- Originally published: October 24, 2023
- Last updated: February 17, 2025
If you’re on the hunt for the best visitor management software (VMS in short) for your office, you’ve got plenty of options. With over 23 tools, figuring out which is the right fit can quickly get overwhelming.
Here are the top VMS picks for managing visitors—based on features, the demo experience, pricing, customer feedback, third-party integrations, customization options, and scalability:
Best visitor management software in 2025
Archie: Best visitor management system integrated into an all-in-one workspace management solution.
Envoy: Secure desk & visitor management.
Greetly: Voice-activated check-in with customizable workflows.
iLobby: Enterprise-level visitor management software with screening and badge printing.
SwipedOn: Contactless sign-in and visitor screening capabilities.
Eden: Efficient visitor check-ins integrated into office management solutions.
Kadence: Basic workplace & visitor management features.
Robin: Powerful desk booking with limited visitor management capabilities.
Skedda: Custom check-in & desk booking workflows.
Joan: Simple visitor management interface with meeting room booking integration.
Condeco: Guest check-in system and visitor tracking software for offices and shared spaces.
WorkInSync: Flexible and efficient visitor management tools for hybrid workplaces.
Splan: Customizable visitor management system with advanced analytics.
Tactic: User-friendly guest management system.
The Receptionist: Visitor check-in software with customizable workflows.
Proxyclick: A security-focused visitor management system with features like ID verification and compliance support.
Lobbytrack: Pre-registration and badge printing capabilities 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.
Teamgo: Focused on visitor screening and compliance management.
LobbyGuard: Security-focused visitor management app with background checks and badge printing capabilities.
Visitly: Simplified visitor management with pre-registration options.
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.
Guide to the best visitor management systems
What are the benefits of visitor management systems?
A visitor management system (VMS) makes checking in guests faster, simpler, and more secure. Instead of using old-fashioned paper logs or manual sign-ins, the software takes care of everything—hosts can pre-register their guests, and visitors can check in quickly using a kiosk or mobile app, which also notifies the host.
VMS solutions improve security by tracking who comes in, issuing visitor badges, and working with access control systems to ensure that only authorized people enter. They save time for both visitors and staff by automating the process, reducing wait times, and allowing employees to focus on more important tasks. Plus, the software keeps detailed visitor logs and provides insights into trends, helping you manage your workplace smarter and more efficiently.
To set up a visitor management system, though, you’ll typically need a tablet or touchscreen for check-ins, a computer to manage visitor records and settings, and a Wi-Fi connection if you’re using a cloud-based system.
You can also upgrade your visitor management system with added extras like:
- Badge printers for visitor IDs,
- QR code scanners for quick check-ins,
- Cameras for verifying IDs,
- Badge readers,
- Visitor kiosk stands, or,
- Thermal scanners.
Keep in mind that all these upgrades come with additional costs, though.
How does a visitor management system work?
Visitor management systems rely on technology to improve the process of welcoming visitors. It usually comes down to:
- Pre-registering guests – Before their visit, visitors receive an email with directions, safety guidelines, and any necessary forms. Walk-in visitors can also register when they arrive.
- Checking in – Visitors sign in using a tablet or phone, enter their details, take a quick photo, and sign any required documents. If they pre-registered, they can simply scan a QR code for a faster check-in.
- Security screening – The visitor management system verifies visitor details and follows security rules, like allowing only approved guests or flagging risks based on screening questions.
- Host notification – As soon as a visitor checks in, the system notifies their host, so they can greet their guest right away.
- Meeting the visitor — Employees know exactly who to expect and can even pre-book a meeting room if needed.
- Keeping visitor logs – The system automatically records check-ins and check-outs, helping businesses stay organized, track guests, and improve security.
Best visitor management platform features
As you’ll soon discover, 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 VMS 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 improve office security. That’s precisely why, before diving into your options, think about what matters most to you—and for what price.
Best visitor management software pricing
Depending on the features you need, visitor management systems can cost between $29 and $350+ per location each month. They can be sold as standalone tools or add-ons to hybrid office solutions.
Free plans are great for small offices with fewer visitors, offering basics like sign-ins and notifications. If you need more tools, basic plans ($30–$100/month) work well for simple visitor tracking. Mid-tier plans ($100–$300/month) add features like badge printing and custom check-ins. Premium plans ($300+/month) are better for businesses needing advanced security and integrations.
Here’s an exemplary visitor management software pricing comparison for a similar range of features:
Top visitor management systems compared
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, Kadence provides a straightforward visitor management tool that get the job done.
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.
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
Envoy offers pricing plans to meet different workplace needs:
- Basic Plan: Free, includes unlimited visitors and host notifications, ideal for small workplaces with simple needs.
