A visitor management system (VMS) makes it easy to welcome guests, keep track of who’s on site, and maintain security without the hassle of paper logbooks. Here’s what the process looks like in practice.
Why visitor management matters for offices
A visitor management system does more than just replace the paper sign-in book. It helps your office feel professional and welcoming while keeping detailed records for safety and compliance. A VMS logs every visitor, including their arrival time and duration of stay. It can print badges, work with access control systems, and even restrict where visitors are allowed to go. That way, only authorized guests can access sensitive areas, which keeps both people and data safe.
It also saves time for everyone. Pre-registration and self check-in mean guests don’t wait in line, and your front desk team can focus on other tasks instead of filling out logbooks. The system automatically tracks visit times and patterns, making it easier to plan ahead, spot busy periods, and keep your workplace running smoothly. In short, guests check in quickly, staff get instant notifications, and security knows exactly who’s on site at any time.
How does a visitor management system work
When someone (be it a client, job candidate, or delivery driver) arrives, they check in using a tablet at the front desk or a mobile app. If the host pre-registered them, check-in is almost instant, often just scanning a QR code. The moment they check in, the system notifies the host, so they know their guest has arrived.
Depending on your setup, the system may also:
- Verify ID by scanning a license or passport.
- Screen visitors with short safety or compliance questions.
- Collect signatures on NDAs or health and safety forms.
- Print a badge with the visitor’s name, photo, and host details, or issue a digital pass.
After that, the visitor meets their host, often heading straight to a booked meeting room. When the visit is over, the guest checks out using the same system, and the record is updated automatically. Some systems even automatically check out everyone at the end of the day to keep visitor logs accurate.
Best visitor management system for an office
We picked systems that not only handle visitor check-ins but also support desk and room booking for full office management:
Archie
Best visitor management system for mid-sized and large offices looking for visitor check-in, desk and room booking, and workplace analytics in one place.
Archie is more than a visitor management system. It’s a complete workplace platform that helps you manage everything from guest check-ins to room and desk reservations. Visitors can pre-register before arrival, check in quickly using a QR code, and even sign NDAs or safety forms digitally. Hosts get instant notifications, and admins can view detailed visitor logs at any time.
Archie also integrates with tools like access control, Wi-Fi, and SSO, which enables you to automate many manual tasks. Branded badges and customizable check-in flows give the experience a polished and professional look. Emergency alerts and roll calls are also built in, which helps keep your office safe.
Archie shines when it comes to customization and automation, making it a great fit for mid-sized and large organizations. Smaller teams might find it more than they need, but for growing companies, it offers real value by combining visitor management with broader workplace features.
Pricing starts at $109 per location per month. While visitor management can be purchased separately, Archie works best as part of the full platform.
Envoy
Best for enterprises that prioritize security and compliance and are comfortable with premium pricing.
Envoy is one of the most recognized names in visitor management. It’s designed for enterprises that want a secure, polished, and professional check-in process. Visitors can sign in touch-free, and the system supports advanced security features like watchlists, ID scanning, and photo capture. Envoy integrates seamlessly with tools like Slack, Teams, and access control systems, so every step of the visitor journey is connected. It also offers detailed logs and analytics, which help companies track trends and stay compliant.
One of Envoy’s strengths is its flexibility in handling different visitor types and workflows, along with custom branding options to match the company’s identity. However, it comes at a higher cost. While a free basic plan is available, the full-featured Premium plan costs $329 per location per month. This makes Envoy a better fit for large organizations that need high levels of security and don’t mind investing more in their visitor experience.
Kadence
Best for office-based teams already using Kadence for desks and rooms who want simple visitor features with per-user pricing.
Kadence is built for hybrid workplaces, with strong desk and room booking tools at its core. Its visitor management features are straightforward but effective. Guests can check in using QR codes or mobile devices, which keeps the process quick and touchless. The platform also supports custom visitor forms, allowing admins to capture important details before or during check-in. Visitor data is logged and can be analyzed using Kadence’s reporting tools, providing companies with insights into visitor patterns and peak times.
