7 Best Visitor Management Software I Checked Out in 2025

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.

7 Best Visitor Management Software that I'd Recommend

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. 

Not only do these tools manage and schedule visitor appointments, but they keep a
record of shift timings of short-term workers or receptionists, ensure you remain compliant with safety and security policies, and centralize remote visitor services to gain more recognition and eyes as well-managed and hospitable names for your customers.

What makes visitor management software 
worth it: my opinion 

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.

• Watchlist and real-time threat detection with automatic access denial: I shortlisted the tools that had the capability to authenticate and verify the identity of visitors to reduce any unwarranted or unanticipated outcomes. Tools that offer real-time threat detection that can spot anomalies from visitor data and maintain a repository of restricted individuals who are prevented from entering the premises of your building. Further, I also searched for real-time integration with law enforcement software and data security software to update legal databases in case someone commits a felony and sync with security teams and guards on the occurrence of any sudden barge-in. 
• Advanced visitor flow automation with custom rule-based triggers:  A good visitor management system should not rely on manual approvals for every visitor- it should automate workflows. I prioritized tools that entailed automation features that provided multiple-check-in workflows for diverse kinds of visitors. I also shortlisted systems that set custom rules for different visitor types, ensuring that the right security protocols are followed without human intervention. It informs the right security protocol and authentication process for both customers and high-profile guests. It also sets automated registration and badge verification for customers and a multi-factor authentication process for other guests and assigns waiting lounges accordingly. 
• Encrypted visitor data storage with role-based access control: I also gave more importance to tools that offered restrictions on visitor databases to keep the data encrypted and safe from unauthorized logins. Visitor data is sensitive and is highly sensitive to a company's internal operations.  I looked for a system with 256-bit AES encryption that encrypts files and documents containing visitor information and sets a key or master password for those documents. Given the criticality and sensitivity of visitor data, we need to set some restrictions and authentication barriers so that only selected teams can access data, like security and compliance teams, and no amount of visitor data or documents is exposed to other personnel to maintain the privacy of the organization.
• Multi-factor authentication and digital identity verification:  In today's security landscape, I don't rely on customers entering their own names or a basic token scanner to verify the identity of individuals. A serious VMS should offer multi-factor authentication and digital identity verification. I preferred VMS, which included facial scanning features such as facial recognition, photo ID scanning, biometric authentication, facial matching, and entry passcode to enter the premises and not aid in any serious mishap. Further, if the environment is more critical and sensitive, then more layers of authentication and scrutinization have to be implemented to protect the best interests of the company. 
• Smart evacuation and emergency visitor tracking system: Every premise or facility needs a smart evacuation and disaster management system in case of any sudden mishap, conflict, or health-related implication and needs to be well-equipped with medical aid services and external security coverage to provide timely action. I went a step further and interacted with vendors who use these tools to understand the significance of safety evacuation and emergency services. I learned that visitors' safety and well-being are big concerns. At any given moment, I should be able to pull up a live dashboard showing every visitor inside the building. It should also offer mass emails, SMS alerts, or sirens to guide visitors to safety areas and provide navigation for exit routes well in time so that the incident doesn't lead to any fatalities. 
• Multi-tenant and zone-based visitor management:  Enterprises or companies owning multiple locations or large facilities really struggle to take care of their visitors and digitize visitor management workflows to ensure safety and efficiency. That's why I looked for a system that offered centralized visitor tracking across all sites and allowed local admins to manage their zones independently. I also factored in zone-based access control that allows visitors to enter specific areas based on their clearance level. If they visit a different facility situated in a different geographical area, they wouldn't need to register themselves again as the system will be agile enough to retrieve their visitor history.

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,

• Deploy on either a personal computer (PC), tablet, mobile phone, or self-service kiosk.
• Scan face or ID, store photos, and issue visitor badges.
• Automate on-site verification and visitor check-in.
• Provide real-time visibility on which visitors are on-site.
• Create databases with reports for company visitor information. 

*This data was pulled from G2 in 2025. Some reviews may have been edited for clarity.  

1. Envoy Visitors 

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. 

What I dislike about Envoy Visitors:

• I found it a little difficult to reset visitor entry in rare cases if the user submits a wrong answer to a screening question.
• As an administrator, I felt it would have been great if I could have viewed the data from the visitors' scanned photo IDs to ensure their genuineness and eliminate the risk of ID fraud.

What do G2 users dislike about Envoy Visitors:

"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.

2. Zoom Workplace 

Zoom Workplace allows users to invite guests to the office with simple workflows, receive notifications when a guest arrives, and initiate secure badge printing to make the check-in process seamless.