- Standard Plan: $109/location/month (billed annually), adds badge printing and document handling, great for creating a strong first impression.
- Premium Plan: $329/location/month (billed annually), includes custom branding, visitor photos, analytics, SSO, and directory integrations for a professional, data-driven experience.
- Enterprise Plan: Custom pricing includes advanced security features like block lists, ID scanning, access control, emergency alerts, and scheduled reports for high-security workplaces.
Greetly
Greetly is a visitor management system that helps businesses handle check-ins quickly and easily. It offers features like touchless sign-ins, visitor badges, and notifications to hosts. Greetly is customizable, making it a great fit for businesses looking to create a modern and efficient check-in experience.
🔑 Key features
- Instant notifications: Hosts are notified the moment a guest completes their check-in.
- Customizable experience: Customize everything from the check-in process to the branding visitors see.
- Visitor badges: For added security, Greetly prints visitor badges instantly, displaying their name, photo, and key details.
- Third-party integrations: Greetly integrates with corporate messaging apps, customer management systems, and internal databases.
🔎 Pros & cons
➕ User-friendly: Greetly is easy to set up and use, with many users highlighting its intuitive interface.
➕ Customizable: The platform allows extensive customization, enabling you to tailor check-in workflows and branding to your specific needs.
➖ Limited platform availability: Currently, Greetly operates solely on iPad devices, which may limit accessibility for some users.
💳 Pricing
All plans include unlimited users, check-ins, and notifications:
- Essential Plan: $99/month (billed annually), perfect for businesses needing a simple, reliable check-in system.
- Pro Plan: $159/month (billed annually), adds advanced features like badge printing, two-way texting, and ID scanning.
iLobby
iLobby is a visitor management system designed to make workplaces more secure and organized. It helps businesses manage guest check-ins, print visitor badges, screen visitors, and keep detailed visitor records. It’s handy for companies that need strong security and compliance features.
🔑 Key features
- Ready-to-use visitor management software and hardware: The visitor management system comes with pre-loaded and pre-configured hardware and software, so no long setup time is required.
- Pre-registration and notifications: Visitors can pre-register before they arrive, and hosts receive instant alerts when guests check in.
- Customization: You can adjust iLobby’s VisitorOS to match your security requirements and front desk procedures.
- Live analytics: Track visitor activity in real-time and monitor who’s on-site.
🔎 Pros & cons
➕ User-friendly interface: Users appreciate iLobby’s intuitive design, making it easy for both visitors and staff to navigate.
➕ Helpful support: Many users commend iLobby’s support team for their prompt and helpful responses during setup and ongoing use.
➖ Limited customization: A few users noted restrictions in customizing certain features to fully align with their specific organizational needs.
💳 Pricing
The Corporate Plan starts at $199/month and includes everything to get started: a 10.9″ iPad with Mobile Device Management (MDM), an anti-theft mount, and pre-configured hardware and software for easy setup. It supports unlimited users and sign-ins and offers features like SMS, email, or call notifications, a mobile app, Active Directory integration, SSO, and secure hosting on Microsoft Azure.
For added features like touchless sign-in, pre-registration, or badge printing, plans start at $275/month. Ongoing support, including hardware repairs and training, is also included to keep things running smoothly.
SwipedOn
SwipedOn is a simple, user-friendly visitor management system that helps businesses handle guest check-ins, sign-ins, and visitor tracking efficiently, with features like contactless sign-in, visitor badges, and health screening.
🔑 Key features
- Visitor preregistration: Make sure visitors are ready before they arrive by registering them in advance.
- Digital agreements: Let visitors sign essential documents like NDAs electronically and keep a digital copy on file for your records.
- Entry approvals: Decide who can enter your premises by approving or denying access based on their responses to specific questions or using random checks.
- Custom visitor categories: Organize visitors into categories to personalize their experience.
- Customizable branding: Show off your brand by adding your logo, colors, and images. You can even set up a static background or a slideshow for a more engaging visitor experience.
🔎 Pros & cons
➕ Responsive customer support: SwipedOn’s customer support is highly praised for its responsiveness and effectiveness.
➕ User-friendly for admins: Users appreciate its intuitive interface, making it easy to set up and use without extensive training. However…
➖ Visitor check-in process can be confusing: Some users have mentioned that visitors occasionally miss steps during sign-in, which can cause confusion.
💳 Pricing
SwipedOn offers three visitor management pricing plans:
- Standard Plan ($55/location/month, billed annually): Ideal for small businesses, it includes unlimited employees and visitors, one device or QR code, visitor photos, badge printing, digital agreements, and Slack/Teams notifications.
