Visitor Management Software & Guest Tracking Systems

 

 

Visitor management software is a digital solution that helps you track, manage, and streamline the process of welcoming guests, tenants, and deliveries. Whether for multifamily buildings, commercial offices, or industrial facilities, visitor management system software enhances security, improves efficiency, and creates a seamless experience for visitors and staff alike.

In this post, you’ll discover what visitor management software is and how it works. Then, you’ll learn about use cases for your VMS software and considerations for shopping around. Lastly, learn how to integrate your visitor management systems and software with access control.

Navigate this post:

• What is visitor management software?
• How does visitor management software work?
• Use cases for visitor management software
• Why is visitor management software important for security
• Considerations for choosing a VMS system
• Trends in visitor management software
• Integrating ButterflyMX with visitor management software
• Visitor management software FAQs

 

 

What is visitor management software?

Visitor management software (VMS) is designed to help organize and simplify the process of guests and visitors coming to your property. Whether for a property such as apartments and condos or an office setting, visitor management software helps you keep track of visitors coming and going.

What’s more, these systems replace outdated paper logbooks with automated workflows, improving security and operational efficiency.

 

How does visitor management software work?

Visitor management software digitizes and automates the process of welcoming and tracking visitors, replacing outdated paper logbooks with a modern approach. As such, visitor and guest management systems enhance security, improve efficiency, and create a professional visitor experience by leveraging technology-driven processes.

Below is a breakdown of how visitor management software works:

1. Pre-registration
2. Self-service check-in
3. Visitor access control
4. Mobile-based visitor management
5. Real-time monitoring

 

1. Pre-registration

One of the key features of a visitor management system is the ability to pre-register guests before they arrive. As such, this process ensures a smooth check-in experience while enhancing security measures.

What’s more, employees or residents can enter visitor details such as name, contact information, and visit purpose into the system before their arrival. Then, once pre-registered, the visitor receives an email or SMS with an invitation that includes access instructions, QR codes, or visitor passes.

Additionally, since visitor details are already stored in the system, pre-registered guests can check in seamlessly without filling out forms or waiting in long lines.

 

2. Self-service check-in

Traditional visitor sign-in processes involve front desk personnel manually recording visitor details. However, a modern visitor management system eliminates this inefficiency with self-service check-in options, including:

• Kiosk-based check-ins. Visitors can use touchscreen kiosks or tablets at the entrance to check in by entering details, scanning IDs, or using visitor passes.
• Facial recognition check-ins. Some systems utilize facial recognition to allow for touchless check-ins, increasing security while eliminating physical interactions.
• Legal document signing. Depending on your organization type, the system can also prompt visitors to digitally sign NDAs, waivers, or health declarations during check-in, ensuring compliance.

 

3. Visitor access control

Once a visitor completes check-in, the system immediately notifies the host via email, text, or a mobile app. This ensures:

• Instant awareness. Employees or residents can anticipate their visitor’s arrival without.
• Controlled access. If integrated with an access control system, the visitor can be granted temporary access credentials, such as a visitor pass, PIN code, or scannable QR code, to enter specific areas of the property.
• Restricted entry. Additionally, the system can be configured to deny access to individuals on watchlists or those who fail to provide the required credentials.

 

4. Mobile-based visitor management

With the rise of mobile technology, visitor management software increasingly supports mobile check-ins.

Moreover, these features provide a seamless and contactless experience.

For instance, instead of traditional badges or key cards, visitors can receive temporary visitor passes via a mobile app, allowing them to unlock doors, elevators, and turnstiles with just their smartphone. What’s more, visitors can bypass reception desks entirely, expediting the entry process and reducing bottlenecks.

 

5. Real-time monitoring

Beyond managing visitor entry, visitor management software provides powerful analytics and reporting tools that help property managers and security teams:

• Live visitor tracking. Now, security teams can monitor visitor movements throughout a facility in real-time, ensuring they only access permitted areas.
• Detailed visit logs. Digital visitor logs maintain an accurate record of every guest, reducing liability concerns and aiding compliance with safety regulations.
• Occupancy insights. Lastly, the visitor system can generate reports on visitor frequency, peak visiting hours, and occupancy levels, helping property managers make data-driven decisions.

 

Use cases for visitor management software

Visitor management software is valuable across various industries, enhancing security and efficiency in different environments.

Here’s how visitor management software applies to different property types:

• Multifamily buildings & gated communities
• Commercial offices
• Healthcare facilities
• Schools & daycares
• Industrial & manufacturing sites
• Government buildings
• Coworking spaces

 

Multifamily buildings & gated communities

• Enhances resident safety by pre-screening visitors before granting access.
• Simplifies visitor check-ins with digital invitations and self-service kiosks.
• Allows seamless access for guests, service providers, and package deliveries.
• Integrates with access control systems to grant temporary visitor passes.