I've been using Zoom Workplace's visitor management module for a while now, and I have to say, it has made handling guest check-ins so much easier.

Whether it's contractors, employees, or visitors, the system streamlines the entire process from guest registration to access control. I love how it issues digital badges and integrates with the security checkpoints to streamline visitor authentication and enhance workplace security. These badges ensure only authorized individuals get access to restricted areas. 

What impressed me the most is how easy and intuitive the user interface is for managing your visitor management workflows. Guests can also pre-register their visits so that they don't have to wait in long lines or wait until someone calls out their name.

I didn't have to worry about privacy and security as it integrates with the security systems and automates entry permissions without requiring any manual approval. Also, real-time visitor tracking lets me know exactly when my guests arrive, optimizing the registration process. The automated notifications are a lifesaver, too, ensuring that I never miss out on an important visitor.

Zoom Workplace also logs visitor data, verifies identities, and allows for personalized check-in workflows, which is great for companies with stringent security protocols. Since all records are stored in the cloud, I can always go back and check visitor history whenever needed.

Apart from this, Zoom Workplace can improve in a few areas. I've had some challenges integrating it with third-party security platforms, which can definitely get better with improvement. The basic version feels a bit limited, especially when it comes to customization of workflows. 

While it does offer strong security features, I sometimes wish there was more flexibility in how I could tailor the visitor management settings to fit my specific needs.

Despite these hiccups, I kept on using Zoom Workplace because of the sheer convenience, usability, and agility it introduced to optimize visitor operations and provide a secure experience for every new walk-in. 

What I dislike about Zoom Workplace:

• For me, the settings were a little complicated to deal with sometimes, and I had to constantly check FAQs or ChatGPT to navigate the platform.
• I found that sometimes the app lags slightly due to heavy usage, and it can be a little difficult to get through to customer service.

What do G2 users dislike about Zoom Workplace:

"What I am not a fan of is the response time of the support team or various issues with the billing department. We have had to contact them a few times regarding features that we are missing/paying for."

- Zoom Workplace Review, Giovanni S.

3. Kastle

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. 

What do G2 Users like about Kastle:

• I faced some connectivity issues with the mobile app, and it wasn't as smooth as I hoped it would be. Also, pricing felt a little high for certain features and plans.
• Using the app on the phone can sometimes trigger rescue settings, which results in a lot of automated calls inquiring about accident occurrence and treatment services. 

What do G2 users dislike about Kastle:

"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.

4. Honeywell Forge Visitor and Contractor Management

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.

What do G2 Users like about Honeywell Forge Visitor and Contractor Management:

• I hope they expand the functionality, as I needed some assistance from the IT team during the reconfiguration of the application.
• I didn't find the customer service helpful, and the billing was outsourced, as I received multiple bills from third-party sites.

What do G2 users dislike about Honeywell Visitor and Contractor
Management:

"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.

5. Proxyclick | Visitor Management System

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.

What I dislike about ProxyClick | Visitor Management System:

• It took me some time to run the updates on my hardware devices, which confused me a little and halted the process for some time.
• I would have preferred more fine-tuned controls over kiosk setup and layout. While it offered customization options, a portrait option would have been nice.

What do G2 users dislike about ProxyClick | Visitor 
Management System 

"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.

6. MRI OnLocation for People Presence Management 

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.

What I dislike about MRI OnLocation Management for People Presence Management Review:

• Using Apple and Windows tablets for sign-ins wasn't as smooth as using a dedicated PC with a keyboard and mouse. With multiple contractors signing in every day, it couldn't handle the data load efficiently.
• Sometimes, I encountered a delay while signing in to WolMobile, and the same was encountered at the consumer's end, which lengthened the check-in process a little.

What do G2 users dislike about MRI OnLocation Management for People Presence Management Review:

"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.

7. iLobby

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.

What I dislike about iLobby:

• Since it operates on a per-kiosk basis, high-traffic areas have become really expensive for me to manage. 
• I also felt that the sign-in process could be a little confusing as guests might be unaware that they need to scan a barcode on the back of their driver's license. 

What do G2 users dislike about iLobby:

"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. 

Best visitor management software: Frequently asked questions (FAQs)

1. What is the best visitor management software for schools?

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. 

2. What is the best visitor management software for offices?

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.

3. How much does a visitor management system cost?

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.

4. Can a visitor management tool integrate with security systems?

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.

5. How does visitor management software improve visitor check-in efficiency?

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.

6. How does visitor management software handle visitor pre-registration?

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.

7. Can the system generate real-time visitor reports?

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.

Make your visitors feel "welcomed"

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.

Build higher level of security with 8 best electronic signature software analyzed and evaluated by my peer and cut back on paper logs of documents and contracts.