Best visitor management system in 2024

Have you ever visited an organisation and had to stand in a long queue to sign the visitor book, only to then have to fill out lengthy forms that you don't know where they are being stored and then wait even longer to be seen by the person you’re actually visiting? We can bet it didn’t leave with you an encouraging impression.

First impressions count, especially when managing the flow of visitors. Whether it’s an office, a school, healthcare or manufacturing facility, a seamless and secure visitor experience sets the tone. That’s why choosing the right visitor management system (VMS) is so crucial.

But with so many solutions out there, how do you know which one is the best visitor management system for your needs? In this article, we’ll dive into what a VMS is, the benefits and our view on the best visitor management systems on the market in 2024, helping you make a well-informed choice that boosts both security and efficiency.

What is a visitor management system?

A visitor management system is a digital solution designed to streamline and enhance the sign in process for visitors, staff, contractors and more. A VMS replaces traditional sign in processes such as visitor log books and paper timesheets with a more efficient, secure, and user-friendly solution.

Modern VM solutions include features like pre-registration, badge printing, emergency evacuations and real-time notifications, which all help organisations to improve security, ensure compliance, and provide a seamless experience for both guests and employees.

What are the benefits of a visitor management system?

The list of advantages for switching to a digital visitor management solution is endless, but here’s just some of the top benefits:

Streamlined check-in: Making the switch from pen & paper to a digital solution speeds up the sign in process and can reduce wait times in your lobby area. Pre-registrations and mobile sign in make the check-in process quick and convenient.
Great first impression: Combining a speedy sign in process with the professional and welcoming experience a VMS provides leaves your guests with a great first impression, elevating your brand’s reputation.
Enhanced security: With features like safety check, blocklists and real-time alerts, a visitor management system gives you full control over who can enter your building, ensuring only authorised individuals are allowed onto your premises.
Data accuracy: It goes without saying that manual processes such as paper visitor logs and timesheets are prone to errors. A VMS automatically stores records securely and makes it easy to access and make edits as needed.
Improved compliance: Modern visitor management systems are designed with data privacy and compliance in mind. With features to protect sensitive information, real-time reporting and the option to choose what data you collect and where it’s sorted, you can ensure you comply with industry and national regulations.

What makes the best visitor management system?

VM solutions nowadays have all sorts of different features but when looking for the best visitor management system, here’s some of the top features that should be included:

Cloud-based solution: A cloud-based VMS provides unmatched flexibility and scalability, enabling remote access, real-time updates, and easy deployment across multiple sites. Organisations can securely store and access visitor & employee data from anywhere, enhancing management and reporting capabilities.
Visitor pre-registrations: Pre-registering visitors in advance significantly improves security and efficiency. Pre-registration enables you to share essential safety information and get visitors submit their details prior to their arrival, giving you clear visibility of who will be on-site so that you can plan accordingly.
Emergency evacuations: Effective emergency evacuation features are without a doubt the most important aspects to consider. The best visitor management system will enable you to instantly account for everyone on-site with real-time roll calls, automatic alerts, and easy access to evacuation lists from any device - ensuring swift, organised responses in critical situations.
Employee sign in: The best VMS won’t just stop at visitor sign in. Being able to sign in employees, contractors and more means that in the event of an emergency, you can access a list of everybody on site. Advanced employee time tracking features that enable you to manage working hours and absences is a bonus too.
Customisable visitor flows: You should be able to tailor the sign in process to each type of customer. For example, some information you may need to share with visitors but not employees, or you may need to collect different information for different types of visitors. Your VMS should give you the flexibility to customise visitor flows to suit your specific site or industry requirements.

What are the best visitor management systems in 2024?

Now that we’ve covered what a VMS is, the benefits and top features, what are the best visitor management systems? Below are some of the top choices to consider in 2024 and beyond:

Sign In App
Envoy
ProxyClick
SwipedOn
The Receptionist

From Sign In App’s flexibility, scalability and cost-effectiveness to Envoy’s security features, ProxyClick’s access control integrations, SwipedOn’s usability and The Receptionist’s global customer base, there’s a wide range of advantages for considering all of the top choices on the market. If you have the opportunity to complete a free trial of any of the solutions, we recommend giving them all a go but below is why we consider Sign In App to be the top choice.

Why we believe Sign In App is the best visitor management system

Sign In App is a modern and intuitive solution designed to handle all aspects of visitor management efficiently. With its wide range of robust features, ease-of-use, scalability, and cost-effectiveness, Sign In App has quickly become the top choice of visitor management system in 2024 for all kinds of industries across the global.

- User-friendly interface: Sign In App is praised for its intuitive and user-friendly interface, making it easy for visitors and staff to navigate the sign-in process. The app supports various sign-in options including QR codes, RFID, and contactless sign-ins, ensuring flexibility and convenience for all users.
- Comprehensive features: Sign In App offers a comprehensive suite of features designed to streamline visitor and employee management. From pre-registrations and custom badges to real-time notifications, shared evacuation reports and safety questionnaires/messages, it ensures a seamless, efficient, and secure experience for everyone on-site.
- Data privacy and security: Not only is Sign In App GDPR compliant and ISO 27001 and Cyber Essentials certified, but its range of data security feature give users full control over the data they collect, with options to display privacy policies and manage data retention settings to ensure organisations remain compliant with industry and national regulations and data laws such as CCPA and HIPAA.
- Scalability and integration: Sign In App makes it easy to control multiple locations from one centralised portal and the app supports an unlimited number of devices and integrates seamlessly with tools like Microsoft Teams, Slack, and Google Workspace. This makes it ideal for businesses of all sizes, from small offices to large enterprises.
- Customer support and continuous development: Sign In App is backed by excellent customer support and a dedicated development team that continually enhances the app with new features and functionality, often driven by feedback and requests from their customers.

Businesses across various industries have experienced significant improvements in their visitor management processes by using Sign In App. For example, Cargill, Inc reported numerous benefits including saved time with automated reporting, enhanced safety with Sign In App’s evacuations features and improved visitor/contractor experience across over 100 sites.

Get started with Sign In App today

If you’re looking for a solution that combines ease of use, comprehensive features, and top-notch security, Sign In App is the best visitor management system for you - streamline visitor check-ins, enhance security protocols, and provide a professional and welcoming experience for your guests.

But don't just take our word for it. Try the benefits of Sign In App yourself with a free 15-day trial and see how you can transform your visitor management process, elevating experiences and enhancing safety for all. Start your free trial today; no payment information required - we’re that confident you’ll love it.