 

Commercial offices

• Automates the check-in process for employees, clients, and contractors.
• Enhances security with real-time visitor tracking and access restrictions.
• Ensures compliance with legal regulations by maintaining digital visitor logs.
• Reduces front desk workload by eliminating manual check-ins.

 

Healthcare facilities

• Strengthens security by limiting access to sensitive areas such as ICUs.
• Ensures compliance with HIPAA and other healthcare privacy regulations.
• Implements visitor screening protocols for infection control.
• Reduces waiting room congestion by pre-scheduling patient visits.

 

Schools & daycares

• Protects students and faculty by tracking all campus visitors in real-time.
• Restricts access to school grounds, ensuring only authorized personnel enter.
• Sends automatic alerts if an unauthorized visitor attempts entry.
• Provides digital check-ins for parent-teacher meetings and school events.

 

Industrial & manufacturing sites

• Ensures that contractors and vendors comply with safety regulations.
• Restricts visitor access to controlled access zones and operational areas.
• Logs contractor visits for liability and insurance purposes.

 

Government buildings

• Verifies visitor identities and logs entry for security audits.
• Prevents unauthorized personnel from accessing sensitive offices.
• Enables background checks through third-party security databases.

 

Coworking spaces

• Streamlines visitor entry with self-service check-ins and mobile passes.
• Allows temporary access for freelancers, clients, and meeting attendees.
• Maintain a professional environment by tracking visitor movement.
• Digital visitor logs help security teams account for all guests during emergencies.
• Real-time tracking enables efficient and safe evacuations.
• Provides critical data for post-incident reporting and compliance audits.

 

Why is visitor management software important for security?

Visitor management software is crucial for security because it provides a structured and automated way to track, monitor, and control visitor access. For instance, by replacing outdated paper logbooks with digital solutions, these systems ensure that only authorized guests enter the property.

Features like ID verification, time- and date-stamped photo audits, and watchlist screening add an extra layer of protection, preventing unauthorized access. Additionally, real-time visitor logs enable security teams to track movements throughout the building, ensuring quick response in case of incidents.

 

Considerations for choosing a VMS system

• Ease of use. Your visitor system should have an intuitive interface for both visitors and staff. Plus, onboarding and training should be minimal to ensure quick adoption.
• Integration capabilities. The software should connect seamlessly with access control systems, security cameras, and digital workplace tools to ensure high visibility.
• Security compliance. Features like watchlist screening, real-time alerts, and encrypted visitor logs enhance security. Plus, choosing a company with a system compliant with industry regulations ensures legal adherence.
• Customization & scalability. The platform should be adaptable for different property sizes and types. Plus, options for branding, custom workflows, and tailored visitor experiences should be available.
• Audits & reporting. Additonally, detailed reports on visitor traffic, security events, and compliance audits should be available.
• Customer support. Lastly, a reliable support team should provide onboarding, troubleshooting, and live assistance.

 

Trends in visitor management software

The visitor management software industry continues to evolve, driven by advancements in technology and increasing security demands.

Key trends shaping modern visitor management solutions include:

• Contactless & mobile-based solutions. As safety and convenience remain top priorities, contactless check-in solutions are becoming standard. For instance, systems now offer QR codes, mobile passes, and facial recognition to enable touch-free entry.
• AI-powered security. Artificial intelligence is transforming visitor management with smarter security features. As such, AI-driven facial recognition enhances identity verification, while anomaly detection systems flag suspicious behavior in real time.
• Integration with access control systems. Modern visitor management software integrates seamlessly with access control platforms like ButterflyMX, ensuring visitors receive temporary access credentials that restrict them to authorized areas.
• Cloud-cased platforms for remote management. Cloud-based visitor management solutions allow property managers to oversee visitor activity from anywhere. This ensures real-time access control, instant notifications, and remote troubleshooting.
• Enhanced data privacy & compliance features. With growing concerns about data security, visitor management software now emphasizes compliance with regulations like GDPR, CCPA, and HIPAA. So, features such as encrypted visitor logs, automatic data deletion, and customizable privacy settings ensure sensitive information is protected.
• Customizable visitor experiences. Lastly, properties are increasingly adopting customizable visitor workflows that align with their unique needs. This includes branded check-in interfaces, personalized visitor instructions, and tailored access permissions.

 

Integrating ButterflyMX with visitor management software

Integrating visitor management software with ButterflyMX elevates property security, improves operational efficiency, and enhances the visitor experience. ButterflyMX’s powerful access control solutions, including Intercoms, Keypads, and a Front Desk Station, integrate seamlessly with visitor management platforms, creating a unified system for managing property access.

