5 best visitor management software programs

The world is slowly returning to normal, but COVID-19 and social distancing measures continue to loom over daily life — especially in brick-and-mortar businesses. Companies are striving to keep their guests and employees safe by implementing new safety measures like limiting the number of people onsite at any given time, requiring masks, and even checking visitors’ vaccination status.

With these new standards in place, visitor management software is more important than ever. It may seem like more hassle than it’s worth, but in these increasingly complicated times, the right system can help you keep employees safe and provide a better experience for everyone.

The benefits of visitor management software

For large organizations that require visitor sign-ins or special access, a program that streamlines visitor registration, data management, and tracking is essential. Here are some of the biggest benefits of using visitor management software.

More personalized customer service

Visitor management software tracks how often guests visit and complete the sign-in process. This feature can alert employees to provide enhanced service to loyal customers or trigger rewards after a specific number of visits.

Easier data management

Many businesses are now tracking visitors’ vaccination status. Automating and logging this kind of information in a computer streamlines the check-in process, making it more convenient for customers.

Enhanced security

Requiring people to sign in before entering a property or building is the best way to prevent unwanted visitors from disrupting your business. If an incident does occur, having a log of everyone onsite at a given time can help with investigations.

The best visitor management software

Businesses familiar with visitor management software may need to upgrade to meet the  demands of new COVID-19 protocols, while companies that have never used these programs may need to invest in one for the first time.

There are many platforms out there to choose from, each with their own pros and cons. Here are the five best.

Envoy-Visitors

Envoy Visitors tracks visitors as well as employees — it even offers touchless sign-in. The customizable system makes it easy for guests to register, print badges, sign releases, or take care of anything else your organization requires. Forms can even log the purpose of a visit and the person the visitor is meeting with, so you can audit the information later.

After a guest leaves, the visitor database allows you to send them follow-up documents and correspondence, including surveys.

iLobby

iLobby is the system of choice for large enterprises that need high-level security, such as major banks, airports, government buildings, and Fortune 500 companies. The visitor management software easily syncs with equipment, such as card scanners, for streamlined entry and visit logging. And you can customize it to meet governmental or organizational compliance requirements.

Designed with security in mind, the system makes it easy to conduct audits and sort data by specific points, such as the time of a check-in and the duration of a visit.

Jotform

The most robust free online form builder on the market, Jotform is an ideal alternative to dedicated visitor management software. Among its more than 10,000 form templates, Jotform offers prebuilt screening checklists, COVID-19 questionnaires, visitor request forms, and more than 800 registration forms. You can enhance these forms with widgets to accept signatures and add survey questions.

To analyze visitor information, you can choose to automatically log form submissions in Jotform Tables, which offers dozens of templates to create visitor logs and sign-in sheets.

All forms are mobile-ready, so you can send registration forms directly to guests’ smartphones before they arrive. You and your employees can also build, send, and approve forms in the Jotform Mobile Forms app. With the app’s kiosk mode, you can also transform any smartphone into a registration hub without needing to invest in specialized equipment.

Greetly

Greetly goes above and beyond other guest management platforms to create a smooth experience for visitors and hosts alike. With fully customizable check-in workflows and intuitive interfaces, the system can minimize the need for support staff, even in secure areas.

Users can set the platform to notify specific employees the moment a visitor completes their sign-in process. This way, hosts can quickly greet their guests in the lobby, even without a dedicated greeter to alert upper management that a VIP has arrived.

Sign In App

As an early adopter of QR codes, Sign In App came ready for the touch-free business world, allowing guests to register their visits with a simple scan. Best of all, they don’t need to download an app — all they need to do is scan a QR code.

Designed to meet the needs of a variety of enterprises, this visitor management software is easy to customize for employee, vendor, and guest check-ins. With an add-on called Spaces, users can manage bookings for conference rooms and other workspaces.

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