Insider's Guide to Visitor Management System
What is Visitor Management?
Visitor Management is a process that helps organizations track people visiting their premises. Traditionally, businesses relied on manual registers at security entrances to record visitor details.
Today, with advanced technology, a Digital Visitor Management System has replaced manual methods, enabling secure visitor tracking with multiple operational advantages.
Types of Visitor Management System
Visitor Management Systems are no longer optional—they are a necessity. Let’s look at the different types used by organizations today.
- Manual Visitor Management System – Traditional register-based entry handled by security personnel.
- Cloud-Based Visitor Management System – SaaS-based solutions accessed via the cloud on subscription.
- On-Premises Visitor Management System – Software hosted on an organization’s own server.
Types of Visitors
Visitors generally fall into two categories:
- Invited Visitors – Guests with pre-scheduled meetings
- Direct Visitors – Walk-ins or reference-based visitors
Role of a Visitor Management System
The role of a Visitor Management System is to help organizations create structured, secure, and searchable visitor data policies.
For example, running a marketing campaign targeting recent visitors is extremely difficult with registers. A digital system delivers this data instantly with just a few clicks.
Advanced Visitor Management System
Modern Digital Visitor Management Systems allow organizations to manage, track, and analyze visitor data in real time—accessible from smartphones or laptops.
Manual Registers vs Digital Visitor Management System
Manual: Handwritten entries at security desks.
Digital: Mobile, tablet, PC, or QR-based self check-in.
Manual: Slow and queue-prone.
Digital: Fast, contactless, and automated.
Manual: Easily accessible and vulnerable.
Digital: Credential-based access with secure cloud storage.
Manual: Easily altered.
Digital: Secure, tamper-proof storage.
Manual: Risk of fire, water damage, theft.
Digital: Cloud backups and downloadable reports.
Manual: None.
Digital: Meeting alerts, arrival notifications, approvals.
Manual: Guesswork-based statistics.
Digital: Dashboards, analytics, and decision-ready insights.
Benefits of Digital Visitor Management System
- Touchless Check-in / Check-out
- Improved Security
- Time Saving
- Instant Notifications
- Visitor Tracking & Reports
- Meeting Management
Looking for the Best Visitor Management System?
Features of VizMan
- QR-Based Self Check-in
- Photo & ID Proof Capture
- Meeting Scheduling & MoM
- Email, SMS & WhatsApp Notifications
- VIP & Blacklist Management
- Visitor Pass (Print / ePass)
- Attendance & Parking Management
- Advanced Analytics & Reports
- Android & iOS Apps
In today’s digital era, visitor and meeting management automation is essential. A structured system improves security, saves time, and helps organizations focus on growth.
“What I have fun with is transforming creativity into business reality.”
— Bernard Arnault, Louis Vuitton
