Gone are the days of messy paper sign-in sheets—modern visitor management systems (VMS) can now automate the entire visitor management process, making it faster and more efficient for guests and employees. Whether you’re welcoming a job candidate, supplier, or VIP guest, a good VMS can help build custom check-in experiences and improve visitor flow management as a whole.
This guide will walk you through how a visitor management system works, the best ways to design a visitor management system process, and different visitor management flows you might want to consider.
Guide to visitor management processes
What is a visitor management process?
A visitor management process is the way businesses keep track of people who enter their building. It helps you make check-ins easy, keeps the workplace secure, and ensures a smooth check-in experience for your guests.
Here’s how it usually works:
- Visitor registration – Guests sign in, either by pre-registering online or checking in at the front desk using a visitor management kiosk, tablet, QR code, or sign-in sheet.
- Identity verification – Depending on security needs, visitors may need to show an ID, take a photo, or have a temporary badge printed.
- Host notification – The system automatically alerts the employee they’re visiting, so the guest doesn’t have to wait around for too long.
- Access control – Some workplaces provide temporary keycards or require an escort to restricted areas.
- Tracking and check-out: Visitor details are logged, and the system records their departure for security and compliance reasons.
A visitor management system (VMS) automates this process, speeding up check-ins, improving security, and maintaining accurate visitor logs.
Why use a VMS — features and benefits
A visitor management system (VMS) makes it easy to welcome guests while keeping your workplace safe and organized. Instead of using paper sign-in sheets or manually logging visitor details, a VMS automates the entire visitor management process:
- Fast check-in: Guests can sign in using a QR code, mobile app, or touchscreen tablet—there is no need for paper logs.
- Instant host notifications: Hosts get an automatic alert when their visitor arrives.
- Visitor badges: The system prints temporary badges with names and photos for easy identification.
- Digital forms & NDAs: Visitors can sign agreements or safety policies on the spot.
- Third-party integrations: VMS syncs with office tools, security systems, and access control software for improved workplace security.
- Detailed visitor logs: You can keep a record of all check-ins to know who’s in the building at all times.
- Emergency alerts: A VMS can instantly notify visitors and staff in case of an emergency.
- Language support: Visitor management systems support different languages so every visitor has a smooth check-in experience.
- Custom visitor flows: The best visitor management systems let you personalize the check-in experience based on the visitor type.
How does a visitor management system work?
To get started, most visitor management systems need a tablet or touchscreen at the entrance for check-ins, a computer to manage visitor records, and a stable Wi-Fi connection if they are cloud-based.
You can also use:
- Badge printers for temporary visitor badges
- QR code scanners for faster check-ins
- Cameras for ID verification
- Badge readers for access control
- Visitor kiosk stands for self-check-ins
They do come with additional costs, though. No matter which hardware you choose, here’s how a visitor management system works step by step:
#1 Pre-registration
Before a visitor arrives, the system can send them an email invitation with important details, like directions, safety requirements, or a health screening form. This way, guests can pre-register, making the check-in process even faster. However, if someone arrives without an invitation, they can still register on the spot ⤵
#2 Check-in at arrival
When visitors arrive, they check in using a visitor management kiosk or their phone, depending on the hardware. They may need to enter their details, take a quick photo, or sign important documents (like an NDA or safety agreement). If they were pre-registered, they can just scan a QR code for an even faster check-in.
#3 Automated security screening
The system can automatically screen visitors based on the company’s settings. It can check if the visitor is pre-approved, restrict early check-ins, or require them to answer screening questions before they are allowed inside.
#4 Notifying the host
As soon as the visitor checks in, the system sends an instant notification to their host so they know their guest has arrived—there is no waiting around at the reception.
#5 Meeting the guest
Since the host knows exactly who to expect, they can greet the visitor right away.
#6 Keeping visitor records
The system also records all visitor check-ins and check-outs. This helps businesses keep track of who was in the building at any given time, improving security and compliance. The visitor logs can also provide useful insights into visitor trends, helping businesses improve their check-in experience over time.
💡 You can learn more about VMS solutions from our visitor management system PDF guide →
Visitor flow management — examples
Not all visitors are the same, so a one-size-fits-all check-in process doesn’t work for every workplace. A good visitor management system like Archie lets you customize the check-in experience based on visitor type, security requirements, and the desired check-in experience. Here are some examples of different visitor flows:
1. Fully pre-registered visit
For frequent visitors, VIP guests, or scheduled meetings, a pre-registration process makes check-ins quick and easy. Visitors fill out all necessary details in advance, including ID verification, safety agreements, and any required forms. When they arrive, they simply scan a QR code at a self-check-in kiosk or reception desk. Their host is automatically notified, and if needed, a visitor badge is printed. This process minimizes wait times and reduces front desk involvement.
