Best Visitor Management software
Finding the best Visitor Management Software for your business is now faster and easier! Compare prices, reviews, features, and get free consultation to find the perfect software.
Visitor management software refers to software designed to track the number of visitors at a particular site or building.
There are so many offices across the world, and each office has so many visitors in a day. In most of these, the visitor's entries are taken and stored manually. Maintaining the records manually is a very hectic process and consumes a lot of time and effort from the users. If one wants to check the old records of the visitors, they have to go through so many files and get it, which indeed is cumbersome. As technology improved, visitor management has become easy. The latest visitor management software will keep track of every visitor that attends the office and makes sure that the list is maintained correctly.
The visitor can be the main man, pizza delivery guy, employee's or CEO's friend, one of the clients, or any other person who isn't the regular employee of the office. The record of each person who enters the office is maintained intact with the help of the visitor management software. Previously, the companies used to have a receptionist near the door who used to get all the required details from the visitors and inform the person whom they came to see. This system was excellent and perfect at that time, but it wasn't a secured option. It isn't an easy task, and paying the receptionists just to keep the log is very hard for the companies too. This is where the visitor management software comes in handy. The software is highly secure and makes sure that each visitor is recorded. At the same time, the software is very cost-effective. Once you invest a little amount in it and get it installed, you are good to go. There is no need for you to spend the money again and again for the software.
There are so many benefits that one can acquire with the help of visitor tracking software. The entire lobby management is automated, and all the details of each visitor are noticed accurately. This will help in maintaining security in the company too.
There is a lot of visitor management software available in the market that records all the visitors taking the tour of your organization. This software is best known for keeping the visitors’ accurate details along with their in and out times at the premises. They come with various features and styles depending on the size of the company. But, choosing the best is challenging.
Here is a list of top visitor management software and based on business sizes to make the selection easier. Check them out here and pick the best suitable for your company.
Visitor Management Software Comparison for Enterprise-grade Businesses
Security is a must-have factor for enterprise-grade businesses. With a large number of employees working under one roof, it becomes necessary for the organizations to put on superior level visitor management systems for the company’s safety and security. Here, we have curated the top 3 visitor management software that enterprise-grade businesses can use. This software serves its users with multiple features with a single motto of company security.
The list of the enterprise-grade visitor management software includes ProxyClick, VisiPoint, Envoy Visitors.
|Free Trial||15 days||14 days|
|Pricing (Basic Plans)||$100/m||$3,200/one-time/td>||$99/m|
|User Limit(Basic Plans)||1-1000+||50 - 999||10-1000+|
Visitor Management Software Comparison for Medium-Sized Businesses
Evolving from a start-up to medium-sized businesses, an organization develops the need for security systems gradually. With a growing business, there is notable growth in staff, sensitive documents, and information. In this scenario, it becomes necessary for the company to seek for visitor management software. The software helps the organization to keep its security intact with lots of efficient features.
The three most sought-after visitor management software for medium-sized businesses are Vizitor, SwipedOn, and Sine.
|Free Trial||10 days||14 days||30 days|
|Pricing (Basic Plans)||$26.61/m/u||$42.33/m||$49.00/m|
|User Limit(Basic Plans)||1-1000+||1-1000+||10-1000+|
Visitor Management Software Comparison for Small Businesses
Is your business yet in its initial stage? Well, it becomes difficult for a few resources to take care of every business operation. But, regardless of all the difficulties faced, it is crucial to take security measures and ensure the safety of the company. Thus, visitor management software is the best way to go. It is highly secure and helps the organization in many ways.
Here are the best suitable visitor management software for small businesses. PiLobi, SmartLobby, Vizito.
|Free Trial||30 days||14 days|
|Pricing (Basic Plans)||$9.99/m||$19.99/m||$29.95/m|
|User Limit(Basic Plans)||1-1000+||1-1000+||1-1000+|
The sole purpose of this software is to track the entry and exit of individuals. This is done for security and creation of evidence in case of any mishaps in the organization. There are so many benefits of visitor management software for an organization. It is highly reliable and helps the organization in so many ways. Here are some of the reasons why you would need a visitor tracking software in your office.
1. No Interruptions:
There are so many offices out there who don't have dedicated receptionists. In such offices, the visitors are a massive disturbance. According to a study, any person who is interrupted between a task will take nearly 25 minutes to get back to that task again. This math is enormous and it surely wastes a lot of time for an organization. But with the visitor management software, the visitors are handled by the software, and your employees won't be interrupted.
