Top Office Visitor Management System Software for a Safer Workplace

 

 

Every commercial property manager knows that visitor management is one of the most important components of office space. Especially in multi-tenant buildings, commercial tenants and their employees receive dozens of guests – business partners, clients, associates, friends, job candidates, and so on – who visit their offices daily. That’s why you should invest in an office visitor management system.

And if your property already has a visitor management system, it’s probably time for a much-needed upgrade. Read on to learn about the top office visitor management systems, their features, and how to choose the best visitor management system.

Navigate this guide:

• 4 best office visitor management software systems
• What is a visitor management system?
• What is the role of a VMS in the office?
• Who needs an office visitor management system
• How to set up an office visitor management system
• Choosing the best visitor management system for your office

 

 

4 best office visitor management software systems

Let’s take a look at four of the best visitor management system options for offices.

The four best office guest management software includes:

1. ButterflyMX
2. Envoy Visitors
3. VAMS
4. iLobby

 

1. ButterflyMX

ButterflyMX makes access simple for everyone — owners, staff, and guests. Installing a ButterflyMX video intercom at the front of an office empowers visitors to request access directly from staff and tenants. Additionally, the ButterflyMX front desk station pairs well with the video intercom because it offers security guards or receptionists a way of managing visitors.

Features of the ButterflyMX video intercom and front desk station include:

• Virtual keys. ButterflyMX’s virtual keys are access credentials that residents can send to visitors for one-time or recurring use. A virtual key contains a QR and PIN code that visitors can scan or enter into a ButterflyMX device to gain access. This allows friends, family, and even service providers to easily enter the building even if the resident isn’t home.
• Delivery PINs. A delivery PIN is an access code for couriers. Property staff assigns delivery PINs to each carrier, which they enter into the ButterflyMX video intercom for building access. Staff can revoke or change the PIN at any time.
• Delivery passes. A delivery pass is a six-digit code that residents send to couriers to ensure property access. To maintain security, all delivery passes are single-use. Residents create a pass through the ButterflyMX mobile app and then paste the access code into the delivery instructions.
• Remote management. The cloud-based front desk station software allows you to manage visitors remotely. This means you and your staff don’t have to physically be close by to manage visitor and guest information.
• End-to-end access. When you have the full ButterflyMX suite of products, you have end-to-end access control, starting at the parking garage and ending at the elevator.

 

2. Envoy Visitors

Envoy Visitors offers a touchless sign-in experience with badge printing for optimal security. It also empowers you to set capacity limits to keep foot traffic minimal.

Envoy Visitors VMS features include:

• Visitor analytics and reporting. Envoy provides insights into visitor volume, who hosts guests, and more.
  Instant notifications. The Envoy software automatically notifies employees when their guest has arrived.
• Sign-in. When visitors arrive, they use Envoy Visitor to sign in. As such, admins can customize a series of questions for visitors to answer upon signing in.
• Visitor registration. Tenants and employees can easily register upcoming visitors and send them emails with information about their visit.
• Optional photo capture. Building admins decide whether the system will take a photo of the visitor upon arrival.
• Badge printing. You can opt to print visitor badges when a guest signs in.

 

3. VAMS

VAMS caters to public buildings like commercial and corporate institutes. So, if your commercial or industrial property sees a large number of daily visitors, this is a viable choice.

VAMS features include:

• Cloud capabilities. With VAMS, you have the option of using the on-premise storage solution. You can also make VAMS available offline through the cloud-based data storage option.
• Email and text integrations. Need a reminder for visitor and guest arrivals? VAMS can be integrated with texts and emails to send alerts and reminders about planned visits.
• E-pass. For an eco-friendly function, utilize e-passes through visitor smartphones. This makes visitor management on your property paperless and reduces your carbon footprint.
• Watchlist. With VAMS, you can increase the security of everyone on your property with a third-party watchlist. This watchlist allows you to cross-reference visitor applications ahead of time.

 

4. iLobby

iLobby is a globally recognized visitor management system that supports many different industries.

iLobby OS offerings include:

• VisitorOS. The VisitorOS system is for securing all your organization’s or building’s entry points. It can monitor visitors and enable digital document signatures, training verifications, and more.
• EmergencyOS. EmergencyOS is for larger properties because it keeps track of visitors on-premise via the sign-in database. During an emergency, this operating system can help keep track of who has been evacuated and who is still unaccounted for.
• SecurityOS. Using SecuityOS, you can secure your organization by streamlining visitor access using temporary credentials on the smartphone app. Each entry event is logged in the system to help monitor who is coming and going.

