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Top 4 visitor management system myths

Is your organisation beginning to think about making the move from paper to digital for your visitor management process? During your decision-making journey, you may have come across some negative opinions on visitor management systems. However, chances are that these are actually myths. So, to help you make your decision whether to switch, we have debunked the top 4 visitor management system myths below.

Myth 1: Visitor management systems are expensive

“It’s so expensive - we don’t have that kind of budget!”

Not quite. A reliable visitor management system isn’t always expensive. In fact, compared with visitor books, they are usually much more cost-effective. Often all you need to pay for is the one-off payment for hardware (which is then yours to keep) and the inexpensive annual subscription. Also, think about the value your organisation puts on security and productivity - these are two things that a visitor management system improves all in that annual subscription cost, so it’s definitely worth the expense.

How does £295* +VAT annual site subscription sound?

*$380/€330

Myth 2: Only big organisations need a visitor management system

“We’re a small business, a traditional visitor book is all we need.”

Definitely not. Businesses of all sizes can benefit from a visitor management system. Just because your business doesn’t get a lot of visitors frequently, it doesn’t mean you shouldn’t still have a process that is simple, increases security, makes a great impression and is GDPR compliant (let’s not forget that GDPR applies to all businesses!). Not only that, your system can also be used for staff management.

Here are a few ways that businesses of all sizes can benefit from a visitor management system:

Visitor badges with photo ID is a great security feature for all types of businesses, large or small.

Various policies and NDAs such as health & safety policies are required in all businesses - a visitor management system makes it easy to communicate these to visitors.

Every size of business will be required to do an emergency evacuation at some point and a visitor management system can make this smoother with evacuation lists available from mobile devices.

Myth 3: Visitor management systems are complicated

“It’s far too complicated to set up - we don’t have time for that.”

You couldn’t be further from the truth with this one. Various visitor management systems are really easy to set up; for some, all you need is a stable Wi-Fi connection and you can be up and running in less than 30 minutes. There usually isn’t a lot of maintenance either - just a simple app update when new features are available.

Could you do the following with a pen & paper solution?

  • Easily archive or delete data when it’s no longer needed
  • Store data quickly and securely
  • Instant badge printing with a visitor photo

Myth 4: Visitor management systems are not secure

“Storing data won’t be secure.”

Not true. Many visitor management systems are very secure, especially when compared with visitor books. When using a visitor book, your visitor data is on display to anyone that comes in. The next person to sign in is no doubt going to look at who signed in before them - with various visitor management systems, this isn’t possible. With some systems, all data is encrypted and stored securely in the cloud and is regularly backed up to ensure that it doesn’t get lost. You may also control how long data is retained so that it is in line with your privacy and GDPR policies.


Hopefully this blog has helped you along your decision-making process. If not, why not try one yourself completely free for 15 days and find out for yourself. You can also start a 15-day free trial by clicking here. Alternatively, if you want to find out more about Sign In App, email info@signinapp.com and a member of our friendly team would be more than happy to help!