💡 Best for: Corporate offices, coworking spaces, or businesses with frequent external visitors.
📌 Reception involvement: Minimal – the process is almost fully automated.
2. Pre-registered visit with on-site registration
Some workplaces require visitors to pre-register in advance, but additional steps are completed on-site. Visitors may need to confirm their details, take a photo, or sign additional agreements upon arrival. While walk-ins are not accepted, pre-registered guests can finalize their check-in using a tablet or kiosk at the front desk. Once the check-in is complete, the visitor receives an ID badge, and their host is notified.
💡 Best for: Secure offices, research facilities, and organizations with controlled visitor access.
📌 Reception involvement: Moderate – staff may assist with final registration but don’t handle every step.
3. Walk-in visitors
For workplaces that allow unplanned guests, walk-in visitors need to complete their registration upon arrival. They enter their details on a tablet or kiosk and, if required, take a photo and sign any legal forms (NDAs, safety waivers, etc.). Once they check in, their host is notified, and they may need to wait at the reception until someone picks them up. Depending on security policies, they might receive a temporary keycard or need an escort to access certain areas.
💡 Best for: Service centers, event venues, and businesses that allow guest drop-ins.
📌 Reception involvement: High – front desk staff actively assist visitors with check-in and security checks.
4. Contractors & vendors
Workplaces that manage contractors or vendors often have stricter security measures. Visitors may need to upload their certifications or proof of compliance before they arrive. When they check in, they might have to watch a safety briefing video to get access. The system can provide temporary access credentials, like a digital keycard, to allow entry into restricted areas.
💡 Best for: Warehouses, manufacturing plants, and high-security offices.
📌 Reception involvement: Low to moderate – a self-serve kiosk can handle most of the process.
5. High-security visitors
In facilities with strict security protocols, visitors must go through additional screening. They must pre-register and receive manual approval before arrival. They may also need to provide ID verification or undergo a security check before entering. Access is only granted after approval from security or an admin.
💡 Best for: Government buildings, research labs, or businesses with confidential data.
📌 Reception involvement: High – manual approvals and security checks are required.
Your visitor management system design
A well-designed visitor management system makes it easy to track guests, improve security, and ensure a smooth check-in experience. Visitor flow management starts with defining visitor flows—deciding how guests will check in, what security measures they need, and whether they should pre-register or sign in on arrival. With the right software like Archie, you can automate the entire visitor management system process flow.
Archie allows you to fully customize how visitors check in and move through your space. For example, you can require certain visitors to take a photo, print an ID badge, or fill out a post-visit survey. You can even set up automatic follow-ups, like sending a satisfaction survey after their visit.
The key to a smooth system is defining different visitor types—whether they are suppliers, job candidates, or event attendees—and setting up the right check-in steps for each. This way, visitors follow the correct process without confusion, and your front desk stays organized.
From the moment a visitor registers to when they leave, Archie ensures everything is quick, easy, and secure. Guests can pre-register online, check in with a QR code, and receive instant notifications when their host is ready. Archie is more than just a visitor management system, though—it’s a complete solution for making workplaces run smoothly. Ready to find out for yourself?
Visitor management process FAQ
The visitor management framework is a structured way to handle guests in a workplace. It ensures that every visitor—from job candidates to suppliers—has a smooth and secure check-in process. A good framework includes steps like visitor registration, identity verification, host notifications, access control, and check-out tracking. It helps businesses stay organized, improve security, and create a better visitor experience. With a Visitor Management System (VMS) in place, you can automate these steps, making check-ins faster and keeping clear records of everyone who enters the building.
Building a visitor management system helps you track guests efficiently, improve security, and create a smooth check-in experience. The process starts with defining visitor flows—deciding how guests check in, what security measures are needed, and whether they require pre-registration or on-site sign-in. With a dedicated visitor management system software, you can digitize and automate the whole process easily.
A good example of visitor management is when a guest arrives at an office and checks in quickly using a visitor management system like Archie. Instead of signing a logbook, they simply scan a QR code or enter their details on a tablet. The system notifies their host right away and updates security records so the company knows who is in the building. This makes check-in faster, keeps the workplace secure, and ensures a smooth experience for both visitors and employees.
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.
