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6 Must-Have Features in Your Visitor Management System

In today’s hectic world, managing visitors efficiently is a cornerstone of a secure and welcoming environment. Whether you’re overseeing an office space, organizing events, or running a facility, ensuring a smooth and secure entry process is crucial.

That’s where a visitor management system or software (VMS) comes into play, offering you a comprehensive set of tools to elevate your visitor experience. In this blog, we’ll walk you through six must-have features that will simplify your visitor management processes.

Efficient Registration Process

Look for a system that provides straightforward data entry and validation. This ensures accuracy in information capture, reducing errors and avoiding unnecessary complications. An efficient registration process not only saves time for your visitors but also boosts the productivity of your staff. This, in turn, creates a win-win situation for everyone involved.

Consider visitor management software that offers customizable registration forms. This feature allows you to tailor the registration process to your needs, collecting the information that matters most to your organization. An efficient and flexible registration process sets the foundation for a positive experience, leaving a lasting impression on your guests.

According to Greetly, this system provides a seamless experience with its preregistration feature. This functionality allows guests to register in advance, streamlining the check-in process and saving time for hosts and guests. It also enhances communication by offering pre-appointment confirmations. This ensures that appointments are confirmed ahead of time for a more organized and efficient VMS.

Real-Time Check-in and Check-Out

Ensure your visitor management system provides real-time check-in and check-out capabilities. This feature enables immediate tracking of guest arrivals and departures, enhancing security measures and keeping you informed about who is currently on-site.


Choose a VMS that offers instant notifications to hosts upon guest check-in. This proactive feature ensures hosts are aware of their guests’ arrival in real-time, allowing for prompt and personalized greetings. With real-time check-in and check-out, you can elevate security protocols while creating a more efficient VMS.

Customizable Badge Printing

Opt for a VMS with customizable badge printing capabilities. This functionality allows you to tailor visitor badges to your specific branding and security needs. Customize badges with essential details like guest names, photos, and purpose of visit for quick identification.

Look for a solution that provides versatility in designing badges., accommodating various access levels or visitor types. This ensures that your organization can adapt the badge system to different scenarios, promoting a versatile and efficient visitor management process.

In modern VMS, this feature is seamlessly enabled through the integration of automation and Artificial Intelligence (AI). This integration automates the badge creation process, allowing for personalized and standardized badges with important visitor information. Moreover, AI capabilities allow VMS to intelligently design badges, ensuring a professional and secure identification experience for everyone.

To gauge the impact of automation and AI, let’s refer to Deloitte’s recent study on organizations. According to the study, more than 50% of organizations are expected to embrace AI and automation systems in 2023. The study indicates the scale of these cutting-edge technologies in every area of business.

Host Notifications

Ensure your visitor management system includes a robust host notification feature. This functionality instantly alerts hosts upon visitor check-in, allowing for prompt and personalized greetings. With active host notifications, hosts can stay informed in real-time, contributing to a more efficient and responsive VMS.

Opt for a solution that offers customizable notification preferences. This allows hosts to receive alerts through their preferred communication channels, ensuring timely responses. Host notifications not only enhance the overall guest experience but also foster a sense of security and personalized service. This makes every interaction more meaningful and efficient.

Regulatory Compliance

To stay compliant with regulations and legal requirements, businesses are increasingly embracing VMS. The need for regulatory compliance is propelling the VMS industry toward promising prospects amid various driving factors. This factor acts as a strong driving force for the industry, as mentioned by MarketsandMarkets.


Today’s stringent business environment requires companies to adhere to data protection laws, industry-specific regulations, and privacy requirements. Traditional visitor logs are unable to fulfill these requirements, leaving businesses to face unwanted legal actions.

Choose a visitor management system that prioritizes regulatory compliance. Look for features that enable data encryption, secure storage, and adherence to industry-specific regulations. A robust VMS ensures that your organization meets legal requirements, mitigates risks, and creates a secure environment for both visitors and the business.

Integration With Security Systems

Opt for a visitor management system that seamlessly integrates with security systems. This integration enhances access control measures, ensuring a reliable security approach. When your VMS is actively connected to security systems, it creates a unified solution that strengthens overall safety protocols.

Look for a solution that easily interfaces with existing security infrastructure. Integration with access control, surveillance, and alarm systems allows for real-time monitoring of security events.

Final Thoughts

As the VMS industry grows, organizations must prioritize adopting advanced features in their systems. According to Market Research Reports, the global visitor management systems industry is poised for promising growth.

In 2023, the market is expected to reach $1117.4 million, with a projected growth rate of 6.3%, bringing it to $1612.1 million by 2029. The promising growth of the industry underscores the significance of staying ahead in terms of technology.

The six must-have features explored in this blog collectively contribute to a robust and forward-thinking visitor management strategy. By leveraging these features, organizations can not only enhance security measures and streamline processes but also elevate the overall visitor experience.