The system is user-friendly and easy to implement, making it popular among teams that want minimal setup effort. Customer support is highly rated, which helps smooth the transition. The downside is that visitor management in Kadence is more limited compared to platforms like Archie or Envoy. Features like visitor photo capture aren’t included, and workflows aren’t as customizable. Pricing starts at $4 per active user per month, but a setup fee applies, which may seem steep for smaller businesses.
Skedda
Best for workplaces focused on space booking that occasionally need basic visitor features as an add-on.
Skedda is best known as a desk and space booking system, but it also offers basic visitor management as part of its feature set. Visitors can book appointments online and check in using custom forms that collect the necessary information. The system integrates with other workplace tools and provides analytics to track visitor activity and space usage.
Skedda is very easy to use, with a clean, intuitive interface that makes it simple for both admins and visitors. Its strength lies in customizable booking rules and forms, which give offices flexibility in how they manage visitors and resources. However, visitor management is only available as an add-on, so you can’t use it without also paying for Skedda’s booking features. Pricing starts at $99 per month, with the exact cost varying depending on the number of spaces you manage.
Which visitor management system is best?
For companies seeking a comprehensive workplace platform that integrates visitor check-ins with desk and room management, as well as analytics, Archie is the most complete solution.
Many tools appear similar at first glance, so focus on a few key essentials to find the right fit quickly. Start with the check-in experience. You want a system that supports touchless options, such as QR codes and mobile check-in, and a straightforward tablet flow for walk-ins. Make sure it handles pre-registration too. When guests fill in details ahead of time, lines are shorter and your front desk can focus on helping people instead of typing.
Next, check customization. You should be able to tailor screens, questions, and messages for different visitor types, such as contractors, VIPs, and deliveries, and match the look to your brand. Real-time host alerts are also a must. Email, text, Slack, or Teams notifications should trigger the moment a guest arrives, so no one has to wait in the lobby.
Safety features matter as well. Look for evacuation lists, the ability to send urgent alerts to everyone on site, and options for ID checks or approvals if needed. The system should connect to your everyday tools, including calendars, access control, SSO, and security platforms, so data stays in sync without extra work.
Do not forget reporting and privacy. Built-in reports should display visitor trends and busy periods to help you plan staffing and space allocation. Data should be encrypted, retention settings should be easily configurable, and the vendor should meet your compliance requirements.
Go in with clear requirements and a budget. Some products look cheap but hide key features behind add-ons. Look for transparent pricing and factor in hardware and any integration fees. Finally, take a free trial or book a live demo. Run a real check-in, test notifications, and have an admin set it up on your hardware. You will know very quickly if it fits your office needs.
What you need to set up a visitor management system
To run a visitor management system in your office, you’ll typically need:
- A computer to manage visitor records, check-ins, and appointments.
- A tablet, kiosk, or touchscreen at the front desk for easy self check-in.
- A Wi-Fi connection to keep everything synced in real time if you use a cloud-based system.
You can also upgrade your setup with extras like badge printers to create custom visitor IDs on the spot, kiosk stands to keep tablets secure and at the right height for visitors, or QR code scanners for quick and contactless check-ins. These often come with additional costs, though.
Key takeaways
- Visitor management systems have come a long way from paper logbooks. They now play a central role in keeping offices secure, organized, and welcoming,
- The right visitor management system features can make a big difference. Look for tools like pre-registration, instant host notifications, real-time tracking, badge printing, and emergency alerts. These features help improve both visitor experience and workplace safety.
- Choosing the right system depends on your goals and setup. Consider what matters most (speed, security, branding, or third-party integrations) and select a system that best suits your needs. Check for flexible pricing and ensure it supports your team’s workflow.
- If you’re looking for a simple and affordable system for small teams, tools like Skedda or Kadence may be the solution. For large enterprises that need strict security and advanced workflows, Envoy is a proven option. But if you’re looking for the most complete solution, Archie is hard to beat. It combines visitor management with desk and room booking, analytics, and deep integrations, making it a strong fit for mid-sized and large workplaces that want everything in one platform.