- Premium Plan ($109/location/month, billed annually): Perfect for businesses needing more control, with unlimited devices, visitor approvals, remote work support, delivery management, and SMS notifications.
- Enterprise Plan ($169/location/month, billed annually): Designed for stricter safety and compliance needs, it adds customizable visitor flows, employee directory integration, data anonymization, priority support, and a dedicated account manager.
Some features, like delivery management and visitor preboarding, are available as add-ons.
Eden
Eden’s visitor management system lets employees register visitors in advance and automatically notifies hosts when their guests arrive. It integrates with tools like Slack, Teams, and Google Calendar, creating a smooth and organized experience for visitors and employees.
🔑 Key features
- Pre-registration: Let employees register their visitors ahead of time. Pre-registered guests receive an email with all the details they need.
- Multiple check-in capabilities: Visitors can check in easily online, through a tablet at the office, or in advance. The system also supports badge printing, NDA signing, and health screenings.
- Instant notifications for hosts: Automatically notify employees when their guests arrive via email or integrations like Slack and Microsoft Teams.
- Easy return visits: Frequent visitors can skip re-registering, pre-screening, or signing documents on every visit.
- Tool integrations: Eden integrates with tools like Slack, Teams, and Google Calendar, letting employees register and welcome guests without switching platforms.
🔎 Pros & cons
➕ Powerful integrations: Users appreciate how Eden simplifies managing office visitors and integrates well with tools like Slack and Microsoft Teams, making communication smoother and more efficient.
➕ Easy to set up and use: Eden’s visitor management system is praised for being easy to use and quick to set up.
➖ Some admin functions are complex: Users have mentioned that certain admin tasks, like editing floor plans, can be cumbersome.
💳 Pricing
The Accelerate Plan ($89/month per location, billed annually) includes essentials such as employee registration, custom kiosk branding, integration of Slack and Teams, NDA management, badge printing, and touchless sign-in.
The Scale Plan ($179/month per location, billed annually) adds advanced features like visitor photos, custom forms, file storage integrations, directory syncing, and Single Sign-On (SSO).
The Enterprise Plan offers everything in Scale, plus custom integrations for businesses with unique needs, with tailored pricing.
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.
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.
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.
How to choose the best visitor management system
1. Understand your needs and requirements
To pick a visitor management system that fits your needs without hidden fees or surprises, ask yourself:
- How many visitors do I usually get?
- Who are my visitors (e.g., clients, delivery drivers, job applicants)?
- Do I need different check-in steps for different types of visitors?
- Should I track visitors during their visit or screen them before they arrive?
- Do I need visitor badges?
- Would it be helpful to send emergency alerts or messages to visitors?
- Do visitors need to sign documents like NDAs?
- Is the pricing clear, and can the visitor management system grow with my business?
- Think about how much time and money (if any) can I spend on setup & training?
- What tools, like Slack or door access systems, should the visitor management system work with?
- Can I adjust the visitor management software to fit how my workplace operates now?
Answering these questions will help you pick a VMS solution that works for your business and keeps things running smoothly.
2. Evaluate pricing plans thoroughly
When looking into pricing plans, check what’s included. Some lower-cost plans may not have features like analytics or badge printing, which might only be available in higher-priced plans.
For example, iLobby includes SSO in its standard plan but only offers badge printing in its Premium plan. Envoy requires Premium or Enterprise plans for features like analytics and integrations, which can increase costs. Archie includes all features in its standard plan with no hidden fees, making it simple and affordable. Compare plans carefully to find the best one for your needs.
Here’s an exemplary visitor management software pricing comparison for a similar range of features:
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!
How Archie stands out
Archie stands out as a top visitor management system by providing a complete solution with all features and integrations included in one platform.
Unlike other VMS solutions that charge extra for advanced tools, Archie keeps its pricing simple and clear. The only optional add-on is a custom-branded mobile app, which sets Archie apart from competitors.
With Archie, you get reliable costs, powerful tools, and great value. It’s also 30–50% cheaper than similar systems, making it an affordable and smart choice for businesses of all sizes.
Best visitor management platform FAQs
Visitor management systems (VMS) 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 cost of a visitor management system ranges from $29 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.
A good example of a visitor management system (VMS) is Archie. When a guest arrives at an office using Archie, they can pre-register ahead of time or check in on the spot using a tablet or their phone. They scan a QR code, enter their details, take a quick photo, and receive a visitor badge. The system notifies the host automatically, so they know their guest has arrived. Security teams can also track who is in the building in real time, making the workplace organized and secure.
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, Kadence offers 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.
