- Originally published: October 24, 2023
- Last updated: November 28, 2024
If you’re on the hunt for the best visitor management software for your office, you’ve got plenty of options. With over 23 tools, figuring out which is the right fit can quickly get overwhelming.
Now, I’ll admit I’m a little biased. Our team at Archie knows workplace & visitor management systems inside and out, and we’re pretty proud of what we’ve built. But that’s precisely why I want to share an honest, expert-backed look at the best options out there—including how our visitor management solution stacks up.
💡 TL;DR
If you’re after a flexible, affordable, and simple-to-use solution, Archie is a top choice for visitor management and beyond. If you need advanced features and don’t mind spending a little extra, Envoy’s visitor management app is a solid option. For companies watching their budgets, Tactic and Kadence provide straightforward visitor management tools that get the job done.
In this guide:
Top visitor management systems compared
When evaluating the best visitor management systems, I’ve considered ease of use, key features, the demo process, pricing structure, customer reviews, third-party integrations, customization, and scalability.
Based on these criteria, I chose these top visitor management systems for your office:
- Archie: Best for a cost-effective and scalable workspace management
- Tactic. Best for managing visitors on a budget
- Skedda: Best for custom check-in & desk booking workflows
- Robin: Best for desk booking with limited visitor management capabilities
- Envoy: Best for secure desk & visitor management
- Kadence: Best for basic workplace & visitor management features
Archie
Archie is more than just an office visitor management system—it’s a complete workspace management platform designed to simplify and enhance every aspect of the employee and visitor experience. From the moment a guest registers to when they leave, Archie makes the process smooth, efficient, and hassle-free for everyone involved. Its seamless integration with other workspace tools ensures your operations stay streamlined and secure.
🔑 Key features
- Guest registration: Allow guests to register ahead of time, making check-ins faster and reducing wait times.
- Contactless QR code check-in: Archie provides a modern, touchless check-in option with QR codes.
- Detailed visitor logs: Maintain comprehensive records of all visitors to boost security and traceability.
- Instant host notifications: Automatically notify hosts when their guests check in.
- Easy integrations: Connect Archie with tools like access control systems, Wi-Fi, and SSO.
🔎 Pros & cons
➕ User experience: Archie’s interface is simple to set up and easy to use, so new users can get started quickly without much hassle. Plus, customer support is known for being responsive and helpful, offering white-glove onboarding in just two sessions.
➕ Customization: You can personalize Archie to match your brand, from the visitor management app interface to emails and notifications. Archie also offers a custom-branded mobile app for an additional cost, allowing you to create a consistent experience for your visitors.
➖ Not ideal for smaller teams: Archie’s automated visitor management system shines when used alongside the hybrid workplace tools, making it a great fit for medium-sized and growing teams. For smaller offices or teams, it might not be the best option since the pricing becomes more cost-effective as you add more resources and users—something that isn’t true for most workplace management solutions.
💳 Pricing
$159 per location per month. While the guest management system can be sold separately, it integrates seamlessly with the rest of Archie’s solutions for hybrid offices. A free trial is available.
Tactic
Tactic is workplace management software that simplifies office operations for hybrid teams. Its office visitor management system ensures a fast, hassle-free check-in process that both guests and hosts will appreciate. And it’s just one of the many tools Tactic offers to improve productivity and the overall workplace experience.
🔑 Key features
- Calendar integration for scheduled visits: Tactic connects with popular calendar tools, ensuring that planned visits are well-organized and hosts are prepared to welcome guests.
- Real-time host notifications: Hosts receive instant alerts when their visitors check in.
- Badge printing capabilities: Easily print visitor badges for added security and streamlined identification within the workplace.
- Customizable visitor forms: Collect the necessary information with fully customizable visitor forms.
🔎 Pros & cons
➕ User-friendly interface: Tactic offers a straightforward visitor management platform that’s easy for visitors and hosts without much training or help.
➕ Budget-friendly: Tactic offers competitive pricing, making it an affordable option for smaller businesses.
➖ Technical issues: While many users appreciate its intuitive design, some have experienced problems logging into the app, especially for the first use.
💳 Pricing
$99 per location per month for the guest registration software, a free trial available.
Skedda
Skedda is a user-friendly desk booking and space management platform designed to help businesses maximize their workspace. While it’s primarily known for its booking features, Skedda also includes tools that support visitor management, making it a versatile choice for hybrid offices, coworking spaces, and event venues.
🔑 Key features
- Online bookings for visitors: Visitors can easily make reservations online, making scheduling easy for guests and administrators.
- Integration with various tools: Skedda connects with other workplace management tools, allowing it to fit seamlessly into your existing setup.
- Customizable check-in forms: Create check-in forms tailored to your business needs, which will help you effortlessly collect relevant visitor information.
- Workplace analytics: Access data on visitor trends, peak usage times, and other metrics to better understand how your spaces are being used.
🔎 Pros & cons
➕ Ease of use: Skedda’s simple, intuitive interface makes managing workplaces a breeze, even for first-time users.
➕ Customizable workflows: Skedda is known for its customizable desk booking rules and check-in forms.
