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Until we gain supernatural powers to reveal human identities, we run the risk of allowing suspicious people or felons into our buildings or workplaces.There have been rare instances of me entering a building without any security or bag frisking. And rightly so, the aftermath of letting an unidentified visitor in could be lethal.
Once, as I sat in the common wait area after getting a token punched with a numeric explaining how many people came before me, I grew curious about how visitor management software actually attributes visitor data and builds backend visitor profiles to avoid any serious health or facility damage outcomes.
To get a better idea of how facilities can streamline visitor check-ins and protect their privacy, I experimented with the 7 best visitor management software and learned about key features like risk management, document and contract management, and legal audits, which eliminate any risk or danger in the long run.
By understanding these security intricacies, I came up with a personalized selection of 7 best visitor management software that you can use to scrutinize new visitors, cut on visitor queues, and enhance their experience when they enter your facility.
These visitor management software are top-rated in their category, according to G2 Grid Reports. I’ve also added their monthly pricing to make comparisons easier for you.
After experimenting with a wide variety of visitor management software, I could identify the flaws that don't ensure proper security and law adherence to area security or property managers. A solution that provides a digital-first and 360° view surveillance and physical security and keeps guardrails on authenticating visitor credentials has the potential to reduce the scope of risk and incoming danger.
To search for ways in which a company can safeguard its facility and protect itself from mislodging a visitor or granting unscrutinized access to outsiders, I put together a list of the most efficient and feature-packed visitor management tools that offer to conduct visitor audits, maintain data privacy, integrate with video surveillance and physical security gadgets and inspect and monitor your premises to make things easy for both receptionists and visitors and optimize the visitor walk-in experience.
I spent weeks trying and testing visitor management software and also interacted with property managers and receptionists across commercial and office spaces to get first-hand insights into current bottlenecks and anomalies in traditional security processes. I went into the extent of service of these tools to ensure they offer features to log and automate visitor profiles and improve operations for facility and property managers.
In the process of shortlisting these tools, I also used AI to further narrow down the analysis pointers and identify common consumer trends and feedback of these best visitor management software. I also factored in G2's proprietary score, which is assigned to each of these software and calculated as an aggregate of market factors like ease of use, customer satisfaction, ease of admin, ease of implementation, market presence, and quality of user-generated reviews.
In cases where I couldn't personally test a tool due to limited access, I consulted a professional with hands-on experience and validated their insights using verified G2 reviews. The screenshots featured in this article may be a mix of those captured during testing and the ones obtained from the vendor's G2 page.
A visitor management tool not only supervises and automates visitor queues or provides timely kiosk service to visitors, but it also manages an array of backend visitor logbooks, runs automation, optimizes visitor communication, and provides disaster management services.
Based on my personal evaluation, these are the differentiators of a well-designed and ideal visitor management tool that can scale your facility management and security systems and ensure safety and protection.
With a goal of reintroducing convenience and eliminating the fiasco during visitor appointments, I particularly interacted with several facility management teams and experimented with around 40+ visitor management software. Seven of them seemed to make the cut and fit the requirements mentioned above.
This list below contains genuine reviews from the visitor management category page. To be included in this list, software must,
*This data was pulled from G2 in 2025. Some reviews may have been edited for clarity.
Envoy Visitors provides optimum security and a digitized environment to manage visitors' entry and exit processes, guard their safety, and keep a centralized record of visitor services.
I loved how effortlessly Envoy Visitors can streamline the check-ins and service scheduling for visitors. Whether it is a one-time guest or a recurring contractor, the sign-in process is smooth, fast, and highly customizable.
Visitors can sign in using an iPad kiosk, pre-register through e-mail invitations, or even scan a QR code upon arrival. It also offers automated host notifications to update the visitors for their upcoming visits. The second a visitor checks in, a host is notified instantly- whether it is through Slack, Microsoft Teams, or e-mail.
