Key takeaways
- A visitor management system improves security by verifying guests and controlling access.
- Digital visitor logs offer accurate, searchable records for audits and compliance.
- Automation reduces staffing costs while improving operational efficiency.
- Residents enjoy greater convenience and control over guest access.
When visitors arrive at your property, whether they’re friends stopping by a resident’s apartment, a contractor performing maintenance, or a courier delivering a package, their check-in process matters. It’s the first interaction they’ll have with your community, and it directly impacts security, efficiency, and overall satisfaction.
A visitor management system (VMS) replaces outdated paper logs and manual processes with a modern, digital approach to guest check-in. For property managers and owners, this means more control, better record-keeping, and a smoother experience for everyone on-site.
In this guide, we’ll explore the top benefits of a visitor management system, how it works, and why it’s becoming an essential tool for multifamily, gated community, commercial, and industrial properties.
This post covers:
More than 40K, 5-star reviews!
Video Intercoms
Open doors, gates & garages from anywhere.
QR Code Intercom
Smartphone-based visitor access.
Access Control
Fob, key cards, PINs, and mobile apps.
Security Cameras
Visibility throughout your property.
Vehicle Access
Hands-free access for gates & garages.
Package Room
Receive, store, and manage deliveries.
Smart Locks
Connect to all major brands and models.
Elevator Controls
Unlock key-fobbed elevators for anyone.
Front Desk Station
See all your doors and cameras in one place.
What is a visitor management system?
A visitor management system is a digital solution that tracks, records, and manages the flow of guests, contractors, and delivery personnel into and out of a property. Instead of relying on a paper sign-in sheet or verbal check-in, a VMS uses technology to verify visitors and grant access in a secure, efficient way.
These systems can take several forms, including:
- Video intercoms that allow residents or staff to visually confirm a visitor’s identity before granting entry
- QR code intercoms that let guests scan a unique code to check in quickly
- Keypads where visitors can enter an access code provided by the host
- Smart lock integrations for controlled access to specific areas
For many properties, a VMS is integrated with the access control system (ACS) so visitor entry is logged alongside resident access records. This gives property managers a complete view of all activity at every entry point, improving both security and operational efficiency.
Benefits of a visitor management system
A modern visitor management system does more than just sign in guests — it creates a safer, more organized, and more convenient environment for everyone on the property. By replacing manual check-in methods with a streamlined digital process, you gain greater visibility into who’s on-site, reduce the risk of unauthorized entry, and save time for both staff and residents.
Whether you manage a multifamily community, a gated neighborhood, or a commercial building, the right system enhances day-to-day operations while delivering a better experience for visitors from the moment they arrive.
Here are the top seven benefits of visitor management systems:
- Enhanced security for residents and staff
- Accurate, real-time visitor logs
- Faster, more convenient check-ins
- Improved delivery and contractor access
- Cost savings through automation
- Better resident satisfaction
- Scalable for any property type
1. Enhanced security for residents and staff
Security is the most important reason to implement a visitor management system. By requiring every guest to check in through a secure method, such as a video intercom, QR code scan, or keypad access code, you ensure that only authorized individuals can enter.
Many systems also capture photos or video at the point of entry, creating a verifiable record of each visit. When paired with an access control system (ACS), you can limit visitor access to specific areas, helping to prevent tailgating or entry into restricted zones. This added layer of verification keeps residents, staff, and property assets safer.
2. Accurate, real-time visitor logs
Unlike paper sign-in sheets that can be misplaced or incomplete, a digital visitor management solution automatically records every check-in and check-out with time stamps. These electronic visitor logs are easy to search, share, and store, giving property managers a reliable record for audits, incident investigations, or compliance requirements.
Real-time data also makes it simple to see who’s currently on-site, whether it’s a resident’s guest, a contractor, or a delivery driver — essential for both security and operational efficiency.
