- Originally published: January 15, 2025
- Last updated: February 17, 2025
A good visitor management strategy helps businesses keep track of guests, make check-ins easy, and keep the workplace secure. This guide covers visitor management guidelines and best practices — from basic sign-in sheets to advanced digital systems, so you can create a smooth and welcoming experience for your guests. Let’s dive in!
Guide to visitor management strategies
What is visitor management?
Visitor management is just a way for businesses to keep track of who’s coming in and out of their building. It helps them know who’s visiting, why they’re there, and how long they stay, making sure everything stays safe, organized, and welcoming for guests.
Why is visitor management important?
A good visitor management system is important because it helps businesses:
- Keep the workplace secure by only allowing approved visitors inside.
- Stay organized with clear visitor records and easy check-ins.
- Make check-ins fast and simple so guests feel welcome and don’t have to wait around.
With the right visitor management strategy, that is! If you’re struggling to choose yours, keep reading to find out how different businesses go about it.
How do businesses keep track of visitors?
Different businesses use different visitor management techniques based on their size, security needs, and budget:
Paper sign-in sheets
The old-school way — guests write their name, arrival time, and who they’re visiting in a logbook. This visitor management technique is cheap and easy but can get messy really fast. Handwriting is sometimes hard to read, pages can get lost, and there’s no real-time tracking.
ID badges & QR codes
A more organized and secure method is giving visitors a printed badge or QR code to check in and out. This makes it easier to track guests and creates a professional check-in experience. However, it requires a badge printer or QR scanner to work properly.
Surveillance & security logs
Some workplaces rely on security cameras and guards to monitor visitors. Security staff manually logs visitor details, while cameras keep a visual record. This adds extra security, but it doesn’t offer automatic visitor tracking and requires staff to manage it.
Visitor management systems (VMS)
The most modern and efficient option is dedicated visitor management software — a digital check-in system that allows guests to check in via a touchscreen kiosk, pre-register online, or scan a QR code for quick, contactless entry. Then, a VMS can automatically:
✔ Log visitor details
✔ Notify employees when their guests arrive
✔ Integrate with access control for added security
If you have a small business, a simple sign-in sheet might work. A digital visitor management system is the best option for bigger offices or places with stricter security, though. No worries — we’ll get to visitor management best practices later.
Visitor management strategy examples
Visitor management isn’t a one-size-fits-all approach — every workplace has different needs depending on the type of visitors, security levels, and daily operations.
Some workplaces, like corporate offices, may only require quick digital check-ins, while hospitals and manufacturing plants might need stricter access controls, health screenings, or ID verification. Depending on the business type, check-ins can also be fully automated with self-service kiosks or handled by a receptionist.
Here’s how different types of visitor check-in can work when using an advanced visitor management system like Archie:
1. Pre-registered check-in
For workplaces that host regular vąisitors or scheduled guests, pre-registration is the quickest and easiest check-in method:
- Visitors register online before their visit, filling out the required details and submitting any necessary documents.
- Once approved, they receive an email with a QR code or entry instructions.
- Upon arrival, they scan their QR code at a self-check-in kiosk or show it at the reception desk.
- If needed, they get an ID badge or a temporary digital pass for limited access.
- Their host is automatically notified when they check in, so they don’t have to wait.
💡 Best for: Ideal for offices with frequent guests, contractors, or scheduled meetings, reducing congestion at the front desk.
📌 Reception involvement: Minimal. The reception team monitors check-ins but doesn’t need to assist unless required.
2. Pre-registered visitors with on-site check-in
Some businesses require visitors to be pre-approved before checking in but still need additional steps upon arrival. This process keeps security tight while still making check-ins fast and organized:
- Visitors sign up ahead of time and receive pre-approval in the system.
- When they arrive, they enter additional details on a tablet, take a photo, and get a printed ID badge.
- Depending on security policies, visitors may need to watch a safety video or agree to workplace rules before entering.
💡 Best for: Corporate offices, factories, and secure facilities where businesses need full visitor records for compliance and safety reasons. Only pre-registered guests are allowed — walk-ins are not accepted for security reasons.
📌 Reception involvement: Moderate. Reception staff may assist visitors with check-in but doesn’t need to handle every step.
3. Walk-in visitors
For businesses that allow spontaneous visitors, the check-in process requires more steps:
- Visitors arrive without signing up in advance and check in manually.
- They enter their details on a tablet or fill out a form at reception.
- Depending on security rules, they may need to show ID, take a photo, and get a printed badge.
- Their host is notified and may need to escort them inside or grant temporary access.
- Visitors might receive a temporary keycard to access certain areas, or they may need to be escorted at all times.
💡 Best for: Businesses with occasional visitors, clients, or job applicants, but it takes longer than pre-registered check-ins. Workplaces with strict security policies may choose to limit walk-ins to prevent unauthorized access.
📌 Reception involvement: High. The front desk staff actively assists visitors, verifies IDs, and directs guests to their destination.
How to improve visitor experience — best practices
Once you settle for a visitor management strategy, here are some simple visitor management best practices that will help you improve visitor experience in the workplace:
1. Set a clear visitor policy
Having a visitor policy in place is essential for setting expectations and maintaining security. It outlines how visitors should check in, what identification they need, and which areas they can access.
A well-designed visitor policy should include:
- Check-in procedures: Steps for visitors to register and sign in, whether digitally or at the front desk.
- ID requirements: Specify if visitors need to show ID or pre-register online.
