With the global Visitor Management System (VMS) market set to grow from $2.75 billion in 2024 to over $6 billion by 2030, it’s clear that businesses are moving from outdated manual systems to digital solutions.
This shift is driven by the rise of visitor pre-registration, contactless tech, and AI, which are enhancing security, efficiency, and the visitor experience.
As visitor traffic increases, manual check-ins are no longer a sustainable option. A modern visitor registration system helps eliminate bottlenecks, ensure compliance, and provide a seamless experience.
But with so many options, how do you choose the best fit for your facility?
This blog will guide you through the key features to consider and compare top solutions, helping you find the right visitor registration system for your needs.
What are the Best Visitor Pre-Registration Systems Right now?
Here are the top 5 visitor pre-registration systems that excel in helping facilities like yours to manage visitor access with ease and efficiency:
- Visitly – Seamless, customizable visitor management.
- Envoy – Intuitive visitor check-ins and tracking.
- Eptura Visitor (Proxyclick) – Advanced reporting and security features.
- SwipedOn – Easy health screening and compliance.
- FacilityOs (iLobby) – Scalable, high-security visitor solution.
1. Visitly
A flexible and secure visitor management system that integrates seamlessly with existing infrastructure, offering customizable registration forms and real-time visitor tracking, all available at a cost-effective pricing – a clear win over the regular visitor register price.
Key Features:
- Customizable registration forms that meet specific compliance and security needs.
- Seamless integration with existing HR, access control, and security systems.
- Real-time visitor tracking and instant alerts.
- Automated pre-registration and employee check-in to streamline visitor flow.
- Mobile and desktop accessibility for on-the-go management.
Pricing: Visitly offers flexible pricing tailored to company size and specific requirements. Pricing starts at $49/month for smaller organizations, with scalable options for large enterprises.
Best Suited For: Large enterprise requirements, such as manufacturing visitor management, transportation, and healthcare that require secure, compliant, and customizable solutions.
2. Envoy
An intuitive and user-friendly system for managing visitor check-ins, with customizable flows and integration capabilities for smooth workplace operations.
Key Features:
- User-friendly interface for easy check-ins.
- Customizable visitor flows, from registration to badge printing.
- Integrations with HR and access control systems.
- Real-time visitor tracking and the ability to notify employees when their guests arrive.
Pricing: Envoy starts at $109/month for small businesses, with pricing tiers based on features and company size.
Best Suited For: Tech companies and professional services firms that need a sleek, intuitive visitor management system.
3. Eptura Visitor (Proxyclick)
A comprehensive visitor management solution focused on compliance and security, offering advanced reporting, real-time tracking, and customizable check-in processes.
Key Features:
- Custom check-in screens that collect visitor data specific to your industry.
- Advanced reporting and analytics to track visitor trends.
- Real-time alerts and reporting on visitor entry and exit.
- Compliance-driven features such as background checks, NDA signing, and photo ID scanning.
Pricing: Custom plans for larger organizations.
Best Suited For: Enterprises in sectors like healthcare, finance, and compliance-heavy industries that need detailed reporting and robust security features.
4. SwipedOn
A mobile-friendly visitor management system designed for ease of use, featuring health screening capabilities, ID scanning, and customizable reporting for security-focused industries.
Key Features:
- Visitor health screening to ensure compliance with industry-specific health protocols.
- ID scanning for added security and compliance.
- Customizable reporting for insights into visitor flow, peak times, and security logs.
- Mobile app for managing visitors on the go.
Pricing: SwipedOn starts at $55/month, with pricing based on the number of locations and features.
Best Suited For: Healthcare, manufacturing, and logistics companies that need both security and health compliance features.
5. FacilityOs (iLobby)
A highly secure, scalable solution offering customizable visitor check-ins, photo ID scanning, and detailed reporting, ideal for high-security environments and large organizations.
Key Features:
- Scalable solution with advanced security features, including photo capture and visitor ID verification.
- Custom reporting tools for tracking visitor information and operational metrics.
- Highly customizable visitor check-in process to meet specific compliance and security needs.
Pricing: The corporate plan starts at $199 per month, with enterprise solutions also available.
Best suited for: High-security industries, such as healthcare and manufacturing, that require detailed compliance and visitor tracking.
What are the Key Features in a Visitor Pre-Registration System?
These are the features that matter most when selecting the right system for your facility, highlighting the importance of visitor management system:
1. Customizable Visitor Registration Forms
2. Real-Time Visitor Tracking and Alerts
3. Seamless Integration with Existing Infrastructure
4. Automated Pre-Registration and Check-In
5. Enhanced Security and Compliance
6. Customizable Reporting and Analytics
7. Multi-Device Accessibility
1. Customizable Visitor Registration Forms
A good visitor registration form should be adaptable to your unique needs. It should allow easy customization for capturing:
- Contact details
- Compliance data
- Health screening information
- Visitor preferences
For example:
- Manufacturing industry: Track safety protocols and certifications
- Healthcare facilities: Capture health-related information due to pandemic regulations and upgrade visitor management for healthcare facilities.
