How to Choose the Right Visitor Management Software

Visitor management software is now becoming an essential tool for many businesses as a new and efficient way to greet and handle visitors. It can perform a number of different tasks and has customisable options to help it seamlessly blend into your business and its branding.

There are many different types of visitor management software available, so it is important to look at the needs of your business in order to identify the one that is right for you. In this article, we assess the visitor management software options to help you make the right choice.

What is visitor management software

The reception area of a business can be a busy place, and so visitor management software has been brought in to help streamline many of these processes. It can be set up to collect whatever information from your visitors that you need, and can tie into appointment calendars, helping to inform staff when a visitor arrives and ensuring that meeting rooms are booked.

Once a visitor has signed in using the software, it can print a personalised visitors badge for them, log their arrival and even tell them where they need to go next. This can mean that receptionists are not needed in the same way and can free them up to perform other tasks, whilst also enhancing security and making the business more efficient.

Business needs

When investing in visitor management software, it is important to look at what your business needs it to do.

By looking at your own needs first, it becomes much easier to narrow down the options that are out there to find the software system that is right for you.

This can be done by thinking about the number of visitors that you need it to be able to deal with, the information that you need it to collect, and the systems that you might need it to integrate with. Once you understand your own needs, it is much simpler to find the visitor management system that is the right fit.


Compliance looks different in every type of industry, so you need to have a full understanding of what rules you are bound by. Whether it is GDPR laws or regulations that are more industry specific, you need to ensure that you are compliant at all times, and this includes your visitor management software.

It is therefore important that you look for solutions that have been designed with these laws in mind, to help them meet your needs more effectively. The visitor management software that you choose will need to have all of your required security features and should be able to capture the data that you want.


In most cases, businesses will want their visitor management software to integrate with other systems that are already in use. This might mean that it will need to link to access control systems, booking software, appointment diaries, security cameras or databases.

You should start by making a list of all of the systems that it will need to be able to work with, to enable you to check that the visitor management software you have chosen will integrate correctly.


Visitor management software is required to handle a lot of sensitive data, both on behalf of your business and your visitors, so it is crucial that it is fully secure.

Before opting for any type of software, it is essential that you check whether it offers security features such as data encryption, secure storage and multi-factor authentication so that you can be confident that you have taken all necessary precautions.


In order for visitor management software to be effective, it needs to be easy for everyone to use. Your employees will need to be able to get to grips with it in order to effectively set up meetings, and your visitors should be able to use it with little or no support in order for it to deliver the efficiencies that you are looking for.

It is therefore important that you get to use the software before you invest in it, so that you can see how it works for yourself. Visitor management software that is difficult to use will often be under utilised, which can then have a direct impact on security, productivity and visitor satisfaction.


In order to ensure that your business is inclusive for everyone, you should also check what accessibility features are on offer. This might include text to speech features, translation abilities or different text styles to ensure that everyone who enters your business is able to use it.


You will want your visitor management software to look as though it is another part of your business, so you will need a range of customisation features. This will help it to fit in with your branding and colour schemes to give it a more professional feel.

You should also be able to customise the data that it collects, the messages that it displays and the way in which it works, so make sure that you check the software you are looking at provides the flexibility that you need.


We know that things can go wrong from time to time, no matter how good they are, so you should also consider what support is on offer.

You should look at what services your software provides to help you fix problems or understand features that might be causing you headaches. As a business, it is important that you resolve any issues as quickly as possible, so check what each package offers to get you back on track when you need it.


Every business has a budget, so you need to consider what the real costs of the software will be. Look at what licences might be needed, whether there are monthly subscriptions and think about any add-ons as well as the initial setup costs.

Visitor management software is a great way to improve workflows as well as enhancing safety and being more professional, so make sure you do your research and pick the right option for your business.

Get Started With VMFree!

Looking for a fast, convenient, secure, and FREE visitor management solution? Here at VMFree we offer a free visitor management solution for businesses who are looking for cheap and effective solution to managing a range of visitors from clients to contractors.

Get in touch with our team today and we’ll do all we can to help!

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