What Is a Visitor Management System? And How Does It Work?

Visitor management systems are utilized by organizations to more effectively manage the incoming and outgoing flow of visitors to an office, facility, building, or other location. In the past, these systems were largely manual or paper-based processes – often utilizing spreadsheets or hardcopy binders full of visitors’ information. 

In the digital age, a visitor management solution is often a cloud or web-based platform that enables organizations to automate and streamline nearly all aspects of their visitor management processes – check-in, check-out, registration, document signing, security access, and activity tracking. These types of solutions also feature in-depth logging and reporting tools, which provide organizations with a multitude of details regarding all aspects of a visitor’s activity within their building. 

According to consulting and research firm Research and Markets, the global visitor management system market is projected to exceed $2 billion by 2026, an increase of over $1 billion since 2021. In the following sections, this blog will highlight some of the main business advantages of a visitor management system (VMS), as well as some of the different platform and system types that organizations can leverage in today’s market. 

Benefits of a Visitor Management System

Most organizations implement a VMS to increase security, streamline visitor experiences, or upgrade their current/outdated system for managing visitors. However, there are numerous business and technical benefits of deploying a modern VMS. Below we provide an overview of some of the primary reasons why organizations can benefit from utilizing a modern, web-based VMS. 

No More Manual, Time-Intensive Processes

In the past, businesses relied on front desk staff to sign visitors in, arrange meetings, confirm meeting details, provide in-building directions, and complete any necessary registration tasks. Fast forward to the 2020s, and all of these functions can be fully automated by deploying a cloud-based VMS. 

The type of visitor management solution that a company should consider purchasing and deploying should provide the following features:

• Cloud-based or web-based, fully remote access for all functionalities 
• Numerous pre-built software modules or tools that allow for fast deployment and easy setup
• Ability to integrate with third-party hardware and software systems for increased efficiency and streamlined processes

Updating old, manual, or paper-based processes to a cloud-based system that features third-party software and hardware integrations can almost instantly transform any organization’s visitor management processes into a modern, automated, and fully streamlined system – not to mention the increase in staff productivity that a modern VMS can deliver. 

Augment Desk Staff, Increase Productivity 

Many businesses fear that deploying an automated VMS solution will replace their current staff, but in actuality, the opposite is actually true in most cases. Modern VMS solutions serve to augment and support staff by allowing them to focus on the aspects of their job that actually matter – and most of the time those aspects aren’t centered around checking in visitors, logging their activity, or signing them out. 

Automated solutions can handle many, many more visitors than even a fully staffed front-desk team. Most modern systems can easily handle thousands of visitors in very short time frames – something that just isn’t possible even with the most professional and savvy of reception employees. 

Customizable and Streamlined Experiences 

One of the best advantages that a modern VMS solution can provide an organization is customization. Most modern solutions allow for total and full customization of the visitor experience. Imagine being able to deliver custom sign-in, registration, onboarding, check-in processes, check-out, wayfinding, and many more experiences to your building visitors and guests – modern VMS solutions make this entirely possible. 

Lower Costs Through Automation 

When a VMS is implemented and deployed properly, and an organization chooses a service provider with a stellar industry track record, operating costs can actually be lowered as a result. 

With so many organizations trying to cut costs and save money wherever possible, VMSs are often overlooked for their financial utility, but if the service provider has decades of experience and is a true industry leader, the financial advantages will become evident very early on after the deployment. Automation saves money – that’s why it is one of the top trending technologies across nearly all industries. 

If you’re still on the fence about whether to upgrade your current VMS or implement a cloud-based platform, you should consider how your current visitors perceive your company upon arrival – are they impressed? Annoyed? Inconvenienced with the lack of digital experiences? These issues can all be solved by deploying a modern visitor management solution.