I could also set up customized dashboards and analytical reports to summarize metrics like real-time visitor logs, foot traffic, and so on. The badge printing feature is another lifesaver, as it automatically prints out badges with the visitor's names, photos, and host details, making security much more manageable. It also allows visitors to sign NDAs or paperwork and integrates with identity and access management to maintain a digital repository of paperwork.
I also want to highlight the various compatible integrations it offers with Microsoft Teams, Slack, Google Calendar, Active Directory, and even the building's access system so visitors only get access to the right areas. It is also smart enough to sync with HR and security databases to approve and check in guests whose names are present in the list of pre-approved guests.
As much as it offered holistic visitor management, I felt there were a few areas where it could have been better. I felt that the app took a lot of time during log-ins. I also noticed that editing of the visitor sign-ins was a little restrictive to carry out.
For example, I wasn't able to tweak required fields the way I'd like, like making the last names optional. While the badge printing system was great, it asked for unnecessary details, like employee badge numbers, when I didn't need them.
While the integrations were useful and extremely easy to set up, I felt the link-ups with Google Calendar and other time and scheduling apps could have been a little easier.
Overall, Envoy Visitors checked all the boxes in terms of initializing a digitized and convenient visitor experience across multiple facilities and providing transparent workflow automation to optimize visitor operations without much manual intervention.
"I like the Envoy Visitors, which allows me to track who is on-site at my workplace and who may be working from home. It makes knowing who I should connect with on-site an easier process, and it gives detailed information regarding the time of entry and COVID clearance."
- Envoy Visitors Review, Brendan B.
"The names of the individuals who work here at Danfoss appear twice in the Envoy app on the iPhone, which confuses visitors when they arrive."
- Envoy Visitors Review, Carla M H.
Check out how you can double the impact of visitor management with the 5 best identity and access management software and protect your organization's reputation.
Zoom Workplace offers remote attendee management, visitor management, and AI-powered automation to optimize guest registration and invitee workflows and build user-friendly brand management and event coordination workflows.
Zoom Workplace has been a game changer for remote work. It has made handling remote meetings absolutely seamless and easy. What stood out the most was the simplified user interface, which helped me coordinate guest lists and implement a safety and privacy protocol over remote processes.
The video and audio quality are top-notch when the internet cooperates. Even in larger meetings, the video quality stays crisp, and background noise reduction allows everyone to talk and share views.
Apart from guest management features, screen-sharing is another plus point that I want to highlight. The ability to annotate in real-time enhances collaboration between teams and reduces the disastrous implications of event mishandling.
Zoom also offers options to record meetings and automatically save them to the cloud. It also offers AI-based transcription (available on business or enterprise plans).
Of course, Zoom Workplace is video conferencing software, so I didn't find many options to handle offline walk-ins. The bandwidth requirements may be a headache, causing occasional lags, frozen screens, or slower connections.
It does offer robust security, but more granular controls would have been a great addition, especially for meeting hosts. When dealing with sensitive information, features like waiting rooms or password-protected meetings should be there for extra security.
Overall, Zoom Workplace is a competitive virtual event management and video conferencing solution that automates online event registration and smoothly manages attendee operations.
"What I like most about Zoom is that it allows me to run my business completely. Initially, it is an easy-to-use tool. The background of my room is not very pleasant, but thanks to Zoom, I can place a fake background that allows me to conduct interviews regardless of how my house looks. Something I love is that it allows me to record, so I can conduct conferences, masterclasses, and interviews with my clients and then transcribe them, thanks to its smart transcription tool. I use it very frequently, almost daily."
- Zoom Workplace Review, Jesus M.
"The free version of Zoom has some restrictions, such as the maximum duration of meetings being 40 minutes, the number of participants, and the lack of some advanced features. This can be limiting when having large teams."
- Zoom Workplace Review, Carla M H.
If you are new to remote conference management, check out the compilation of 8 best video conferencing software analyzed by my peer to set virtual sessions effortlessly.
