- Originally published: October 24, 2023
- Last updated: September 17, 2025
7 best visitor management software for offices (shortlist)
The best visitor management software depends on your team size, security needs, and budget. Here are the top options to consider:
- Archie: Best for mid-sized and large hybrid offices that want visitor check-in, desk and room booking, and workplace analytics in one place.
- Envoy: For enterprises that prioritize security and compliance, need advanced screening, and don’t mind premium pricing.
- Greetly: For small to mid-sized teams that want an affordable, branded iPad check-in that feels like a virtual receptionist.
- VisitorOS: Best for security-heavy workplaces like corporate, industrial, or government sites that want a ready-to-use hardware and software setup.
- SwipedOn: Best for budget-friendly offices that want a simple, reliable visitor system.
- Kadence: Best for hybrid teams using Kadence for desks and rooms who want straightforward visitor features with per-user pricing.
- Skedda: Best for workplaces focused on space booking that sometimes need basic visitor flows as an add-on.
Guide to the best visitor management software
If you’ve ever checked in at a front desk, signed a visitor book, or worn a temporary badge, you’ve already experienced a basic version of visitor management software (or VMS for short). But today’s visitor management systems are way smarter than that.
Here’s everything you need to know about office visitor management software, with the top VMS picks for managing visitors based on features, the demo experience, pricing, customer feedback, third-party integrations, customization options, and scalability.
What makes a good visitor management system
The benefits of office visitor management systems are pretty straightforward — VMS solutions improve security and permissions management. The system keeps a detailed visitor log of who enters the building, when they arrive, and how long they stay. It can issue visitor badges, work alongside access control systems, and limit where visitors can go inside the building. That means only authorized guests can access specific areas, helping you protect both people and sensitive spaces.
Visitor management systems also save everyone time and make scheduling visits easier by automating the visitor management process. Pre-registration and self-check-in mean visitors don’t have to wait around, and your front desk staff can focus on other tasks. The system tracks visit times and schedules, making it easier to plan ahead, monitor trends, and manage your workplace more efficiently.
All of this is made possible by key visitor management system features:
Third-party integrations
These allow the system to connect with the tools your business already uses — like access control systems, Wi-Fi, calendar apps, communication tools, and even CRM or HR platforms.
Pre-registration
Letting hosts register visitors in advance saves time and helps everything run more smoothly. Visitors can get directions, safety info, and even fill out forms before they arrive.
Flexible check-in options
Look for a system that supports self check-in via kiosks, tablets, or phones — as well as manual check-in for walk-in visitors. The more options, the better for different visitor types.
Instant host notifications
As soon as a guest checks in, the system should automatically alert their host via email, SMS, or app notification so there’s no guesswork or waiting around.
Visitor log and reporting
The system should keep a detailed, time-stamped record of all check-ins and check-outs. This log helps with security, audits, and understanding visitor patterns.
Emergency notifications & evacuation support
Look for a system that includes emergency notifications, which can instantly alert all visitors and employees if there’s a fire, lockdown, or other urgent situation. These alerts can be sent via SMS, email, or even push notifications, helping everyone stay informed and respond quickly.
Deliveries handling
Some VMS platforms can also manage package deliveries — sending notifications to employees when something arrives for them. It’s a great bonus for busy front desks.
Customization options
Every company is different. It’s helpful if the VMS lets you customize things like sign-in screens, forms, visitor badges, and messages so it feels like a seamless part of your brand.
Best visitor management software for workplaces compared
To put this list together, we looked at a few key factors:
- Core features: We focused on visitor management systems that cover the essentials like pre-registration, self check-in, host notifications, visitor logs, and badge printing.
- Ease of use: The best visitor management software is quick to set up and simple for both admins and visitors, with no long training needed.
- Integrations: We gave extra points to office visitor management systems that connect easily with popular office tools like Slack, Teams, Outlook, Google Calendar, Wi-Fi, and access control systems.
- Pricing and value: Cost matters. We compared starting prices, free trials, and what you actually get for your money.
- Customer feedback: User reviews and ratings helped us understand how each system performs in the real world, from visitor experience to customer support.