2. The productivity of Receptionists:
The receptionists aren't only confined to greet the people who walk in through the door every day. There are other roles and responsibilities for the receptionists. If they waste their entire time with and tracking the visitors, their productivity is affected, and this won't do any good to the organization. If the visitor management software manages the visitors, the receptionists can concentrate on the other works that are more helpful for the organization.
3. Information Security:
There are so many organizations out there where there are a lot of confidential documents around them. In this situation, a stranger roaming around the office is dangerous. With the visitor management software, all the visitors are restricted from staying outside the office, and their meeting is streamlined as per the schedule of the person whom they are visiting. This way, privacy in the office is maintained intact.
4. Privacy of Visitors:
If your organization is maintaining a pen and paper for visitors, anybody will get access to those documents quickly. The visitors' log is essential for legal or financial services, and gaining access to them would easily influence the organization on the whole. But with the visitor management software, this won't happen. The visitor's list is maintained with the utmost security, and no one would be able to access it.
5. Reinforced Branding:
A future-ready and innovative visitor management system impresses the visitors in addition to improving the entire process. It enhances the brand at various touchpoints of an organization and provides the visitor with enough brand visuals to strengthen the brand's retention value.
6. Modernized Reception:
The reception of your organization is a visitor's first point of contact with your organization. It speaks a lot about your organization, especially to someone who is visiting it for the first time. An effortless and seamless check-in tells your visitor how much you value them.
7. Embracing Paperless:
Using digital visitor management helps an organization embrace complete paperless processes to reduce the use of paper and make the organization more responsible and considerate towards nature. It also puts your organization in a good light. Your customers, stakeholders, and partners will appreciate you for these thoughtful measures.
8. Increased Organizational Security:
Allowing access and limiting it based on the visitors and enabling better control will enable organizations to improve security on their premises, not only for the organization but for the visitors as well. Moreover, a robust and centralized visitor management software can navigate visitors in the right direction in case of emergencies.
9. On-Site Transparency:
Transparency is an essential element when it comes to running an organization. It helps in organizing and managing large teams and different resources to optimize workflows and extract better value from them. It also makes it easier for management to identify gaps and take the required steps in time to fill them.
10. Reduced Costs:
Implementing digital visitor management software reduces human resources and eliminates the risk of errors, leading to a reduction in operational costs and emergency spends. This significant reduction in the expenses directly translates to an increase in profits, a valuable return on the investment.
11. Integration Synergies:
With an organization-wide digital visitor management software, the collaboration between departments, floors, and teams increases performance and value. It creates synergies for better efficiency and effectiveness at the organization and encourages resources to work together as a team.
12. Global Scalability:
The best visitor management software, along with other digital solutions, enables organizations with scaling capabilities to streamline their paths to global reach and success. As the software scales with the growing demand of the organization, it leaves the decision-making executives with one less thing to worry about.
13. Legal and GDPR Compliance:
Since these software solutions are fed with the legal and GDPR guidelines, they enable a simple and easy process that never derails from the guidelines and requirements. This takes the burden of adhering to the guidance of the teams and allows them to focus on the work itself without compromising on the legality of it all.
14. Health and Safety Compliance:
Like legal compliance, safety, and health compliance is an important consideration. It protects visitors from any kind of harm by providing them with safety instructions and emergency steps. However, safety compliance is of much more critical due to the sheer length of consequences that non-adherence of it could lead to.
15. Visitor privacy: Digital vs. Paper:
Digital data gathering proves to be more secure and safe than the traditional paper-based data collection as the chances of it losing, being misplaced, or breached is minimal. Keeping user data secure would tell your visitors that they are in a safe space, which builds trust and makes relationships more reliable and long-lasting.
1. Customized Check-In Process:
In a day, there are so many visitors to an office, and tracking the details of all the visitors wouldn't be right. For a general visitor, you would want the details like their name, email, company, phone number, you may even want them to wear a badge and sign in the agreement, but it isn't the same with a courier boy or pizza delivery guy. All you want to know about these people is their company name. The visitor tracking software should have this customized process for better visitor experience.
2. Two-Way Communication:
It is essential for your employee not only to receive the message but also to reply to those messages. Your employee may be busy or don't want to have that visitor. They can say that clearly to the visitor with the two-way communication facility.
3. Message Forwarding:
Sometimes, the primary contact of the visitor may not be available, at that time, the notification is sent to another employee of the organization; if he/she isn't possible, then another employee of the organization is notified. This way, there should be an option to communicate unlimited people with the help of the software.
4. Badge Printing:
There are so many organizations that print the badge about the visitor who has arrived. This is the most searched and talked about feature of the visitor tracking software. The visitor badge will provide high security for the organization and will help in recognizing the visitors quickly.