Kastle offers unparalleled premise security and physical security services to protect the privacy of your visitors, build a seamless kiosk resolution experience, and maintain role-based access control to visitor data.
If you are like me and like reliable security and access control solutions, Kastle offers end-to-end security coverage for premises.
One of the things that I loved most was how seamlessly it managed credentials and logged user activity. The reporting and card access system is incredibly detailed and easy to navigate.
Whether I was checking who accessed my facility or analyzing trends in entry points, I could build customized, real-time reports to manage these metrics. Kastle's monitoring system was another standout. I got huge peace of mind knowing that my facility was being scrutinized and monitored across all floors.
Kastle also gave me real-time alerts whenever there was unusual activity, so I didn't have to stress about any gaps or drawbacks in the security process. The system is impressively prompt in notifying me when needed, which is essential for an immediate response.
That said, Kastle did have a few areas where it could be better. The biggest frustration I encountered was camera reliability. It tends to go down more often than I'd like, which is a serious issue if you employ facial authentication processes.
The website application also has some issues - it can be slow to load at times and glitch occasionally, making it hard to manage remote visitor profiles.
Another minor but noticeable drawback is phone alerts. While I appreciate being notified of the security events, sometimes a simple app notification would have been fine instead of automated calls.
I also wish there were more customization and integration options. Most of the advanced options like enhanced reporting, detailed analytics and priority consumer support are locked behind a premium paywall. I felt that these features can be real add-ons for property managers who manage larger facilities.
Overall, Kastle is a viable remote visitor registration and sign-in option that provides extra layers of security to safeguard your facilities against external infiltration.
"The best part is the reports I get from Kastle Systems. They understand, not only security requirements, compliance requirements (reports and evidence collections) that our company deals with."
- Kastle Review, Jung K.
"My issues stem more from the type of door I have onsite than the Kastle access itself. I occasionally have issues getting back online after our property loses power in storms, but I always have a contact to call to assist in getting me back online."
- Kastle Review, Melissa G.
Honeywell Forge Visitor and Contractor Management is a modern visitor management and data privacy solution that digitizes facility maintenance and securely streamlines visitor registration and waiting services.
One of the things I loved about Honeywell Forge Visitor and Contractor Management is the effortless check-in process. Contractors and visitors can walk up to an iPad kiosk, enter their details, and get their instant badge printed without any manual interference.
The system also sends out instant notifications to the right authorized person when someone arrives, which means I never have to guess who is on-site.
Data tracking was another benefit of the platform. I used it to log visitor activity at a chemical plant. The ability to export reports with just a few clicks made compliance and record-keeping much simpler for my teams.
That said, while it offers large-scale facility maintenance, it does have some downsides. It only works with iPads for kiosks. That's fine if your organization is Apple-friendly, but a problem if you operate Android or Windows setups.
Also, from time to time, the app freezes on the iPad, and I have to restart it before a visitor logs in. Badge printing is also a little inconvenient. The system integrates with Sine for printing, but if the connection drops, the badge won't print.
I also encountered some hiccups during Microsoft Teams integration. Eventually, it started working, but we had to do some troubleshooting to get that started.
Overall, Honeywell Forge Visitor and Contractor management offers reliable visitor tracking, data export, and real-time reports for actionable metrics to give your employees and contractors a common collaborative platform.
"The program is easy to use. We use it to control visitors to our chemical plant. Contractors can use an iPad to log in, and I receive a message when they are on site. Contractors or visitors never lose much time; it's easy to use and quick but still thorough. It's also easy to export data to see how many visitors you had on a day or to see how many hours contractors worked in a week. I really like the application and wouldn't want to use anything else for this.
- Honeywell Forge Visitor and Contractor Management Review, Tristan T.
"This may be a printer issue, but the printer can sometimes randomly disconnect from Sine and prevent the badges from printing. Without the badge, it is slightly inconvenient for the guest to check out. It would be nice if admins could print out the guest badge later if there is a printer issue. This is the only major flaw we have run into."