Here’s why this integration is essential:

• Simplified visitor access
• Enhanced security
• Streamlined deliveries
• Improved experience
• Centralized system
• Scalable solutions

 

Simplified visitor access

By integrating visitor management software with ButterflyMX, property managers can enable seamless, mobile-based visitor access. ButterflyMX’s mobile app empowers visitors to:

• Unlock doors & gates with a smartphone. Visitors receive Visitor Passes directly to their mobile device. With these credentials, they can quickly enter designated areas without needing a physical key or fob.
• Enable contactless entry. Guests can scan their passes at ButterflyMX Intercoms for a fully touchless experience, streamlining check-in and enhancing convenience.
• Grant temporary access. Property managers can configure time-restricted passes, ensuring visitors only have access during scheduled times.

 

Enhanced security

Integrating ButterflyMX with visitor management software enhances security by ensuring only authorized visitors can enter the property. This integration offers:

• Instant visitor verification. When a visitor checks in, their details are automatically synced with ButterflyMX, ensuring they are only granted access if verified by the system.
• Real-time activity audits. ButterflyMX’s system records all entry events, providing property managers with a complete digital audit of visitor movements. These records can be accessed remotely for security audits or emergency situations.
• Remote access management. Property managers can unlock doors, review visitor logs, and receive entry alerts from the ButterflyMX app, enabling 24/7 control over property access.

 

Streamlined deliveries

Visitor management software integrated with ButterflyMX simplifies access for delivery drivers, contractors, and service providers. With this integration, properties can:

• Assign delivery PINs & QR Codes. ButterflyMX enables you to issue Visitor Passes to trusted vendors, ensuring secure yet flexible entry.
• Automate package management. Delivery drivers can use the ButterflyMX Intercom System to securely drop off packages, minimizing lost or stolen deliveries.
• Manage vendor visits. Service providers can receive automated instructions and passes, reducing the need for front desk staff involvement.

 

Improved experience

Integrating visitor management software with ButterflyMX creates a streamlined experience for residents, employees, and guests alike. Benefits include:

• Seamless guest access. Residents can remotely send Visitor Passes to guests, allowing them to bypass front desk check-ins.
• Enhanced communication tools. ButterflyMX’s Video Intercom System allows residents and employees to visually verify visitors before granting access.
• Centralized management. With ButterflyMX’s Front Desk Station, staff can manage visitor check-ins, track arrivals, and grant access all from one interface while reducing operational friction.

 

Centralized system

Integrating ButterflyMX with visitor management software consolidates access control tools into one easy-to-use platform. This unified system allows property managers to:

• Control multiple entry points. ButterflyMX’s platform manages entry points for lobbies, parking garages, amenity spaces, and elevators, ensuring complete property oversight.
• Gain valuable Insights. Detailed visitor audits, access reports, and analytics provide actionable data to enhance property security and optimize operations.

 

Scalable solutions

ButterflyMX’s scalable access control solutions are designed to meet the needs of properties of all sizes, from small multifamily communities to expansive commercial buildings. Integrating with visitor management software ensures:

• Flexible expansion. As your property’s security needs grow, you can expand ButterflyMX hardware and software solutions without overhauling your entire system.
• Customizable features. You can tailor ButterflyMX’s settings to align with their specific visitor management workflows.

 

Discover how ButterflyMX works: 

 

Why choose ButterflyMX for visitor management integration?

• Mobile-first platform. ButterflyMX’s intuitive mobile app empowers visitors, residents, and staff with remote access control.
• Proven reliability. With over 15,000 installations across multifamily, commercial, and mixed-use properties, ButterflyMX is a trusted solution in the industry.
• Seamless integration. Moreover, our visitor management integrations work with leading software providers, ensuring compatibility with existing property tech tools.
• User-friendly design. Lastly, the sleek interface and intuitive navigation make operating the system easy for you, your staff, and visitors alike.

 

Visitor management software FAQs

• What is the best visitor management software?
• Does Microsoft have a visitor management system?
• What is guest management software?

 

What is the best visitor management software?

The best visitor management software combines security, convenience, and advanced features to streamline visitor check-ins while enhancing property safety. So, when evaluating visitor management software, key factors to consider include ease of use, integration capabilities, security features like watchlist screening, and support for mobile-based check-ins.

 

Does Microsoft have a visitor management system?

While Microsoft does not offer a dedicated visitor management system, its suite of tools, like Microsoft Teams and Microsoft Power Automate, may be leveraged to create customized visitor management workflows.

 

What is guest management software?

Guest management software is a type of digital platform designed to handle the check-in, registration, and overall management of guests at various properties or events. While similar to visitor management software, guest management solutions are often tailored for hospitality settings such as hotels, event venues, and coworking spaces.