3. Faster, more convenient check-ins
A visitor management system streamlines the arrival process so guests can get through the door quickly without sacrificing security. Instead of waiting in line to sign a paper log or call the front desk, visitors can check in using a QR Code Intercom, keypad PIN, or by contacting the resident directly through a video intercom.
These options reduce wait times, eliminate bottlenecks in busy lobbies or gatehouses, and create a smoother experience for everyone — especially during peak hours or events.
4. Improved delivery and contractor access
Visitor management isn’t limited to personal guests, it also plays a crucial role in granting access to delivery drivers, maintenance crews, and service providers. With a modern system, you can issue temporary or one-time digital passes that work for a set time period or specific entry point.
When integrated with smart locks or your ACS, these passes ensure vendors can only access approved areas, reducing the risk of unauthorized entry while allowing essential services to continue without disruption.
5. Cost savings through automation
Maintaining a staffed front desk or gatehouse around the clock can be expensive. A visitor management system automates many of the same functions — verifying guests, recording visits, and granting access, without requiring constant manual oversight.
This allows properties to reduce staffing needs or reallocate personnel to higher-value tasks, all while maintaining 24/7 visitor control. For communities without full-time reception, it’s a cost-effective way to offer professional-level security and convenience.
6. Better resident satisfaction
Residents want the freedom to welcome guests on their own terms, and a visitor management system delivers that flexibility. From their smartphone, residents can send digital visitor passes in advance, approve or deny access requests instantly, and even receive notifications when their guest arrives.
These features, available through solutions like the ButterflyMX Video Intercom or QR Code Intercom, not only enhance convenience but also build trust that their community is secure and well-managed.
7. Scalable for any property type
A visitor management system can be tailored to fit everything from a single-entry apartment building to a multi-site commercial portfolio. Many platforms, including those integrated with ButterflyMX’s Access Control System, allow property managers to oversee multiple entry points and locations from one dashboard.
This scalability ensures you can start with the features you need today and expand as your property grows, without having to replace the entire system.
The purpose of a visitor control system
At its core, a visitor control system is designed to answer three critical questions: who is visiting, when are they arriving, and where are they allowed to go? By combining identity verification, access control, and real-time logging, it gives property managers complete oversight of guest activity. This not only strengthens security but also streamlines operations by reducing manual check-in processes and improving the flow of people through the property.
Whether it’s a resident’s guest, a delivery driver, or a maintenance crew, a visitor control system ensures that every person entering has a clear purpose, appropriate permissions, and a recorded history of their visit. In doing so, it supports a safer, more organized, and more welcoming environment for everyone on-site.
Discover ButterflyMX:
Picking a visitor management system for your property
Upgrading to a modern visitor management system is one of the most impactful steps you can take to improve both security and convenience at your property. By replacing outdated manual check-in methods with a streamlined, digital process, you gain better oversight, stronger access control, and a more professional experience for every visitor.
Solutions like the ButterflyMX Video Intercom, QR Code Intercom, Keypad, and smart lock integrations work seamlessly with our Access Control System (ACS) to give you complete control from a single platform. Whether you manage a multifamily community, gated neighborhood, commercial building, or industrial facility, the right visitor management tools can scale with your needs, creating a safer, more efficient, and more welcoming environment for everyone.
Visitor management system benefits FAQs
- Why do you need a visitor management system?
- What is the objective of a visitor management system?
- What is the purpose of a visitor control system?
Why do you need a visitor management system?
A visitor management system helps you control and monitor who enters your property, improving security, streamlining check-ins, and maintaining accurate visitor records.
What is the objective of a visitor management system?
Its main objective is to verify visitor identity, grant appropriate access, and log each visit for safety, compliance, and operational efficiency.
What is the purpose of a visitor control system?
The purpose is to track who is visiting, when they arrive, and where they’re allowed to go, ensuring only authorized individuals have access.
Learn more about ButterflyMX
Fill in the form below, and we'll email you right back.
Have questions?
Fill in the form below, and we'll email you right back.