Visitor Management Systems: A Closer Look at Their Operation

Visitor management system works by identifing guests, notifies hosts, and monitors their movement, ensuring security and efficiency.

Visitor management software plays a vital role in optimizing the guest welcoming procedure. This article delves into its operational intricacies, shedding light on its significance.

What is Visitor Management?

Visitor management is any welcoming protocol an organization follows to ensure they handle, record, and track all the people visiting their premises.

A visitor management system can sometimes be as simple as noting down the name of the visitor, contact details, and the purpose of the visit. Other times, it may include more services like escorting the visitor to their destination, giving them a company badge, and notifying the host.

Modern workplaces use cloud-based visitor management software, a digital receptionist. These self-help kiosks provide strong digital security while efficiently connecting visitors with their hosts.

The approach to visitor management will depend on the type of organization, the level of security required, and the data and physical assets they need to protect.

How Does a Visitor Management System Work?

A Visitor Management System (VMS) typically functions through a combination of hardware and software components designed to efficiently handle the process of welcoming and managing visitors within a facility. Here’s an elaboration on how it works:

Event Planning and Visitor Management:

  • Users can create, schedule, and manage events via the friendlyway Cloud Platform.
  • Visitors can be added individually or in bulk via Excel files.
  • Unique visitor IDs are automatically generated, and photos can be attached for ID badge creation.

Visitor, Event, and Invitation Management:

  • Users can manage visitor lists, remove specific visitors, and update event details.
  • Event invitations can be customized, sent in multiple languages, and managed in bulk.
  • Cancellation or rescheduling of events triggers automatic notifications to visitors.

In-person and Online Visitor Check-in:

  • Visitors check-in by presenting a valid ID at a kiosk; unauthorized visitors are denied access.

COVID Questionnaire and Document Signing:

  • Visitors can complete COVID questionnaires and sign documents during check-in.
  • Check-in process is fully customizable, allowing for tailored forms and documents.

Badge Printing and Access Provision:

  • Visitors on the event list can print ID badges at kiosks or pre-register for early access.
  • Access cards allow physical entry to designated areas via turnstile scanning.

Managing and Tracking Visitor Activity:

  • Real-time tracking of visitor check-ins, questionnaire responses, and signed documents.
  • Detailed visit logs available on the cloud platform.

Visitor Check-out:

  • Visitors check out by swiping their ID badges at turnstiles upon exit.
  • Automatic check-out for registered visitors; unauthorized exits are denied.

Post-event Emails and Notifications:

  • Option to send follow-up emails for feedback, additional forms, or content sharing.


  • Comprehensive reporting features including visitor check-in/out times and facility access.
  • Custom reports based on displayed content and visitor interactions.

In Summary-

Now that you understand what visitor management systems are about, you’re ready to venture and choose your visitor management partner. There are a bountiful number of cloud-based SaaS solutions available at this point.

Remember to think about your organisation’s needs, the type of visitors you usually get, and the visitor experience you want to give them. Of course, make use of those handy free trials that cloud service providers offer – they exist for your benefit.

As always, only you know what’s best for your organisation. Don’t be afraid to explore your options and switch your systems up to stay up-to-date with your needs. Choose wisely!