Best Visitor Management Software of 2026

Here's what we'll cover:

What you need to know about visitor management software

What is visitor management software

Essential features of visitor management software

Benefits of using visitor management software

How to choose the best visitor management software for your business

Software related to visitor management

More resources for your visitor management journey

What you need to know about visitor management software

Visitor management systems are designed to simplify the process of handling and monitoring visitors. The platform can automate various tasks related to visitors’ check-in and check-out, for example, visitor registration and identification.

To give you an idea of the market, we have over 240 visitor management software vendors on our site, and we’ve published more than 550 reviews in the past year alone. 

Visitor management software is typically priced on a "per month" basis, starting at an average of $109 for basic functionalities. For businesses that require enhanced features, this software typically averages $205 per month, while large enterprises will require more advanced plans that can cost $294 per month. [1]

First-time buyers should begin evaluating with a budget, number of users, specific use cases, and necessary integrations in mind. Ensure you've consulted with stakeholders on a list of critical questions to help you evaluate systems based on your needs, such as:

• Does the software allow businesses to customize visitor registration forms? 

• What visitor data can be tracked? 

• Does the software enable businesses to manage recurring visitor schedules and appointments?

Because there are so many different vendors, choosing the right option can be a long, daunting process. In this guide, you'll learn about the essential components of visitor management software, get step-by-step guidance on how to choose the right solution for your business. Reach out to schedule a consultation with any of our experts.

What is visitor management software?

Visitor management software helps organizations build or manage visitor management policies. Earlier, visitor logging was done with physical sign-in sheets. But these are time-consuming tasks, more prone to errors, and may create a security risk if the logging sheet is not protected properly. On the other hand, a digital visitor management system enables organizations to automate the capturing of visitor data and identification of visitors.

Essential features of visitor management software

When analyzing visitor management software solutions to choose the best platform for your business, it is essential to learn about the key features you can expect. Some functionalities, such as registration management and visitor tracking, are fundamental and available in every visitor management software, while other features, such as self-check-in/check-out, watch list, and badge management, are still common. By comparing user reviews and feedback from industry professionals, we've identified what are considered core features of visitor management software to guide your decision.

Core visitor management software features

Common visitor management software features

Benefits of using visitor management software

Our analysis of 598 user reviews [2] from the past year shows that user experience, customer service, and implementation management are the top-rated benefits of visitor management software:

• Enhanced user experience: The software streamlines the visitor check-in process and reduces wait times, offering guests a sleek and welcoming experience.

• Security management: The software improves overall security by accurately identifying and monitoring visitors entering a building and ensuring only authorized people gain access.

• Customization: The software’s ability to customize the visitor experience allows organizations to best align with their brand’s look and feel and requirements. 

How to choose the best visitor management software for your business

Step 1: Define your requirements

Before choosing visitor management software, it is essential to define certain requirements for your business. In addition to evaluating the software's features, you should also consider budget, training assistance, and required integrations. 

What is the cost of visitor management software?

It is quite difficult to generalize the pricing of visitor management software as various factors may contribute to its cost, including:

• Reports and statistics required

• Desired features

• Number of locations

• Approximate count of visitors 

• Integration capabilities

According to our analysis, visitor management software’s basic model pricing typically starts at an average of $109 per month, while mid-tier subscriptions cost around $205 for more advanced features. Large enterprises that need more advanced features cost around $294 per month. [1]

Integration capabilities

When choosing visitor management software, it is important to check whether it can seamlessly integrate with other existing software, such as HR, video surveillance, access control systems, and customer databases. For instance, integrating visitor management software with access control systems enables automatic door access for registered visitors, offering them a streamlined entry process. 

Step 2: Make a shortlist of visitor management software

With so many visitor management software options available, it may be challenging to choose the best one for your business. However, with adequate resources and support, selecting the right software could become easier. 

Explore our list of visitor management FrontRunners

If you’re not ready to speak to an expert just yet, you can also start compiling your shortlist of visitor management software with our FrontRunners report. Only products that earn top user ratings make this list. To be eligible for consideration, a product must:

• Have at least 20 unique user reviews in the last 24 months

• Be a stand-alone visitor management software product

• Offer these features:

  • Visitor tracking

  • Registration management

Check out our full methodology description for more details on how the report is compiled.