Based on these factors, we picked tools that stand out for different types of offices, budgets, and needs:
#1 Archie
🏆 Best for mid-sized and large hybrid offices that want visitor check-in, desk and room booking, and workplace analytics in one place.
Archie is more than just an office visitor management system: it’s a complete workspace management platform designed to simplify and improve every aspect of the employee and visitor experience. From the moment a guest registers to when they leave, Archie makes the process smooth for everyone involved.
🔑 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.
- Visitor badges & photos: Print branded ID badges for easy identification.
- Digital forms & e-signatures: Collect NDAs, policies, and custom questions right in the flow, no paper needed.
- Custom visitor flows: Set different steps for contractors, interviewees, VIPs, and deliveries.
- Emergency alerts & roll calls: Notify everyone on site during drills or incidents and track who’s marked safe.
- Deliveries handling: Log packages and automatically notify recipients to pick them up.
- Branding & UI control: Customize check-in screens, badges, emails, and messages to match your brand.
🔎 Pros & cons
➕ User experience: Archie’s interface is simple to set up and easy to use, so new users can get started quickly. Plus, customer support is known for being responsive and helpful in case you need anything.
➕ Customization: You can personalize Archie to match your brand, from the visitor management app interface to emails and notifications.
➖ 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
Pricing starts at $109 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.
#2 Envoy
🏆 For enterprises that prioritize security and compliance, need advanced screening, and don’t mind premium pricing.
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.
#3 Greetly
🏆 For small to mid-sized teams that want an affordable, branded iPad check-in that feels like a virtual receptionist.
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.
🔑 Key features
- Instant notifications: Hosts are notified the moment a guest completes their check-in.
- Customizable visitor 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.
#4 VisitorOS/iLobby
🏆 For security-heavy workplaces like corporate, industrial, or government sites that want a ready-to-use hardware and software setup.
VisitorOS (formerly known as 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 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 the intuitive design, which makes it easy for both visitors and staff to navigate.
➕ Helpful support: Many users commend the support team for their fast 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.
#5 SwipedOn
🏆 For budget-friendly offices that want a simple, reliable visitor system.
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 pre-registration: 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 pre-boarding, are available as add-ons.
#6 Kadence
🏆 For hybrid teams using Kadence for desks and rooms who want straightforward visitor features with per-user pricing.
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.
🔑 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.
#7 Skedda
🏆 For workplaces focused on space booking that sometimes need basic visitor flows as an add-on.
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 third-party 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.
More visitor management systems to choose from
8. Joan: Simple visitor management interface with meeting room booking integration.
9. Condeco: Guest check-in system and visitor tracking software for offices and shared spaces.
10. WorkInSync: Flexible and efficient visitor management tools for hybrid workplaces.
11. Splan: Customizable visitor management system with advanced analytics.
12. The Receptionist: Visitor check-in software with customizable workflows.
13. Eptura Visitor (formerly known as Proxyclick): A security-focused visitor management system with features like ID verification and compliance support.
14. Lobbytrack: Pre-registration and badge printing capabilities for smooth visitor management.
15. Vizitor: User-friendly visitor tracking system with customizable branding options.
16. VisitUs: A touchless visitor check-in system with emergency evacuation tools.
17. Verkada Guest: Integrates with security cameras for enhanced monitoring and visitor tracking.
18. Teamgo: Focused on visitor screening and compliance management.
19. LobbyGuard: Security-focused visitor management app with background checks and badge printing capabilities.
20. Visitly: Simplified visitor management with pre-registration options.
21. Tactic: User-friendly guest & space management system.
22. Eden: Secure visitor & office management software.
But, with over 20 tools, figuring out which is the right fit can quickly get overwhelming…
How to choose the right visitor management software
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?
2. Evaluate pricing plans thoroughly
Depending on the features you need, visitor management systems cost between $29 and $350+ per location each month. They can be sold as standalone tools or add-ons to hybrid office solutions.
When looking into pricing plans, check what’s included. Some lower-cost plans may not have features like workplace analytics or badge printing, which might only be available in higher-priced plans.
For example, VisitorOS 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. Compare plans carefully to find the best one for your needs.
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!
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.
