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Blog > Visitor Management   5 min read

The Most Important Features of a Visitor Management System

June 1, 2022

Visitor management systems (VMS) are the heart and soul of the flow of people in your workplace. These systems track who, when, and why visitors enter your facility. Enhance security and visitor flow with visitor badges, security cameras, and other integrations.  

Visitor management is crucial for maintaining the workplace. But all too often, business owners don't think much about it until something goes wrong. This can lead to serious issues and penalties if you don't have the right system. Being proactive doesn't just avoid complications; it also allows you to take advantage of invaluable visitor management features. 


5 Key Features of Visitor Management Systems 

Digital visitor management systems go above and beyond tracking the comings and goings in your facility. The best visitor management software streamlines the entire workplace. So employees can handle their daily tasks with ease. Your VMS dashboard gives managers complete visibility into what's happening at any moment. 

Beyond efficiency, visitor registration software is an essential piece of your physical access & identity management system. Monitor activity, empower remote access control, and set up custom alerts. 

Here are five visitor management system features that make them workplace essentials: 


1. Self-Service Kiosks with ID and Passport Scanning for Guided Sign-Ins 

Self-service kiosks are the new standard for visitor management systems. Self-guided check-in technology streamlines visitor sign-ins. Instead of being greeted by a receptionist, visitors enter their information at an iPad kiosk. The kiosk can verify additional info by scanning QR codes, ID badges, or passports for an additional layer of security.  

The kiosk uses sign-in information to print visitor badges. Badges enhance the visitor experience and increase security by verifying identities and validating visits. Some advantages of printing visitor badges include: 

  • Identify security levels for visitors or employees who need access to restricted areas or work areas
  • Identify vendors who are working on-site during a trade show or event and need access to a specific area 
  • Differentiate between staff, contractors, couriers, visitors, and VIPs 
  • Make life easier for frequent and returning visitors 
  • Capture visitor photos 
  • Identify an unwanted visitor before they can gain entry 
  • Identify contractors who are installing or repairing equipment on site 
  • Identify guests who need access to certain areas of your building based on their credentials 
  • Assemble data for your visitor logs 

Checking in a high volume of visitors every day is time-consuming for your employees. It also opens up security vulnerabilities, as people and crucial information can slip through the cracks. Self-service kiosks allow workers to focus on other tasks while visitors can check themselves in without waiting around. They also ensure visitors do not skip any steps or miss providing essential information. VMSArticleIcons_AccessMgmt

2. Gates and Turnstiles for Enhanced Access Control to Building Premises 

Gates, doors, and turnstiles are the most common ways to control access to a building. Visitor management systems can integrate access controls, visitor badges, and RFID tags.  

Visitors swipe or scan their credentials through a reader to access entry points. These systems do not require a separate digital visitor log for each user, and you can configure them for two-way entry. Once someone accesses an entry point, they can leave again using this same method. 

Automating this process lets you plan your day-to-day operations more efficiently. As well as proactively preparing you for any unexpected events that may arise.  

Access reports provide valuable insights. Review data on-demand to determine how long your visitors spend on each floor of your building and which areas are most popular among them. That can help you rearrange your floor space and reconsider your marketing, especially in terms of: 

  • Targeting your marketing efforts on a particular floor or area  
  • On-site marketing materials like banners or posters that promote specific products or services  
  • Adding more signage or other visual cues to attract visitors to target areas 

In addition to controlling entries, you can also track activity through a real-time dashboard and visitor logs. Reliable reporting tools make it easy to identify who was in a secure area and when, protecting the safety of your building, staff, and data. 


3. Access to a Central Database of Third Party Watchlists 

Visitor security is paramount. In addition to a central database of internal watchlists, you should also be able to access third-party watchlists. A host of public and private organizations manage these lists. For example, the Federal Bureau of Investigation (FBI) maintains a list of known or suspected terrorists in the United States. 

Adding in watchlist screening for ITAR, no-fly-lists and other deny lists protects everyone in your building. 

Customized customer databases also capture information spanning the entire visitor lifecycle. This information improves customer service intelligence, providing relevant information about visitor preferences and needs. 


4. Contact Tracing, Contactless Sign In, and Other Health Features 

In the era of COVID-19, contact tracing is an important feature in any workplace. Contact tracing allows you to check visitors against a database of potential exposures. This makes it easier for you to detect and prevent the spread of COVID-19 in your workplace. 

Contactless sign-in features keep your desk staff safe. Touchless sign-ins eliminate employee interactions with unknown individuals and reduce physical contact points. As a result, you decrease visitor and employee health and safety risks. 

Digital visitor management systems also help with other health measures. For instance, real-time data on staff illness rates allows quick response to potential outbreaks. It's a cost-effective solution to ensure your business runs smoothly and safely. 


5. Instant Notifications of Visitor Sign-Ins 

Notification integrations are the secret weapon to revamp your visitor experience. Never miss a meeting, greet guests promptly, and receive immediate notification when a visitor signs in to the lobby kiosk.  

Custom integrations allow for notification by each employee's preferred communication channel. To name a few, SMS, email, phone, and Slack notifications are simple VMS integrations.  

In addition to enhancing the visitor experience, notifications are valuable emergency tools. Notify all visitors and staff signed into your visitor management system at the touch of a button. Provide crucial information such as muster points, emergency & evacuation management, and escape routes. 

VMS Benefits

Learn more about Visitor Host Notifications >


Start Using Visitor Management Software 

Efficiency and security in the modern workplace start with upgrading your visitor operating system. VMS software is your solution for automating important tasks like: 

  • Managing the flow of visitors 
  • Keeping track of who is going in and out of your building
  • Alerting you when someone is trying to enter when they shouldn't be there 
  • Custom notifications for sign-ins and emergencies 
  • Providing an audit trail for all guests, including who they were and when they came in or left  

Implementing a cloud-based visitor management solution is easier than you might think. Smart solutions integrate with existing workflows without requiring extensive training for your staff.   

Book your VMS demo today and discover why iLobby is the global leader in enterprise visitor management

Jeff Gladwish

Jeff Gladwish is the Chief Revenue Officer at iLobby where he spearheads the go-to-market strategy, driving the growth and adoption of our Facility and Visitor Management solutions. In 2023, Jeff was named one of Influitive’s Fearless 50 Customer-Led Marketing Leaders, an award that recognizes executives pushing the boundaries of customer marketing, advocacy, community, and loyalty.

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