- Honeywell Forge Visitor and Contractor Management Review, Rae B.
When it comes to providing legal alignment and visitor tracking, Proxyclick offers visitor administration benefits for guests, contractors, customers, and vendors while ensuring document management and automation abilities to adhere to legal norms.
While the process seemed complicated, the user-friendly and intuitive interface centralized all operations to manage front-end and back-end visitor workflows. It is fast, efficient, and just makes sense. The ability to generate QR codes for visitors means that frequent guests don't have to go through the sign-up process again and again.
One of the things I appreciate about Proxyclick is how seamlessly it integrates with third-party tools. It also connects easily with security systems, physical security devices, and video surveillance architecture to keep a birds-eye scrutiny on visitor walk-ins.
Another highlight would be the notification system. Whenever a visitor arrives, I get an instant notification on my phone. It offers integrated security and legal compliance to give holistic control of visitor management queues and reduce hassle.
But that said, there are a few downsides to Proxyclick. While I love that it has API capabilities, they feel somewhat limited. If I wanted to customize the experience or integrate the tool with a more complex system, the options just felt a little restricted.
The dashboard, while functional, could use some refinement to be more intuitive, especially for first-time users. Even if the check-in process was seamless, I figured that the checkout process wasn't as smooth and required manual interference.
Also, the app needs stable, high-bandwidth network connectivity. If there is a network issue, the whole check-in flow can slow down, which can be frustrating if you have a large number of visitors waiting for their turn.
Overall, Proxyclick offers easy and convenient options to automate visitor sign-in and customer service, along with efficient integrations and automated workflows.
"Very easy to set up from an administrative viewpoint. Can view all sites from a single portal and view visitors' logs easily. Also, I like the notification feature via e-mail."
- Proxyclick | Visitor Management System, Leona L.
"We have 8 offices, but ProxyClick is unable to let us have one parent template configuration that applies to the other offices. If I need to make a change to the visitor kiosks' configuration, I have to repeat and test the same processes 8 times."
- Proxyclick | Visitor Management System Review, Cooper C.
MRI OnLocation for People Presence Management provides over 100+ features for automated guest management, hybrid work tools, and agile data security and hazard prevention services.
Whether handling visitors, contractors, or employees, this system ensured that the operations remained smooth and secure. One of the first things I noticed was how incredibly intuitive and user-friendly it was. The system automatically logs everyone who enters the building, which is essential for security and compliance.
In a high-traffic office like mine, it offered automation features to manage and supervise visitor walk-in registrations. One of its core features, Who's OnLocation, is a lifesaver when it comes to tracking people in real time, giving information on who is on-site at any given moment.
I also appreciated WolEvac, which provided instant evacuation management and control services. The platform also integrated seamlessly with physical hardware, like kiosks and badge printers, to make visitor management even more efficient.
However, there were a few areas for improvement. WolMobile, the mobile sign-in solution, sometimes experienced delays.
While the system worked fine overall, I wish the reporting features were a little more flexible. Customization options also felt a little limited, making it harder to personalize reports according to my needs.
It could also use some fine-tuning in its Apple and Windows integration. While the platform works well on standard operating systems and dedicated kiosks, using it on tablets felt a little clunky and slow. If you work remotely, this might be something to consider.
Overall, MRI OnLocation checks all the boxes, as it provides automated and secure visitor log-ins and offers multiple registration facilities to visitors across multiple facilities.
"Great tool to track visitors across the facility and very handy when someone leaves without submitting the keys they took to access services. It's a very good reporting tool, too. Updates at the end of the day will show the number of visitors still on the premises or not signed out. Very helpful in communicating important announcements to external contractors"
- MRI OnLocation Management for People Presence Management Review, Aniket C.
"I wish the online portion was more user-friendly. It seems like there is an awful lot of functionality to the app from the management side, but it's all hidden under other topics/sections. I oftentimes get lost or turned around when looking at how to do something. And sometimes, I know what I'm trying to look for (a function), but it's named oddly or in a location I would have never expected to look."
