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The Features of a Good Visitor Management System

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Any business that relies on foot traffic needs a visitor management system (VMS) to track and monitor visitor behavior. But with so many visitor management solutions on the market, it can be hard to know which features to look for. In this article, we’ll explore the features of good visitor management systems and how they can benefit your business. Keep reading to learn more.

Visitor Management Systems

A visitor management system (VMS) is a software application used in organizations to manage and track visitors. A VMS can be used to check in visitors, issue badges, track visitor movements, and collect other information about visitors. This is essential for companies with a strict ITAR compliance checklist where visitors need to be checked in for security reasons.

The features of a good VMS vary depending on the organization’s needs but may include the following:

  • The ability to create custom badges with photos
  • The ability to print visitor badges on-site
  • The ability to check in visitors electronically
  • The ability to track visitor movements
  • The ability to collect information about visitors, such as name, company, the purpose of their visit, etc.

We’ll take a closer look at some of the most significant features below.

Ease of Use

When looking for a good visitor management system, it is important to consider how easy it is to use. The system should be easy to set up and operate, with minimal training required. It should also be easy to manage and update, with features that allow you to track visitors and control access.

A good system will make creating custom badges and reports easy and provide options for integrating with other systems, such as security cameras or access control systems. 

Visitor management systems should also have features that allow accurate reporting and analysis. This includes the ability to track visitors through different stages of their visit, as well as capturing data on who they are, what they did while at your facility, and when they left.

With this information, you can better understand how people move through your space and make changes to improve the visitor experience.

Integration Capabilities

A good visitor management system should have numerous features that allow for a smooth and efficient experience when checking in guests. One such feature is integration capabilities. This means that the visitor management system should be able to connect with other software used in the business, such as security systems or HR databases. This allows for data to be transferred quickly and easily between systems, eliminating the need for manual input and reducing the chances of human error.

Another important feature is self-service registration. This allows guests to check themselves using a kiosk or computer terminal without waiting in line or speaking to a representative. This can speed up the process significantly and reduce congestion at busy times. Other features that can be useful include facial recognition software, which can help identify guests more quickly and accurately, and an online dashboard that provides real-time updates on who has checked in and out of the facility.


A good visitor management system should have security features to protect visitors and the organization. The security features should include a login process, password protection, and visitor activity tracking. The login process should require visitors to provide their name and contact information before they are allowed into the building. Password protection should ensure that only authorized personnel can access the visitor logs.

The tracking of visitor activity can help identify any unauthorized visitors who may be attempting to gain access to confidential information or areas of the building.

Overall, having a good visitor management system is important because it helps keep track of who is in the building and where they are at all times. This is crucial for security reasons and ensures that everyone is accounted for in an emergency.