-ins. It’s widely adopted in industries like aerospace, education, engineering, logistics, and technology, where compliance and efficiency are critical.

Pricing

The Receptionist for iPad offers a 14-day free trial with no credit card required. Paid plans start with the Basic plan at $60 per month per location, covering up to 24 employee contacts. Higher-tier plans are available for larger teams and expanded feature needs.

Customer Feedback

The strengths: Users highlight the seamless check-in process, with one noting it “has not only enhanced client satisfaction but also improved the efficiency of office operations.” The onboarding team is described as helpful, and reviewers often mention the pricing is reasonable.

The limitations: Since it’s designed specifically for iPads, the system only supports Apple devices, which may not suit all workplaces. Some users also feel the analytics are limited, and a few mention that installation was “quite long and wasn’t as quick as expected.”

Pros and cons of The Receptionist

15. Vizito

Vizito is a visitor management system designed to create a safe, compliant, and welcoming workplace. GDPR compliant and hosted in Europe, it helps organizations streamline guest check-ins while ensuring security and regulatory standards are met.

Vizito: the visitor management system that optimizes your workplace 

Feature Highlights

• Automatic notifications – Hosts get instant alerts when visitors arrive, so no one is left waiting.
• Visitor screening & approvals – Let hosts approve or deny visitors at sign-in for tighter control.
• Multi-language support – Welcome guests in their own language (supports 31 languages).
• Emergency alerts – Notify everyone onsite in an emergency and keep a record of who’s present.
• Contactless sign-in – Offer QR/mobile check-ins to avoid shared touchpoints.
• Badge printing – Print visitor badges for quick identification around the building.

Best For

Vizito is best for small to large organizations in Europe that need a flexible visitor management system with strong compliance and multilingual support. It’s used across industries like healthcare, education, logistics, construction, manufacturing, technology, utilities, food & beverage, tourism, coworking, and elderly care, making it a versatile choice for workplaces where safety and efficiency are priorities.

Pricing

Vizito offers a free trial that includes all features and up to 25 SMS notifications. Paid plans start with the Standard plan at €35.95 per month per location, covering 100 visits per month.

Customer Feedback

The strengths: Reviewers describe Vizito as “easy to handle” and appreciate that “everything can be managed centrally.” The integration with Microsoft Teams is often called out as very helpful, and many praise the “modern, intuitive interface” that can be customized for each company or event. Users also highlight that the reports are extremely valuable for compliance and oversight.

The limitations: Some note that “the Azure/M365 integration is only available for Enterprise customers,” leaving important features locked behind higher price tiers. Others add that the system has “room for growth in terms of technology,” suggesting improvements like video backgrounds or more advanced customization options.

Vizito: pros and cons

Other Visitor Management Software

We’ve highlighted the top 15 visitor management systems in this guide, but the market is far larger and constantly evolving. To give you a broader view, we’ve also compiled a list of 25 additional providers - each offering different functionalities, industry or regional specializations, and integration options. This extended list helps you explore alternatives beyond the leaders:

• Verkada Guest - A visitor management system integrated with video security and access control.
• Smartway2 - Integrated visitor management and meeting room booking.
• Kadence - Enterprise visitor management system that prioritizes safety, efficiency, and a seamless visitor experience.
• WorkInSync - Visitor management software is tailored for flexible work environments.
• DeskFlex - An office visitor management system that enables companies to track, manage, and process guests or external visitors using their facilities.
• Matrix Booking - visitor management systems that can be used across both - single-occupancy and shared buildings.
• Tactic - A modern visitor entry management system for hybrid offices. 
• Add-On Products - A VMS suitable for unsupervised lobbies or high-traffic offices with a virtual receptionist-like self-registration kiosk.
• Teamgo - A security-focused digital visitor management system.
• Genea - Visitor management and access control combined.
• Spintly - Contactless visitor management system.
• VisitUs - Australia-based visitor management system focussed on workplaces in the region.
• Veris - Secure, personalized, and responsive office visitor management. 
• Splan - Enterprise visitor management and physical identity and access management (PIAM) solutions.
• Smartspaces - A modern visitor management system for a touch-free experience. 
• Joan - A streamlined VMS that replaces paper-based sign-ins and makes guest check-ins digital, fast, and compliant.
• GoBright - Electronic visitor management for a warm welcome, streamlined check-ins, and full compliance.
• Sign In Solutions - Compliance-driven, risk-adaptive visitor management platform.
• Vizitor - Visitor management app for smart and touchless check-ins. 
• VMFree - Free visitor management system (with paid plans available for more advanced functionality).
• Raptor Visitorsafe - Flexible visitor management software for schools.
• MRI Software - A comprehensive visitor management system to control guest access and manage foot traffic.
• OpenBlue Visitors (by fm:systems) - A visitor and reception management solution that reduces your security and compliance risks.
• Cloudbooking - An advanced visitor management solution ensuring health and safety, security, and privacy. 
• Digital Reception - a digital reception app built for workplaces, facilities, plant floors, labs, campuses, and more.

How to Choose the Right Visitor Management System?

With so many visitor management systems available, choosing one can feel overwhelming. These criteria will help you focus on what matters most for your organization.

Think About Your Visitors

Every visitor management system is first and foremost a tool for your guests. If your workplace hosts contractors and delivery staff daily, you’ll want fast self check-in kiosks and instant badge printing. A healthcare facility or university might prioritize personalization options and staff-assisted check-ins to guide less tech-savvy visitors. By matching visitor types to features, you ensure the system improves - not complicates - the arrival experience.

Assess Your Organizational Needs

A visitor management system should fit seamlessly into your daily operations. A co-working space may need integrations with access control to manage high volumes of short-term visitors, while a corporate office might require pre-registration workflows and audit logs for compliance. Clarifying whether your goal is faster check-ins, tighter security, or better reporting narrows your options to systems that align with your actual workflows.

Consider Ease of Setup

The best visitor management system is one your team can adopt quickly. Cloud-based VMS platforms usually integrate with existing security tools and update automatically, making them easier to deploy than heavily customized on-premise systems. If you need to be ready for a major client visit or event, choose a solution that minimizes IT overhead and allows staff to learn the basics in hours, not weeks.

Prioritize Data Security and Compliance

Look for systems with GDPR-compliant consent collection, encrypted storage, and clear separation between visitor and employee records. For example, if your organization collects payments during check-in (such as parking fees), PCI-DSS certification protects sensitive financial data. Strong compliance features safeguard your workplace and reassure visitors that their information is handled responsibly.

Get Buy-In from Internal Stakeholders

A visitor management system succeeds only if the people using it every day see the value. Receptionists often care about fast badge printing and smooth workflows, while IT teams look for encryption and role-based permissions. Security teams want real-time dashboards to monitor who is on-site. By collecting input across roles, you avoid blind spots and choose a system that feels like a shared upgrade rather than a top-down decision.

Where Is the Visitor Management Software Market Headed in 2025 and Beyond?

The visitor management software market is on track for strong expansion in 2025 and beyond, as noted earlier in this article. Analysts expect steady double-digit percentage growth over the next decade, driven by higher security expectations, stricter compliance demands, and the shift toward contactless, automated reception experiences.

• Growth drivers: Organizations increasingly need to comply with data protection rules like GDPR and CCPA while also creating safe and efficient check-in processes. Post-pandemic, contactless sign-ins have become standard, and technologies like AI-powered analytics and biometric authentication are moving into mainstream use.
  
  
• Technology trends: Cloud-based visitor management continues to dominate because of its scalability, centralized data management, and easier compliance. Mobile app-based systems are also expanding rapidly, enabling visitors to pre-register and check in on the go.
  