- MRI OnLocation for People Presence Management Review, Desiree G.
iLobby maintains digital visitor records, visitor profiles, and document handling options to automate facility management and ensure health and evacuation alerts and updates to protect your visitors.
One of iLobby's key differentiators was its ease of implementation and setup. The hardware came directly from the company, which means there was no struggling with unreliable third-party apps or software that didn't sync properly.
The sign-in process was smooth. Visitors could check in digitally, and the system kept track of everything in real-time. It also helped me create different check-in flows based on the type of visitor, whether contractor, employee, or guest.
iLobby also offered robust security and data privacy features to ensure the genuineness of visitors. Visitor pre-screening ensures that no unauthorized individuals are permitted to enter the facility. It can also integrate NDA agreements into the check-in process to manage and control compliance.
I've seen iLobby deployed across multiple facilities, even across different geographical locations, for remote visitor management. It integrates well with existing security and visitor management tools, making it a great fit for companies looking for an enterprise-level solution.
That being said, I also experienced a few challenges with the tool. I'd love to see even deeper customization options for reporting and analytics. It would have been great if employees could check in via badges for multiple on-site locations, reducing the manual work required for inspection.
That being said, iLobby measures up to the expectations of security and data privacy teams as it provides end-to-end encryption of visitor data and digital records to manage backend profiles efficiently.
"I Love the multiple different categories that it offers for breakdown. It is so easy to use and navigate! Phasing it into our site has also been quite an easy thing to do! We love the customer support people; they are highly responsive whenever we have issues. The system we have gets used every day, multiple times a day. Integrating it has also been a breeze"
- iLobby, Frank W.
"For businesses with the budget to accommodate these additional costs, iLobby delivers a highly customizable and efficient solution. For those with more constrained budgets, it’s worth carefully evaluating which features are essential to ensure cost-effectiveness."
- iLobby Review, Brian K.
The best visitor management software for schools includes SchoolPass, Sign In App, and Vizito, offering features like real-time tracking, instant notifications, and digital check-ins for enhanced security.
The best visitor management software for offices includes Envoy Visitors, Proxyclick, and iLobby, offering secure check-ins, badge printing, and real-time visitor tracking. These solutions enhance security, ensure compliance, and integrate with workplace systems for a seamless visitor experience.
The cost of a visitor management system varies based on features, deployment type, and user capacity. Basic plans start at $20–$50 per month, while advanced enterprise solutions can range from $100 to $500+ per month, with custom pricing for large organizations.
Yes, most visitor management tools integrate with security systems like access control, CCTV, and identity verification. These integrations enhance security by automating visitor authentication, restricting unauthorized access, and ensuring real-time monitoring.
Visitor management software improves check-in efficiency by enabling pre-registration, QR code check-ins, and self-service kiosks, reducing wait times. It automates identity verification, notifies hosts instantly, and streamlines badge printing for a seamless experience.
Visitor management software allows pre-registration by sending email invites. Visitors can fill out forms, upload documents, and receive QR codes for faster check-ins. This reduces wait times, enhances security, and ensures compliance before the visitor arrives.
Yes, visitor management systems generate real-time reports with insights on visitor logs, entry/exit times, and compliance data. Admins can access dashboards, export reports, and track visitor trends for security and auditing purposes.
While these experiences were subjected to my interpretation, there are several security and surveillance parameters that teams need to analyze during shortlisting a visitor management solution. The codeword here is "protecting visitor privacy and optimizing experience."
Right from when new guests login or register themselves, I conclude that the entire history and appointment details need to be stored securely and retrieved as and when the time calls for it to reduce the waiting turnarounds and confirm the authenticity of inner and external stakeholders. While you are scouring the market and creating software proposals to narrow down these solutions, take a glance at my personal two cents to make an informed decision.
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