Visitor Management System FAQs

What is a visitor management system (vms) / software?


A visitor management system (vms) is a solution that allows organisations to streamline their visitor management process, using technology to monitor and record visitor information. 


Visitor management system uses software, hardware, and database to enable preregistering visitors, effective communication, express check-in, interactive mapping, and workflow.

Read about the best visitor management solution features.


What are the different types of visitor management systems?

1. Traditional visitor management 

  • Need to wait in a queue to check-in 

  • Visitors are lost in the building 

  • Congest reception  

  • Taking a journey through security barriers 

  • Sign-in with paper and pen

  • Can't integrate with other systems

  • Still require a manual process

Read why we think visitor management apps or signing in with an iPad is not efficient.

2. Modern Visitor Management System


  • Impress your visitors from a meeting invitation 

  • Touchless and express sign-in system

  • Decongest reception 

  • Include more features, such as wayfinding, host notification, pre-registration, thermal imagining, voice activator, motion sensors, virtual receptionist. 

  • Visitor management software integration

3. Legacy on-site software


  • Can be costly to purchase initially 

  • Requires a physical presence in your office Requires maintenance, upkeep, and updates 

4. Cloud-based visitor management system

  • Cost and time-efficient 

  • Is secure 

  • No hardware maintenance or repairs 


Source: Forbes 


How does a visitor management system work?


Visitor management systems (vms) combine technology, security, communication and analytics to not only provide a great first impression, protect your staff and visitors, but also the tools for Facilities Managers to keep the building running effectively.


How does Vgreet visitor management system work?


Vgreet visitor management system manage visitors by delivering an intuitive and connected workplace, integrating with Proxyclick and Condeco which makes meeting room booking and meeting scheduling with Microsoft 365 easy. Our partnership with Moneypenny gives visitors instant support through Vgreet's kiosk while visitors are checking in.

You can read more about:


Benefits of using visitor management systems


Using visitor management systems solves many problems:

  • A safe visitor experience

  • A safe employee experience

  • A safe reception environment


We’ve delivered key messages and benefits of using visitor management solutions to 5 personas especially:

Most visitor management starts with one simple task: to improve the all-important first impression. However, in this era you can be more ambitious with other visitor management system benefits:

  • A safe workplace strategy with efficient communications that you take employee and visitor safety seriously.

  • Pre-registration for expected visitors, motion sensors and voice recognition for a simple and touchless sign-in.

  • Drastically reduced transition times through the reception area with express check-in features minimise congestion, even at busy periods.

  • Remote receptionists upgrade the staff and team safety whilst maintaining a ‘service-first’ culture.

  • Integrations with key partners who specialise in their respective areas enhance the service delivery.

  • Fast returns on investment.

  • Flexibility designed into the solution, customised visitor journeys cater to every enterprise-grade need and can be accommodated with ease.

Read more about Vgreet visitor management system's benefits.


Who can use a visitor management system?


Anyone can use a visitor management system! From airports and hotels, to hospitals, schools and commercial buildings. The benefits of using a visitor management solution can be seen by any type of building in any industry.

Examples are:

Companies that are using Vgreet visitor management system include:


Contact us if you’d like to hear how a visitor management solution can help your organisation.


How to choose the best visitor management system?


1. Think about your visitors


Start walking the customer journey and think of your visitors. Spend one day with an employee, a contractor and a visitor and watch how they use your building, what things do and don’t work, question them about what needs to change.

2. Evaluate your front desk service 

Different types of reception face different challenges, calculate your workplace's digital efficiency to understand how many staff you actually need at busy times and how your visitor management solution can enhance front desk service.

Read more about what we mean by breaking the paradigm.

3. Start talking “return on investment” not cost


Budgets as a term are replaced by returns on investment and returns on the experience you delivered.

4. The seamless experience


With visitor management techniques and best practices in mind, question if your visitor sign-in system has touchless procedures, ensure employee safety in reception, and impress your visitors no body else can.


5. Read reviews

Capterra or Google Reviews are helpful websites to compare which visitor management solution suits you the most.

Read more about how to choose the best visitor management system supplier.


What are the visitor management systems (VMS) in the UK?


Here are a range of visitor management systems (vms) in the UK, each bringing a variety of benefits to the modern workplace.

Examples of visitor management systems include:

  • Vpod

  • Proxyclick

  • Condeco

  • Moneypenny

  • iLobby

  • Greetly

  • Sign in app


Vpod create unique tech solutions combining people and technology to drive customer satisfaction and profitability.

Vpod provide end to end solutions for companies wanting to improve engagement with their customers whilst reducing costs and increasing sales. They work with individual organisations to automate, personalise and transform customer experience journeys – keeping people in the process where and when necessary in order to build trust and provide a great service at an affordable price.


Proxyclick is a cloud-based visitor management platform built for the best-of-breed needs of the global enterprise and helps trusted brands across every industry to transform the way they welcome their visitors and contractors. Proxyclick’s clients include L’Oréal, Revolut, PepsiCo, Audi, and other global Fortune 500 companies with both offices and production sites. With more than 30 million visits registered in 7,000 locations around the world, Proxyclick’s solution allows organisations to minimise security and compliance risks while upholding privacy rights.

Proxyclick’s new features aim to provide enterprises with a contact-free check-in solution for every step of the visitor journey and employee experience. With millions of employees, visitors, and contractors set to re-enter corporate premises around the world, these solutions will allow organisations to perform sufficient due diligence to mitigate liability risks. The new offering introduces a completely contactless solution with no physical interaction necessary from check-in to check-out of a facility.

See how Proxyclick integrates with Vgreet.


Condeco  create workplace management and meeting schedule software for enterprises around the world.

Condeco’s major USP is Condeco Sync; no matter where you make your meeting room booking, Condeco keeps the room directory up to date so that real-time availability is accurate to the minute. It also extends its visitor data via its API to industry-leading tools like Proxyclick and Vpod.

See how Condeco integrates with Vgreet


Moneypenny  is the world’s leading outsourced provider to small and large businesses for delivering brilliant customer conversations. Established in 2000 and based right here in the UK, Moneypenny’s 1000-strong team delivers telephone answering, live chat, switchboard and customer support services to over 21,000 businesses. Each and every client benefits from their unique mix of extraordinary people and ground-breaking technology to answer calls and live chat exactly as if based in-house.

With Moneypenny, you’ll have a dedicated receptionist, on hand 24/7 to look after everything your in-house team does and more - now including on-demand video concierge support. Briefed by you and accountable to your business, you’ll rely on the flexible support of your very own Moneypenny Receptionist whenever your team is busy or unavailable. 

Award-winning - 6x featured in The Sunday Times Top 100 Best Companies to Work For

  • Trusted - 20 million calls & chats looked after on behalf of sole traders and global enterprises

  • Leading - The world’s #1 outsourced communications provider

  • 24/7 - Every customer managed seamlessly around the clock from their UK head office

Read more about Vgreet and Moneypenny’s partnership.


Greetly is an office visitor sign-in system and check-in app with instant reception notifications, visitor photos, badges, eSignatures and a cloud-based log.

Sign in App

Sign In App is a visitor management app for visitors and staff registration, providing visitors with the information and documentation they required for their visit as well as allowing staff members to sign in from their mobile or while on the road.


Emphasising on its security level, iLobby is a visitor management system which simplifies the process of screening visitors by monitoring the visitors in the building, streamlining the visitor sign-in process, automate security and compliance automation, and physical access control.


Read our thought-provoking insights on Visitor Management System

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