  
• Market segments: Corporate offices are the biggest adopters, particularly to support hybrid work and workplace safety requirements. Healthcare, education, financial services, and government organizations are also investing heavily. Beyond software, services such as installation, integration, and ongoing support are growing alongside demand.

In short, visitor management is becoming a core workplace system across industries, with rapid adoption fueled by security, compliance, and technology innovation.

Visitor management hardware example: VGreet self-service  kiosk combined with YAROOMS VMS

Visitor Management Software: FAQ

Bite-sized answers to the most common questions about visitor management technology. 

What Hardware Is Needed With Visitor Management Systems?

A visitor management system (VMS) can often run on the devices you already have, but the right hardware depends on the features you want to use:

• Tablets or kiosks – Most modern VMS software works on iPads, Android tablets, or visitor management kiosks for self check-in at reception. 
• Badge printers – For offices that issue visitor badges on arrival.
• ID scanners / cameras – To capture visitor photos or scan IDs for extra security.
• Access control readers – QR code or RFID readers at entry points if you want automated, secure access.
• Reception displays – Optional wall or lobby screens to guide arrivals or show welcome messages.

Which Visitor Management Systems Provide Detailed Visitor Logs and Reporting?

Most visitor management systems offer visitor logs and reporting features, but the level of detail and usefulness varies. YAROOMS is among the most comprehensive - its analytics dashboards track occupancy, visitor types, check-in/out times, and more. Plus, it provides exportable logs ideal for audits and compliance.

Other solutions that also provide strong reporting and detailed visitor logs include: Envoy, Othership, Robin, and Eptura Visitor.

What Is the Best Visitor Management System for Schools?

For schools, the best visitor management system combines safety with practicality. Platforms like YAROOMS or Robin work well by pairing visitor check-ins with space management tools, while school-focused providers such as Raptor VisitorSafe offer solutions built specifically for education environments.

What Is the Best Visitor Management System for Government?

The best visitor management systems for the government are those built around security, compliance, and audit-ready records. Solutions like Kastle, YAROOMS, and Eptura Visitor meet these needs, offering secure check-ins, detailed logs, and integration with broader workplace and access control systems.

What Are the Top-Rated Visitor Management Systems for Enterprises?

The best visitor management systems for enterprises are designed to handle large visitor volumes, strict compliance, and multi-site security. Top options include Eptura Visitor, known for advanced access control and compliance tools; YAROOMS, which combines visitor management with space booking, hybrid scheduling, and analytics for end-to-end workplace operations; VisitorOS, valued for real-time data and centralized dashboards; and Envoy Visitors, popular for its polished guest flows and integrations across multiple locations.

How Much Does a Visitor Management System Cost?

Visitor management plans usually depend on the functionalities you use - from basic check-ins to enterprise-grade security: 

• Basic plans often start between $35–$70/month per location, for small offices needing simple features.
• Mid-tier plans range from $100–$300/month per location, adding features like badge printing, branded check-ins, visitor approvals, and integration options.
• Premium or Enterprise plans cost $300+/month, sometimes custom-quoted, for large organizations with strict security, multi-site management, advanced compliance, or access control integrations.

Resources and Further Reading

The insights presented here draw on multiple sources, including:

• Official vendor websites (visitor management solution pages, pricing pages, and feature documentation).
• Independent review platforms, including G2, Capterra, Gartner Peer Insights, SoftwareAdvice.
• Reddit community discussions about front desk problems and visitor management systems.

Please note that vendors in the visitor and reception management space are constantly improving their products to deliver the best possible experience, which means features, capabilities, and pricing may evolve over time. For the most up-to-date information, we recommend visiting each vendor’s official website.

If you’re searching for other workplace technology solutions, you might find these helpful:

• 13 Best Hybrid Workplace Software Solutions in 2025
• 15+ Best Hot Desk Booking Software: The 2025 Edition
• Best Hybrid Meeting Technology: The Definitive List