➖ Visitor management is an add-on: You can’t purchase the visitor management app without paying for other workplace management features.
💳 Pricing
$99/month, visitor management is an add-on. Generally, pricing starts at $99/month for a basic feature set, priced per “space”. A free trial is available.
Robin
Robin is a workplace management platform that simplifies tasks like booking desks, scheduling meeting rooms, and managing visitors. Its main strength lies in its desk and room booking features, making it a good choice for hybrid workplaces looking to manage their space efficiently.
🔑 Key features
- Visitor check-in kiosk: Streamline the check-in process to make it faster and more efficient, minimizing wait times and creating a smoother visitor experience.
- Efficient badge printing: Automatically print visitor badges at check-in (the hardware is sold separately), adding a professional touch while improving security and organization within the workplace.
- Integration with other modules: Robin connects seamlessly with its desk and room booking tools, ensuring visitor data supports other aspects of workspace management.
- In-depth reporting: Gain valuable insights through detailed visitor reports and workplace analytics.
🔎 Pros & cons
➕ Focus on desk and room booking: Robin excels at hot-desking and room management, making it ideal for companies prioritizing hybrid work.
➕ Easy to set up and use: Robin is praised for its ease of use.
➖ Limited visitor management capabilities: Visitor check-in software is offered as an add-on rather than a dedicated solution and is not customizable based on visitor types.
💳 Pricing
Pricing starts at around $70 per user. It’s best to contact Robin directly for the most accurate pricing, as they don’t disclose full pricing details on their website. A free trial is available.
Envoy
Envoy is a robust visitor tracking system designed for enterprise-level companies. It focuses on providing a safe, efficient, and flexible check-in process, making it an excellent choice for businesses prioritizing security and workplace safety.
🔑 Key features
- Touchless sign-in: Allows visitors to check in using their mobile devices without physical contact.
- Easy integration with communication tools: Envoy integrates with tools like Slack, enabling instant notifications and efficient communication between hosts and visitors.
- Visitor logs and analytics: Detailed visitor data, including patterns and duration of stay.
- Advanced security features: Includes watchlist alerts and photo capture, adding an extra layer of protection to ensure that only authorized individuals gain access.
🔎 Pros & cons
➕ Office security features: Envoy prioritizes safety with tools like touchless check-ins, visitor screenings, and advanced security alerts.
➕ Free plan: For smaller workplaces with basic visitor management needs, a simple guest check-in system with host notifications is available for free. Even if you need more than that, this option also allows you to test the dashboard and basic use cases before you commit.
➖ Costly: Envoy’s enterprise-grade functionality is reflected in its pricing, which can be an issue for smaller businesses. Advanced features start from $329 per location/month when billed annually.
💳 Pricing
$109 per location/month when billed annually, without advanced features like Customized branding, Visitor photos, Visitor analytics, or SSO and directory integrations. A free visitor management plan is available for small workplaces with basic visitor needs.
Kadence
Kadence is a workplace management platform designed to help hybrid teams efficiently book desks and meeting rooms. It also includes a visitor management solution that provides a streamlined experience. Kadence is known for its user-friendly interface and strong customer support, making it a good choice for businesses seeking a straightforward solution to manage their workspace.
🔑 Key features
- Touchless check-in: Visitors can check in without physical contact, using QR codes or mobile devices, enhancing safety and efficiency.
- Integration with security systems: Kadence integrates seamlessly with existing security setups and other tools.
- Customizable visitor forms: Collect specific information by tailoring visitor forms to your business needs.
- In-depth reporting: Analyze visitor data with advanced reporting tools to identify patterns, peak times, and other valuable metrics to improve visitor management policies.
🔎 Pros & cons
➕ User-friendly interface: Kadence is easy to use, making it simple for employees and visitors to navigate the system without training.
➕ Strong customer support: Many users praise Kadence’s responsive support team and smooth implementation process.
➖ Limited customization: Visitor workflows are not fully customizable and features like photo capture at check-in are unavailable.
💳 Pricing
It starts at $4 per active user per month, with visitor management features included. However, Kadence requires a $750 setup fee, which could be a drawback for smaller organizations.
23 visitor management solutions listed
Still need a few more visitor management tools? Here’s a full list to get you inspired:
- Archie: Offers an all-in-one solution for hybrid workplace with a top visitor management system.
- Tactic: User-friendly guest management system that integrates with workspace tools.
- Skedda: Focuses on desk and space booking, with a visitor management solution as an added feature.
- Robin: Best for managing hybrid workplaces with desk and room booking alongside basic visitor management tools.
- Envoy: Provides a touchless visitor check-in system that integrates with popular tools like Slack.
- Kadence: Helps manage hybrid teams with easy desk booking and basic visitor management options.
- SwipedOn: User-friendly and efficient, featuring contactless sign-in and visitor screening.
- Condeco: Offers guest check-in system and visitor tracking software for offices and shared spaces.
- WorkInSync: Provides flexible and efficient visitor management tools for hybrid workplaces.
- The Receptionist: Visitor check-in software with customizable workflows.
- Proxyclick: A security-focused visitor management system with features like ID verification and compliance support.
- iLobby: Enterprise-level visitor management software with screening and badge printing.