2. Real-Time Visitor Tracking and Alerts
Tracking visitors in real-time allows you to maintain tight control over who enters and exits your premises.
A visitor pre-registration system should provide instant updates and alerts to security personnel and employees about visitor arrivals, exits, and any changes to pre-registered details.
This feature is handy in industries such as transportation and healthcare, where timely alerts can significantly enhance security and compliance management.
3. Seamless Integration with Existing Infrastructure
Tracking visitors in real-time helps maintain tight control over who enters and exits your premises.
A visitor pre-registration system should provide:
- Instant updates and alerts for visitor arrivals and exits
- Notifications about changes to pre-registered details
This feature is handy in:
- Transportation: Ensures smooth, secure access control
- Healthcare: Helps maintain compliance and prevent security breaches
4. Automated Pre-Registration and Check-In
An automated pre-registration system saves time by allowing visitors to register online before arriving.
Key benefits include:
- Enhanced guest experience with reduced wait times
- Visitors receive digital badges, parking instructions, and access credentials in advance
- Improved workplace safety by ensuring all necessary information is collected before arrival
5. Enhanced Security and Compliance
Security is a primary concern for large organizations, especially in regulated industries.
A visitor pre-registration system should offer:
- Photo ID scanning for identity verification
- Background checks to ensure safety and compliance
- Digital signature capture for secure agreements and acknowledgments
This is particularly crucial in industries like:
- Healthcare: Ensures strict adherence to safety and compliance protocols
- Manufacturing: Meets industry regulations governing visitor access and safety
6. Customizable Reporting and Analytics
Access to detailed reports enables the monitoring of visitor trends and tracking of peak times.
Key reporting benefits include:
- Customizable reporting based on specific needs (e.g., visitor frequency, compliance records, operational bottlenecks)
- Insights into system performance, enabling better decision-making
- Optimization of resource allocation to improve efficiency and effectiveness across departments
7. Multi-Device Accessibility
The system should be accessible across all devices, including desktops, tablets, and mobile devices, for maximum flexibility and usability.
Benefits include:
- On-the-go management for receptionists, security, and facilities teams
- Real-time updates to ensure a smooth visitor experience at all times
- Increased efficiency for staff by allowing them to stay informed from anywhere
How Visitly Compiles All the Key Features of the Best Visitor Pre-Registration System?
After comparing the top visitor pre-registration systems, it’s clear that Visitly stands out as the best choice for large enterprises in manufacturing, transportation, and healthcare.
Check out the comparison table and see for yourself:
Visitly’s comprehensive features, combined with its scalability, security, and ease of use, make it the most robust and reliable visitor pre-registration system on the market.
Here are more reasons why facilities are upgrading to Visitly:
- Customizability: Visitly offers a fully customizable visitor registration form, allowing you to capture industry-specific data.
- Seamless Integration: It seamlessly integrates with your existing HR and security systems, ensuring smooth operations with minimal additional overhead.
- Real-Time Tracking and Alerts: The system enables immediate visitor tracking and instant alerts, ensuring security and compliance in real-time.
- Cost-Effectiveness: With a pricing structure that starts at $49/month, Visitly is a cost-effective solution that scales with your organization’s needs.
Conclusion: Choose the Best Pre-Registration System for Your Facility
Selecting the right visitor pre-registration system is essential for enhancing operational efficiency, ensuring security, and maintaining compliance. The key features outlined in this blog—such as customizable visitor registration form, real-time visitor tracking, and seamless integration—should be top priorities when evaluating different solutions.
After comparing the best systems, Visitly emerges as the clear winner due to its ease of use, flexibility, security, and scalability.
Whether you’re in manufacturing, healthcare, or another industry, Visitly provides the tools you need to manage visitors effectively and securely.
FAQs
1. What is a Visitor Pre-Registration System and Why is it Important?
A visitor pre-registration system streamlines the check-in process by enabling guests to register online prior to arrival. It enhances security, compliance, and the overall visitor experience.
2. How Does a Visitor Pre-Registration System Improve Security?
These systems help secure your premises by capturing necessary visitor details, performing background checks, and enabling photo ID scanning for identity verification, ensuring compliance with safety protocols.
3. What Key Features Should I Look for in a Visitor Registration System?
Key features to consider include customizable registration forms, real-time tracking and alerts, seamless integration with existing systems, and enhanced security features such as ID scanning and background checks.
4. Is the Visitor Pre-Registration System Secure and Compliant with Industry Standards?
Yes, most visitor pre-registration systems are designed to meet industry-specific security certifications and compliance standards, ensuring the protection of sensitive data and adherence to privacy regulations.
5. What is the Cost of a Visitor Pre-Registration System for Small Businesses?
Pricing for visitor pre-registration systems typically starts at $49/month for smaller businesses, with scalable options available to accommodate larger enterprises and additional features.