5. Digital Visitor Log:
This is another vital feature of visitor management software. The company will have the log of each visitor who came to the organization even after some years of their visit. Visitor management software comes in handy for all types of organizations. It provides excellent benefits for the organization.
Manage the visitors smartly is a key to better hospitality. Apart from this, the safety and security of the employee and the premises is an essential responsibility of an organization. The same can be fulfilled with the software. Therefore, choose wisely the software for your needs.
Choosing the best visitor management software is crucial for your business for three reasons - enhancing efficiency & workflow, improving the visitor experience, and strengthening visitor security. It is as important as choosing a security firewall or a fire alarm. You need to know that it works before you go ahead and implement it.
If you have never used a visitor management software before or if you've had a bad experience with one, how do you decide which is the best visitor management software? With so many options available out there, how to make sure what you choose is right for your organization?
To make that choice, you need to understand the possibilities that a visitor management software can offer you. You need to understand what capabilities it can provide you with so that you know what to expect from the best visitor management software when you are looking for it.
Here are five tell-tale signs of the best visitor management software:
1. Faster Processes:
Visitor management software accelerates and streamlines the process of check-ins, documentation, and other repetitive tasks. It enables organizations to customize their check-in requirements as per their policies and offer a more personalized and unique experience to their visitors. All these tasks, although considered menial, are critical from the perspective of documenting and reporting. However, saving time on these processes can provide a lot more value. Moreover, it has better roll-call capabilities to improve a visitor's experience at the premises. In contrast, digital add-ons, like pre-booking of visitors by hosts, effectively reduce the check-in time.
2. Safer Environment:
The best visitor management software provides a safer, secure atmosphere, not just for the organization but for the visitors as well. During check-in, a visitor provides his/her data to an organization in good faith, and a breach of this data could prove to be harmful for an organization's reputation. When you assure your visitors that they are safe within your organization, you give them space to open up and be more transparent. This helps in making partnerships, onboarding clients, and making business partnerships stronger. In addition to that, monitoring visitors based on their categories or access-level allows the organization to make sure that a visitor is not overstepping his/her access, which could potentially risk losing the organization's data to the visitor. The stringent monitoring and proper visibility of all visitors across the organization at any given point is an essential quality of visitor management software.
3. Easy Regulation Compliance:
Organizations need to comply with specific regulatory guidelines and requirements. That's why it's crucial to choose a software that makes it easier to comply with them. The best visitor management software will be compliant with GDPR(General Data Protection Regulation) - a privacy law in the EU implemented in 2018. It imposes strict rules and policies for organizations to take the data privacy of EU citizens more seriously. A GDPR compliant visitor management software enables you to prioritize transparency and ensure explicit consent in providing adequate information to the system.
4. Insightful Data:
A visitor management solution that gathers essential information and collates it into comprehensive reports provides you with better decision-making capabilities. Assembling such a considerable amount of data could be beneficial for the organization if the value could be extracted from it, both quantitative and qualitative. It provides insights into the current order of things to identify the possibilities of improvement in structure, framework, or policies. It makes organizations proactive by delivering actionable insights frequently and improving the workflows for visitors. These insights give the right push needed for an organization to find faults in their processes and improve on them.
A software that cannot handle your growing needs is worthless and does not provide you with the value that it is supposed to. That's why the best visitor management software grows with you. Its scaling capabilities allow it to manage the increasing demands of a growing organization. It might offer you add-ons or an upgrade, but it still provides you the increased performance of increased demand. That's value. This value is of more significance than it is given credit for because any process that can scale on its own, no matter how trivial, contributes directly to the acceleration of growth in an organization.
1. Self-service Visitor Management:
A self-service visitor management software allows guests to use a kiosk for checking themselves in without waiting in a queue. After they fill their details, it asks them to sign any required documents and prints a guest badge. Once they enter the premises, they are prompted and guided throughout the campus through text messages and notification on their phones.
2. Staff-Administered Visitor Management:
A staff-administered visitor management software allows an organization to monitor visitors and control the movement and access across the organization. The best visitor management software makes it easy for the management teams to handle hundreds of visitors in real-time in addition to helping provide a memorable experience to the visitors.
3. Computer Visitor Management System:
A computer-based visitor management system is a holistic one window system that allows an organization to have an organization-wide visitor monitoring, data collection, and access control in real-time. It automates a lot of the repetitive processes and reduces dependencies on manual work to enable a better visitor experience for both the visitors and the organization.
4. Visitor Management Software As A Service (SaaS):
Large scale organizations with multiple floors and thousands of visitors cannot handle visitor management on their own. Visitor management software as a service is a third-party system that monitors and controls the visitors for an organization. These third-party service providers have experienced team members and use the best visitor management software to offer binary value to their clients.
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