Step 3: Pick your best option

Once you’ve shortlisted some options, the next step is to look at vendor demos. Utilizing demo sessions can help you understand features, learn about pricing, and make the right investment. Staying prepared is key to getting the most out of these sessions.

How to prepare for vendor demos

Set up time for demo sessions with each shortlisted vendor to get a better understanding of their products. Do not miss an opportunity to ask specific questions about features, pricing models, technical support, training resources, and any other factors important for your decision-making process.

Some key questions to ask vendors during demos include:

How does the software manage visitor registration?

Managing visitor registrations is crucial as it enables organizations to allow visitors to enter buildings or premises. Therefore, it is ideally important to ask how visitor registration is handled by the software. Identify whether the software can capture important details during registration, such as the purpose of the visit, name, company, and valid ID proofs, so that only authorized visitors can visit the building. 

What type of visitor data is tracked by the software?

When considering visitor management software, ask what type of visitor data it tracks. Also, identify how the data is collected and secured, and how it can be used to enhance the visitor experience within the organization. 

Does the software allow for preregistration of visitors?

By enabling visitor preregistration, organizations can enhance the visitor experience and minimize congestion in office premises. Hence, it is essential to understand if the software offers the functionality to preregister visitors. 

What kind of support and training is provided?

When selecting visitor management software, select a vendor that provides the level of customer and technical support and training you need. Make sure the vendor offers a walkthrough of the product so that you know how the software works exactly. Ongoing support is also important to fix issues quickly and avoid delays in providing customer support. 

Step 4: Implement the new visitor management software

Once you’ve made a final selection of the visitor management software, it is now time to start implementing the new product. Whether you are moving from one visitor management software to a new one or using it for the first time, you should consider the following factors:

• Plan the data migration. In case you are switching from the old software to the new one, evaluate how you’ll move previous data and integrate the software with other tools, such as video surveillance or HR software. Categorize the data based on business needs and plan the migration in cycles so that you don’t forget to transfer the most crucial data to the new software. 

• Schedule training. Adaptation to the new software may involve learning new features and workflows. Therefore, it is essential to conduct training sessions for HRs/employees who will be utilizing the software to allow outside visitors to enter a building. 

• Customize the software to match your needs. Many visitor management software platforms allow you to customize workflows and personalize the user interface according to your company branding.  

Software related to visitor management 

Depending on which visitor management software you choose, you may have to integrate or use some similar software types to keep your office premises secure. Some types of software that are closely related to visitor management but may or may not be included in your visitor management system include:

• Facility management software: Designed to help handle buildings’ operations, assets, and maintenance, this tool can help property owners, facility managers, and landlords monitor and analyze building management processes from a centralized platform. 

• Identity management software: Designed to help manage user identities and control access to digital resources, this tool enables IT administrators, security teams, and business leaders to verify users, enforce security policies, and streamline access management from a centralized platform.

More resources for your visitor management journey

• Avoid Pitfalls During Your Facility Management Software Implementation by Learning From Buyers With Experience

• 7 Top-Rated Work Order Software

About our contributors

Author

Smriti Arya is a writer at Software Advice, where she helps small businesses find the right software solutions. She draws insights from over 550,000 user reviews and nearly 48,000 interactions between Software Advice advisors and buyers.

Before joining Software Advice, she covered lifestyle, education, and technology trends. Her work has appeared in Medium and Canadian publications like Business in Vancouver and Canadian HR Reporter.

Editor

Parul Sharma is a content editor at Software Advice with expertise in curating content for various niches, including SaaS, digital marketing, and search engine optimization. With over half a decade of experience in content writing and editing, Parul has the expertise to simplify complex terms into engaging, valuable content for targeted audiences. She completed her graduation and post-graduation in English literature from Delhi University and was awarded the Dr. Asha Sahni Memorial Award for being the highest scorer in her graduating class.

Parul has contributed to the news, lifestyle, education, and health verticle of DNA India, India’s premier media channel. Outside of work, she can be found curating healthy recipes, coloring in mandala books, and spending quality time with her family.

Sources

1. Software Advice software pricing data: Only products with publicly available pricing information and qualified software products within the category, as of May 2024, are included in the pricing analysis. Read the complete methodology.

2. Software Advice reviews data: Software Advice reviews are collected from verified users for individual software products. For this report, we analyzed reviews from the past year as of the production date. Read the complete methodology.