 

Discover how the ButterflyMX front desk station works:

 

What is a visitor management system?

A visitor management system (VMS) tracks and welcomes guests into an office building. The system notifies employees when they have a visitor. Once they’re verified, the visitor receives the necessary credentials to enter the building and the spaces throughout the property.

A well-designed and secure workplace visitor policy protects office employees from trespassers while fostering a positive visitor experience. The system also facilitates easy property access and building navigation for authorized visitors.

 

Who needs a visitor management system?

Office visitor management solutions are installed at virtually every commercial property that welcomes visitors — including offices, hospitals, daycares, and more.

Commercial properties with visitor management systems include:

• Corporate offices
• Coworking spaces
• Mixed-use properties

 

Corporate offices

A comprehensive visitor management system is essential for corporate offices, big and small. Typically, office buildings have multiple tenants, meaning that various businesses and organizations are housed under the same building. So, on any given day, a variety of clients, customers, partners, job candidates, and countless other visitors will come and go all day long.

A traditional receptionist desk might not have the bandwidth to welcome and register all these guests. Consider investing in an access control system with a sign-in app to streamline visitor management. This way, tenants can give their guests access credentials, open the door for them after visually verifying their identities, and help them navigate to the correct office suite.

 

Coworking spaces

At coworking spaces like WeWork and Expansive Workspace, individuals and groups use dedicated workspaces on an as-needed basis. Members of coworking spaces are often considered “guests” since many of them utilize the space on an as-needed basis.

So, having a simple keypad-based access control system to manage members and their guests is a significant part of efficiently operating a coworking space. That way, only paying members and their guests have access to the property, which keeps everyone safe and protected.

 

Mixed-use properties

Mixed-use properties combine residential and commercial spaces in one building. Effective guest management is essential to running the building’s moving parts as efficiently as possible.

A resident shouldn’t have to worry about having unauthorized guests in their living space. Similarly, a business owner shouldn’t worry about a building resident or residential guest entering a restricted area.

 

 

What is the role of VMS in the office?

If your office building doesn’t have a visitor management system, then you’re missing out on some key benefits. Or, if your current system is outdated, then you’re falling behind on building automation.

Here is the role a visitor management system plays in your office:

• Keep employees safe. Electronic visitor management software empowers employees to vet visitors before granting them access, preventing unauthorized guests from entering the building. Also, the system tracks who’s visiting, when, and why.
• Manage workplace capacity. Employees should feel comfortable working with colleagues while maintaining a healthy physical distance. As such, pairing the office guest management software with a room or desk reservation platform can ensure that the office is never overcrowded and prevent unregistered guests from entering.
• Make a good first impression. Whether it’s a potential employee or business partner visiting, you want office visitors to have a great first impression of your building. With the right visitor management systems, tenants can send their guests detailed property access and navigation information.

 

How to set up an office visitor management system

Setting up an office visitor management solution depends on the specific visitor management software and hardware you choose. However, there are a few essential steps you should keep in mind when selecting and setting up a system.

Key considerations for choosing and installing a workplace visitor management system:

• Wired or wireless. Wired hardware requires you to configure wiring and electricity between the device and the building’s office units. Meanwhile, wireless visitor management software works over the internet or Bluetooth and doesn’t need extensive wiring –– you just need a power source.
• Cloud-based software. If you opt for a cloud-based system, you can control visitor and tenant access settings from anywhere. What’s more, cloud-based visitor management software can integrate with your property management software, so tenant directory information will automatically be updated.
• Connection. Connect the visitor management software to a door release mechanism so guests can easily open the door once their credentials have been verified.

 

Choosing the best visitor management system for your office

If you decide to invest in a visitor management system, you’re moving in the right direction toward making property access simple for office guests. As the number of visitors to commercial properties continues to increase, you must accommodate a wide array of office guests.

Here are essential features to look for in an office visitor management system:

• Robust mobile app: Pick a system that comes with a smartphone app, which allows tenants and guests to open doors from their smartphones. Some even allow tenants to send their guests’ virtual keys to enter the property when they arrive.
• Delivery PINs for couriers: A common frustration among tenants is missing a delivery, or worse, experiencing package theft. Ensure that your tenants never miss a delivery by empowering them to create delivery PINs. Food and package delivery people can access the building by entering the one-time PIN code. Then, the courier can securely place the package inside the building even if the tenant isn’t in the office.
• Video and photos: Lastly, make sure to pick a system that stores video & photos of all door entries. That way, it’s easy to contact-trace or catch a trespasser if necessary.