Key Considerations to Make When Planning to Buy Visitor Management Software

The factors to consider in order to choose the best visitor management system to keep your workplace productive and safe.


Visitor management software can help you better manage your business. For example, it will allow you to track the number of people who enter and exits the building, which is important in emergencies or if something goes missing.

A visitor management system also helps you track who visits your office anytime, so no one can sneak in without anyone noticing them. A study by Facts and Factors published in GlobeNewswire states that by 2021, almost 61% of US businesses have opted for visitor management software over paper logbooks. The rise is due to the rising concerns of access control and perimeter security in business premises.

In this article, we will give you some tips on how to choose the best visitor management software for your business needs.

Why Do You Need VisitorManagement Software (VMS)?

Factors in selecting the best visitor management softwareVisitor’s management software is a term that describes software that allows you to manage and track visitors to your business. It can help you keep your premises safe while keeping track of visitor movements inside and outside the building.
VMS will allow you to:

  • Create a visitor database
  • Track where each person has been in the building
  • Audit who was present at what time on specific days

Does It Support MultipleKiosks?

The first thing you need to do is make sure that the software supports multiple kiosks.

When planning for your visitor management software, it’s not just about the number of visitors you have. It’s also about the number of kiosks you have. It can be one or many. It will also help if you have more than one kiosk, having multiple locations where people check in and out. It may even be more important than having many visitors because sometimes only one person manages the location and needs access to all their settings from one place.

Thus, if your business plans call for multiple locations with kiosks, look for solutions that allow you to manage all those machines from one point.

What is a Visitor Management System?  How does it impact your business?  ️ Download the free ebook and learn more today.

Does It Allow Booking Visits and Appointments in Advance?

Visitor management software with guest pre-registrationResearch by Zippia states that 26% of appointments made online are either for the same or the next day. At the same time, 34%of the appointments booked online are done only after the office has closed.

Hence, the VMS you are considering should have the option to link to your website or mobile app so that customers can schedule their appointments in their free time. If your business is busy, booking appointments will allow you to schedule time for people who need it and help reduce the number of calls you receive.

In addition, when visitors book their visit online, they can plan their day and know when they’re coming into the office. It eliminates confusion about when someone will be at your business, reducing wasted time on both sides of the transaction.

Additionally, seeing a calendar of available times can help you identify a pattern of appointment times. For example, if several clients always come in at 10:00 am on Mondays or Fridays during lunchtime hours. It can be valuable information for better organizing your workday.

How Easy is It to Customize the System?

Customization is a matter of personal preference. Some people have full control over every aspect of their software, while others prefer to use ready-made templates that they can tweak a bit. You will want to think about this and discuss it with the vendor before making your choice.

Another thing you should keep in mind is whether or not customization will be easy or difficult for you and your team.

For example, if you do not know what you are doing, it may be best to choose software that does not require customization. This way, no one has to worry about causing problems by doing something incorrectly or improperly.

If you know what you are doing, then it might be best to choose software with many customization options. You can then customize it to fit your needs and preferences perfectly.

Does It Provide a Cloud-Based Solution or On-Premise Software?

Virtual receptionist visitor logbook for running analyticsOne of the things you should ask is whether the vendor provides a cloud-based solution or on-premise software.

Cloud-based solutions are more cost-effective, but there are some drawbacks. For instance, if your business is located in a remote area and doesn’t have good internet connectivity or electricity supply, it might not work for you.

On the other hand, if your IT team is strong enough to handle security issues and other technical challenges with installing new software on your servers, then an on-premises solution might be right for you.

Is Visitor Data Secure and Accessible as Per Your Needs?

If you’re looking to buy visitor management software, it is important to understand the security and accessibility of your data. You want your visitors’ data to be secure but also accessible when needed.

  • You should first ask whether this software allows for secure access only to authorized users. You don’t want just anyone accessing or viewing the data.
  • If you have multiple departments within your company that need access to this information, ensure that visitor management software allows for that level of employee sharing.
  • Look into whether or not there are mobile devices available for use with this program so that employees can view visitor info on their phone or tablet whenever they need it at work or home.
  • Does it allow for real-time updates? Or do you have to wait until someone else updates the software manually? It might sound like an easy question at first glance, but remember how fast-paced things can get around here sometimes.

Who Can Use the Software, and Will It Support Multiple Languages?

The visitor management software can be used by all employees involved in managing visitors, as well as vendors or partners who will be allowed to access your visitor management system.

According to the US census data, around 8.2% of Americans do not speak English “very well.” While 21.7% speak a language other than English at home, 13.3% of people only prefer speaking Spanish at home.

Considering the above stats, look for software that supports multiple languages. For example, you will likely have visitors from different countries worldwide who will not speak English as their primary language.

You also want to ensure that the software supports multiple locations, if applicable. For example, if you have hotels with different brands under one umbrella company, each hotel needs its copy of the software installed locally. It enables them to have a database of current and past visitors.

Efficient Management of Visitors Through Visitor Management Software

Increase productivity with manufacturing plant visitor management softwareYou can see whether or not the software is right for your business requirements.
If there are any bugs or limitations with certain functions, these will be highlighted early so they can be fixed before purchase.

VMS is designed to manage multiple locations, employees and departments, and time zones. With this system in place, you will have an easier time managing your business as it will give you an accurate record of all movements within the organization.

VMS helps keep track of visitors who come into an office or other areas under watch by security guards or receptionists. It shows them when they came in, which door they used to enter, and how long they stayed inside before leaving again.

VMS is a great tool for businesses that want to maintain control and security over their visitors. It can help keep your company's information safe by ensuring that only authorized people are allowed inside the premises and that visitors don’t cause disruptions to regular operations.

They can also provide benefits like time management and improved customer service when used in conjunction with other systems, such as visitor badges or badge readers. As many different types of visitor management software are available today, it’s important to research before selecting one for your business.

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