- Sine: Mobile check-in and access control integration for streamlined visitor management.
- Lobbytrack: Offers pre-registration and badge printing for smooth visitor management.
- Vizitor: User-friendly visitor tracking system with customizable branding options.
- VisitUs: A touchless visitor check-in system with emergency evacuation tools.
- Verkada Guest: Integrates with security cameras for enhanced monitoring and visitor tracking.
- Greetly: Voice-activated check-in with customizable workflows.
- Teamgo: Focuses on visitor screening and compliance management.
- LobbyGuard: Security-focused visitor management app with background checks and badge printing capabilities.
- Visitly: Simplifies visitor management with pre-registration options.
- Joan: Known for its sleek, simple interface and meeting room booking integration.
- Splan: Provides a highly customizable visitor management system with advanced analytics.
How to choose the best visitor management system
When picking the top visitor management system, the options can feel overwhelming. Many platforms offer similar features, but generally, an excellent visitor management system should include the following:
- Touchless and digital check-in: Options like QR code scanning or mobile app check-ins enhance safety and convenience. Traditional tablet sign-ins can also complement these features.
- Customizable interface: The system should allow customization to align with your brand and accommodate different visitor types, such as guests, contractors, or delivery personnel.
- Visitor badges: Instantly printing badges with the visitor’s name, photo, date, and purpose for easy identification and added security.
- Instant notifications: Notifying hosts in real-time when their guests arrive to ensure smooth coordination.
- Document & NDA signing: Enabling digital signing for legal documents to ensure compliance without extra hassle.
- Multilingual support: Offering multiple language options to create a welcoming and user-friendly experience for all visitors.
- Integrations: Seamlessly connecting with tools like calendar apps, access control systems, and security platforms to streamline operations.
- Detailed reporting & analytics: Offering insights into visitor trends, peak times, and more.
- Data privacy & compliance: Ensuring visitor data is stored securely and complies with regulations, with flexible retention and deletion options.
- Emergency alerts: Sending instant notifications to staff or visitors in case of emergencies.
- Pre-registration: Letting hosts pre-register visitors to reduce wait times and enhance the check-in experience.
Choosing a system that combines user-friendly design, robust features, and seamless integrations can transform how you manage visitors and security. That’s precisely why, before diving into your options, think about what matters most to you:
1. Understand your needs and requirements
- Ease of use: Is the system intuitive enough to minimize the learning curve? Consider how much time and budget you can dedicate to setup and training.
- Flexibility and customization: Do you need workflows tailored to your organization’s specific needs?
- Price and scalability: Is the pricing transparent and affordable? Can the system grow with your business?
2. Evaluate pricing plans
Remember that some plans seem inexpensive but have limited features included in the price. Many solutions have higher-tier plans or add-ons for essential features like analytics, exports, or badge printing. Always look beyond the starting price to understand the total cost over time.
Here’s an exemplary pricing comparison for visitor management software:
Some platforms, like Envoy, charge separately for specific integrations or enterprise-level features. Ensure the system you choose offers the functionality you need without hidden fees.
3. Research user reviews
Review testimonials and case studies to see how other businesses benefit from the visitor management system. Check review sites like G2, Capterra, or SaaSworthy for more insights on reliability, ease of use, and customer support. A responsive and helpful support team is essential if the system has a steeper learning curve.
4. Try before you commit
Most visitor management systems offer live demos and free trials. These opportunities let you test the features, evaluate usability, and get a feel for the company’s customer support. Use them to see the platforms in action and make sure they fit your needs before choosing your favorite. You’ve got this!
Best visitor management platform FAQs
Visitor management systems use technology to make things smoother for visitors and their hosts. Instead of relying on outdated paper logs or manual sign-ins, these systems simplify the check-in process and improve office security. Hosts can pre-register their visitors, and when guests arrive, they can quickly check in at a visitor kiosk. The system automatically notifies the host, making the whole process fast, efficient, and secure.
The best visitor management systems offer plenty of benefits. To start with, visitor management solutions improve office security—they help you keep track of who enters your workplace, identify visitors with badges or photos, and integrate with access control systems to ensure only authorized people get in. Proper visitor management software also saves your guests and employees time by automating the check-in processes with features like touchless sign-ins and pre-registration, so visitors spend less time waiting, and your team can focus on more important tasks. Plus, detailed visitor logs and analytics help you understand peak times and office patterns so that you can make better decisions about your workplace.
The cost of a visitor management system ranges from $35 to $350 (and more) per location per month, and varies depending on the features and the size of your organization. Some providers charge extra for setup fees, custom branding, or specific add-ons like mobile apps, badge printers, or integrations.
If you’re looking for a visitor management system that’s easy to use, affordable, and flexible, Archie is an excellent example. For those who need more advanced features and are willing to pay a bit more, Envoy is a great option, too. On the other hand, if keeping costs low is your priority, Tactic and Kadence offer straightforward solutions that cover basic visitor management features.
Berenika Teter
Archie's Content Manager, fueled by filter coffee and a love for remote work. When she’s not writing about coworking spaces and hybrid workplaces, you can probably find her exploring one.