- Access rules: Define which areas are open to visitors and which are restricted.
- Safety guidelines: Provide information on emergency exits, fire drills, and safety protocols.
- Emergency procedures: Outline what visitors should do in case of a fire, medical emergency, or security threat.
2. Upgrade to a digital check-in system (if you haven’t already)
Traditional paper sign-in sheets are outdated and prone to errors. A digital system makes the visitor management process faster, more efficient, and secure.
Benefits of going digital:
- Quick check-ins: Visitors can sign in using a tablet or mobile app, reducing wait times.
- Automated notifications: Notify employees when their guests arrive, ensuring a smooth welcome.
- Accurate records: Keep secure, organized digital logs of visitor history.
- Enhanced security: Digital systems can flag unauthorized visitors and integrate with access control.
You can learn more about VMS solutions from this visitor management system PDF.
3. Let visitors pre-register
Once you have a VMS implemented, letting visitors sign up in advance will make check-ins much quicker and smoother. Instead of filling out forms at the front desk, they can just provide their details ahead of time.
Once registered, visitors get a QR code or confirmation email that they can scan upon arrival for a fast, contactless check-in. Just like that.
4. Improve security with access control
Controlling who enters the building is crucial for maintaining a secure workplace. Access control systems help manage entry points and ensure that only authorized visitors can access sensitive areas.
Effective security measures:
- ID verification: Check visitor IDs at entry points to confirm their identity.
- Surveillance cameras: Monitor visitor activity in real time to enhance security.
- Security patrols: Use guards to oversee high-risk areas.
- Restricted zones: Limit access to sensitive departments or areas, ensuring only authorized personnel can enter.
5. Make sure visitors are easily identified
Proper visitor identification helps your staff recognize guests and keeps unauthorized individuals from wandering through the building:
- Visitor badges: Provide temporary badges with the visitor’s name and purpose.
- Photo capture: Take visitor photos during check-in for added security.
- QR codes: Use mobile check-ins with QR codes for a touchless experience.
6. Keep visitor data secure and private
Handling visitor information responsibly is crucial for privacy and compliance. A secure visitor management system ensures data is stored safely and accessed only by authorized personnel:
- Data encryption: Protect visitor information from unauthorized access and breaches.
- Access restrictions: Limit data access to approved staff only.
- Compliance with laws: Follow privacy regulations like GDPR and CCPA to safeguard personal information.
7. Take emergencies into account
In emergencies like fires or security threats, knowing who is inside the building is vital. Real-time visitor tracking helps ensure everyone’s safety, so a good visitor management system should be able to:
- Maintain a real-time log of visitors currently on-site.
- Allow for quick roll calls during an evacuation.
- Provide emergency responders with an accurate list of guests.
- Send instant alerts and evacuation instructions.
8. Train front desk staff to provide a great visitor experience
Your reception team is often the first point of contact for visitors. A friendly, knowledgeable front desk staff ensures a warm welcome and a smooth check-in process.
Best practices for reception staff include:
- Greeting visitors with a warm welcome.
- Offering refreshments like coffee or water.
- Being knowledgeable about the office layout and company team members.
- Handling check-ins quickly and efficiently.
A positive first impression makes visitors feel valued and enhances the company’s professional image.
9. Create a welcoming lobby area
A comfortable, well-organized lobby makes guests feel relaxed while they wait. Thoughtful design and clear signage help visitors navigate easily.
Lobby essentials:
- Comfortable seating: Provide a variety of chairs and lounge options.
- Refreshments: Offer coffee, tea, or snacks.
- Company information: Display brochures, magazines, or digital screens with company updates.
- Charging stations: Ensure visitors can charge their phones and laptops.
- Clear signage: Guide visitors to meeting rooms, restrooms, and key areas.
💡 If you still want to learn more about visitor management systems, check out this handy PDF guide that covers everything you need to know about VMS solutions.
Visitor management FAQ
Visitor management systems (VMS) are digital tools that help businesses easily and securely track, check in, and manage visitors. Instead of using paper sign-in sheets, a VMS lets guests pre-register, scan a QR code, or check in on a tablet. It also notifies employees when their visitors arrive and keeps records for security and compliance. It’s a simple way to make workplaces more organized, safe, and welcoming for guests.
Managing visitors is all about having a smooth and secure check-in process. Businesses can pre-register guests before they arrive, use digital check-ins with a tablet or QR code instead of outdated paper logs, and provide visitor badges for easy identification. Access control systems ensure that only authorized visitors can enter certain areas, while real-time tracking helps keep tabs on who is in the building at all times. A visitor management system (VMS) makes this even easier by automating check-ins, notifying employees when their guests arrive, and keeping visitor records for security and compliance.
An example of visitor management is when a pre-registered guest arrives at an office and checks in using a proper visitor management system like Archie. Instead of signing in on paper, they scan a QR code or enter their details on a tablet. The system automatically notifies the host and updates security records so the company knows exactly who is in the building. This makes check-ins faster, improves security, and creates a smooth experience for both visitors and employees.
Visitor management strategies help workplaces stay secure, organized, and welcoming. Key strategies include pre-registration for faster check-ins, digital sign-ins instead of paper logs, and visitor badges for easy identification. Access control ensures guests only enter approved areas, while security measures like cameras and ID checks add protection. Automated notifications alert employees when visitors arrive, and real-time tracking helps during emergencies. A comfortable waiting area and secure data storage improve the guest experience while keeping information safe.
