What is a Visitor Management System?

A visitor management system is a digital solution that automates the process of managing and monitoring visitor access across one or multiple facilities. When optimized, it aids in ensuring security, maintaining regulatory compliance, and enhancing the overall visitor experience for guests, contractors, and employees.

90 %

still use receptionists to process facility visitors

78 %

don't feel very confident in their security practices

93 %

see increased efficiency by streamlining the visitor check-in process with technology

76 %

report that adding a VMS improves visitor feedback

Feature	Cloud-Based Visitor Management System	Manual Paper Visitor Management Methods
Scalability and Flexibility	Highly scalable for multi-site management	No scalability, manual records required
Cost-Effectiveness	Lower upfront costs, subscription model	High ongoing costs for paper and storage
Ease of Access and Maintenance	Accessible remotely, automatic updates	No remote access, time-consuming to manage
Security	Encryption and backups, compliant with regulations	No encryption, risk of data loss
Integration with Other Systems	Easy integration with access control, CRM, etc.	No integration possible
Customization	Moderate customization through APIs	No customization
Data-Driven Insights & Reporting	Real-time reporting and analytics	Manual record-keeping, delayed reporting
Compliance with Privacy Regulations	Automatically updated for compliance	Difficult to ensure compliance

Upper Management

Senior management leverages VisitorOS for strategic insights. The system's analytics provide essential data on visitor trends and facility usage, supporting informed decision-making.

Digitize the Sign-In/Out Process

Eliminate the hassle of manual sign-ins with an electronic visitor management system. Our solution automates the entire process, boosting accuracy and saving valuable time. Plus, instantly access all your visitor data in the cloud through a centralized dashboard.

Gain Real-Time Visibility

Stay updated with real-time insights on all your visitors. Our solution provides a comprehensive view of both current visitors and expected arrivals, empowering security and management teams to effectively monitor facilities.

Comprehensive Audit Trails

VisitorOS automatically logs every site visit, capturing every detail from sign-in to sign-out, including time stamps and visitor types. These records create a thorough audit trail that you can access anytime, supporting compliance and enhancing security protocols.

Tailor Workflows

Customize visitor sign-in, pre-registration, and post-sign-in processes to suit the unique needs of your facilities. Whether adjusting workflows based on visitor type or adding specific security checks, our solution offers flexible configurations to meet your requirements.

Ensure Document Compliance

Customize the sign-in process to meet your facility's needs. VisitorOS automatically provides and tracks your required documentation—like NDAs, quizzes, or training certifications—ensuring induction is completed as needed to reduce risk and enhance compliance.

Strengthen Visitor Security

Safeguard your facility from potential risks with integrated visitor screening. Our solution not only integrates with third-party watchlists but also allows you to create custom watchlists, ensuring that flagged individuals are prevented from gaining access.

Keep Teams Informed

Ensure your teams stay informed with timely automated notifications. Whether it's daily, weekly, or monthly visitor logs, device alerts, or immediate notifications of watchlist hits, our system ensures the right information reaches the right people at the right time.

Streamline Event Visitor Management

Simplify visitor management for events with pre-registration and screening. Invitees can quickly pre-register, speeding up the check-in process while maintaining high security standards through integrated screening measures.

Protect Visitor Privacy

Safeguard your visitor data with industry-leading privacy features. Our solution ensures that all personal information is meticulously managed, fully complying with data protection regulations.

Multilingual Support

Ensure a smooth and welcoming experience for all visitors with our multilingual support. We offer a multitude of language options to accommodate diverse visitor needs, ensuring clear and effective communication for everyone.

Visitor management systems (VMS) are a prime opportunity to boost compliance. Most regulations can be incorporated into or enhanced by VMS software. For example, FacillityOS's VisitorOS ensures multiple compliance requirements are met. It incorporates many of the most valuable compliance tools in one platform:

Audit
Established Processes
Identity Verification
Information Security
Legal Contracts
Monitoring
Physical Security
Regional Data
Reporting
Visitor Badges

Learn more about Visitor Management Compliance

A VMS, like FacilityOS's VisitorOS, is designed to assist during emergencies by providing real-time notifications and actionable guidance to staff and visitors. In critical situations like fire drills, lockdowns, or evacuations, the system can send out mass notifications via SMS, email, and push alerts to ensure everyone in the facility is informed and can respond quickly.

VisitorOS can also integrate with an emergency module, such as EmergencyOS. An employee evacuation tracking system identifies who is in the building, their location, and who is missing, helping send real-time evacuation alerts. It enables emergency management teams to respond faster and more efficiently, enhancing fast evacuations and protecting life, safety, and property.

Learn more about Emergency Management.

The cost of a visitor management system will vary depending on the provider, features, scalability, support levels, and billing model. With a subscription-based pricing model, which is common for cloud-based visitor management systems, the costs typically start around $100 per month and can go as high as hundreds of dollars per month. With subscription models, essential hardware and software, ongoing support and updates are included and baked into the monthly fee. With one time license fees, the initial investment typically includes the upfront costs for software licenses, hardware infrastructure, and implementation. Unlike subscriptions, there can be addition long-term costs for support, updates, and customizations.

Learn more about VisitorOS pricing.

Visitor Management Kiosk

A visitor management kiosk, often referred to as a check-in kiosk, is a display or tablet located at points of entry to a facility. It is used to manage on-site visitors and to automate the visitor sign-in process. Sign-in workflows can be tailored to meet a facilities entry and security needs. With VisitorOS, kiosks come preloaded, preconfigured and deployment ready.

ID Badge Printers

ID badge printers are stationed near visitor management kiosks and are used to print identification badges for visitors. These badges display various details about a guest and are configurable based on a facilities requirements. Typically, they include the date, guest's name, guest's photo, and host's name.

A Visitor Management System That Elevates Security and Visitor Experiences