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Why price is important when deciding on the right visitor management system

When it comes to choosing a visitor management system, price is an important factor to consider. Not all systems are created equal, and some are definitely more expensive than others.

So how do you know which system is right for your business?

By comparing prices and functionality, of course!

So let’s discuss the importance of price when deciding on a visitor management system, and we will also provide some tips on how to find the best deal.

What is a visitor management system and why do you need one

A visitor management system is a QR code or hardware solution that enables businesses to manage visitor traffic. It is a third party software that is used for tracking visitors, logging visitor information, and issuing visitor passes.

They have become very common in the modern workplace for both small businesses and large enterprises to monitor visitors.

Biggest benefits

Visitor management systems benefits are essential for businesses that want to reduce security and compliance risk like government buildings, and increase the safety and well-being of their employees and customers.

By tracking and monitoring visitor activity, businesses can quickly identify and address any potential threats and alert all staff on-site.

They also save time by sending out automated host notifications. so that visitors are never left waiting in your front desk area.

Top visitor management software also offer parcel management capabilities. This helps keep track of deliveries and sends a host notification to remind them to collect their parcel from reception.

So, if you’re looking for a way to improve security at your business or increase efficiency with instant notifications then a visitor management system is a must-have.

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Types of visitor management systems

There are two main types of visitor management systems: Contactless QR code sign-in systems and hardware based systems.

Contactless sign-in solutions

QR Code visitor management systems do not require any special equipment and the cloud based visitor registration data can be accessed from a secure online portal.

When visitors arrive they simply scan a QR code and are redirected to a sign-in portal.

They became very popular as a smart way of conducting contact tracing during the recent pandemic.

If your business has multiple office locations it can be very easy to deploy the solution as you simply print off a unique QR code for each location and display it in reception.

Visitor tracking and recording is fast and it can be an excellent low cost solution, however they do have some limitations.

They can be less secure as a contactless check-in could be completed off-site if the person has taken a copy of the QR code.

It’s also unable to support badge printing as the visitor would not be connected to a printer during the sign-in process.

Contactless Sign In

Hardware based visitor management solution

Hardware-based visitor management systems, on the other hand, are standalone devices that are installed at entrances and exits of a business.

These systems offer more features than software-based systems, such as the ability to issue visitor passes after visitors sign-in, customise the intuitive check-in kiosks and overall improve the visitor experience with a positive impression.

They can also screen visitors using credential verification checks and make it easy to pre-register visitors with integrations into Microsoft Exchange and Gmail calendars.

The very best visitor management solutions offer contactless sign-in using facial recognition technology. It provides fast visitor management that helps businesses manage busy reception areas

All of the above can be easily configured using an online web dashboard from any PC, Laptop or tablet with a web browser.

How to choose the right visitor sign-in system for your business

When it comes to choosing the right smart visitor management system for your business, there are a few factors to consider.


You need to decide which type of system is right for you. If you’re looking for a simple, affordable solution, then a software-based QR code touchless sign-in system may be the best option.

If you’re looking for more features and flexibility, then a hardware cloud based solution may be a better choice.

Consider the process that you want to happen when a visitor arrives and if you also want to support staff sign-in.


You need to consider your business’s needs and requirements.

What features does your business need in a visitor management system?

How many visitors do you expect on a daily basis?

Do you need the system to integrate with another system?

These are important questions to ask in order to find the right system that fits your needs.


You need to consider your budget.

How much can you afford to spend on a visitor management system?

Some are more expensive than others, so be sure to compare prices before making a decision.

By following these steps, you can ensure that you find the perfect visitor management system for your business.

Price is an important factor when deciding on a visitor management software

When it comes to the right visitor management system price, there are many important factors to consider.

Not all systems are the right fit for your business, and some are definitely more expensive than others.

Set a budget before shopping around

It’s a good idea to understand what your business can afford to invest in a visitor management system before shopping around.

This will prevent you paying more than your business is comfortable with and give you a good starting point to compare systems.

Get the features you need

When comparing prices, it’s important to consider that the price you are quoted includes all the key features you need.

You don’t want to set-up your new sign-in app only to find that it doesn’t quite hit the mark.

Similarly, you don’t want to pay for features that you won’t use.

Check for hidden charges

Sometimes a visitor management system price can seem too good to be true. That’s why it’s always worth checking that you won’t be charged for something that you thought was included.

Ask where the data is hosted

Before you set-up a cloud based solution it’s important to make sure that the data is stored in line with your businesses regulatory compliance standards.

A good visitor sign-in solution will be ISO27001 certified and offer multiple options on where to host your data.

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Tips on how to find the best deal on a visitor management solution

When it comes to finding the best deal on a visitor management system, there are a few things you can do.

Compare prices between different vendors for similar feature sets

When it comes to finding the best deal on a visitor management system, there are a few things you can do.

Look for systems that offer free trials or demos

If you can try the system yourself then you will often know if it’s a good fit for you within a few hours.

There maybe instances where you want to ask a bunch of questions too, so in that case we would recommend that you try and book a demo before your trial.

Ask about discounts for purchasing multiple licenses

If your business is a not-for-profit or you have multiple locations, then it’s a good idea to ask about any potential discounts.

This might help stretch your budget further or allow you to put your savings towards another project.

Final thoughts

When it comes to choosing the right visitor management system for your business, price is definitely an important factor to consider.

By following our tips, you can ensure that you find the best visitor management system for your business.

If you have any questions about visitor management software then contact VisitUs today!