The best visitor management system is the one that makes signing in quick for guests, tells hosts when their visitor arrives, and gives you an accurate list of who's on site at any moment. Some are free tablet apps for small offices; others add screening and contractor checks. This page lists ten in no particular order, then explains how to choose.
A paper visitor book on the reception desk feels harmless until you need it. Half the names are unreadable, nobody signed out, and anyone can flick back through and see who visited last week. A visitor management system fixes all three, and the best ones make the front desk feel more welcoming at the same time.
Here are ten visitor management systems in no particular order, sorted alphabetically, from free sign-in apps for small offices to platforms built for schools, factories and large workplaces. Each description comes from the provider's own website, re-checked today. If you're reviewing the front of house more widely, my notes on what an AI receptionist can take off the front desk cover the bits visitors notice first.
Visitor sign-in systems compared
In the free plan column, Yes means the provider's own site describes a free plan, Trial only means a time-limited trial without an ongoing free version, and No means the site points you to a demo instead.
| Tool | Type | Good for | Free plan |
|---|---|---|---|
| Envoy | Visitor management system | Free basic sign-in for small offices | Yes |
| FacilityOS | Facility and visitor platform | Visitor check-in with an iPad included | No |
| Greetly | Visitor management system | Customisable front desk check-in on a tablet | No |
| LobbyGuard | Visitor check-in software | Visitor screening for schools and secure sites | No |
| Lobbytrack | Visitor management software | Free starter plan with pre-registration and badges | Yes |
| Meeting Room 365 | iPad visitor kiosk | Native iPad check-in with NDAs and badges | Trial only |
| MyVisitorLog | Contactless visitor log | QR code sign-in with no hardware needed | Trial only |
| Proxyclick | Workplace visitor management | Visitor management inside a wider workplace suite | No |
| Sign In App | Visitor management app | Simple tablet sign-in with a staff companion app | Trial only |
| Sine | Visitor and contractor sign-in | Sign-in for visitors, contractors and staff | Trial only |
Ten visitor management systems
Envoy
Best for: Small businesses that want a free basic visitor sign-in on a tablet, with upgraded plans for more features, analytics and multi-location controls.
FacilityOS
Best for: Industrial and manufacturing sites that want visitor sign-in, contractor management and emergency features from one platform, with a managed iPad.
Greetly
Best for: Offices that want a customisable visitor check-in on off-the-shelf hardware, bought through a demo and a quote rather than self-serve.
LobbyGuard
Best for: Schools and secure facilities that want a check-in system backed by a larger safety software company and are happy to buy through a demo.
Lobbytrack
Best for: Small offices that want visitor pre-registration, tablet self sign-in and badge printing on a free plan limited to about a hundred visitors a month.
Meeting Room 365
Best for: Offices that want a simple iPad kiosk for guest check-in, signed NDAs, photos and host alerts through Teams, Slack, email or SMS.
MyVisitorLog
Best for: Small businesses that want to replace a paper visitor book with QR code sign-in, with no apps or hardware to install.
Proxyclick
Best for: Larger organisations that want visitor management alongside space, asset and workplace tools from the same vendor, through a sales-led purchase.
Sign In App
Best for: Offices, schools and small sites that want simple tablet sign-in with no limits on visitor groups and a free companion app for every staff member.
Sine
Best for: Sites that need to manage visitors, contractors and staff in one sign-in system, with a 30 day trial before choosing a plan.
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Counting heads after an evacuation
This is the reason I'd give any office manager for ditching the paper book. In the US, OSHA's standard 1910.38 on emergency action plans says the plan must include procedures to account for all employees after an evacuation. It must be in writing and kept in the workplace, although an employer with 10 or fewer employees may communicate it orally.
The rule talks about employees, but in a real fire drill you'll want to know where your visitors and contractors are too. A live visitor list you can open on your phone or print at the assembly point makes that headcount possible. So when you compare systems, check whether each one gives you an instant on-site list, works if the building's wifi drops, and shows who's signed out. Your own local rules may say more, so check those as well.
What a good sign-in should do
- Quick check-in: a guest should be signed in within a minute, on a tablet or by scanning a QR code.
- Host alerts: the person they're meeting gets a message by email, SMS, Slack or Teams.
- Badges and agreements: print a name badge and collect a signed NDA or safety briefing if you need one.
- Pre-registration: invite expected guests in advance so they skip the typing.
- Visitor privacy: earlier visitors' names shouldn't be visible to the next person.
Rolling out a visitor system at one site
- List who comes through your door: guests, contractors, couriers, interviewees and staff.
- Decide what each type must do on arrival, such as sign an agreement or watch a safety briefing.
- Start a free plan or trial on a tablet at the main entrance.
- Set up host alerts for the people who receive visitors most often.
- Run a practice evacuation and try pulling up the on-site list at the assembly point.
- Agree how long visitor records are kept and who can see them.
- Ask reception and a few regular visitors what felt slow, then adjust.
If the system is part of a bigger change, such as new premises, these tips on keeping your tech running during an office move will help.
Front desk habits to drop
- Open visitor books. Every guest can read who came before them.
- Nobody signing out. Your on-site list becomes useless within a day.
- Shared reception logins. Give each person their own access.
- Badges that never come back. Collect them, or print day badges instead.
Do you make visitor management software? Tool makers can ask to be considered for a featured place on this list.
My plain advice on choosing a visitor management system
A small office with a handful of visitors a week can start on a free plan or a simple QR code sign-in, and that alone beats a paper book. Schools, factories and sites with contractors should look harder at screening, contractor documents and emergency lists, and expect to book a demo for those.
Whatever your size, test the evacuation list before you test anything else. Pull it up at the assembly point during a drill. If it's slow, hard to read or needs a login you don't have on your phone, keep looking, because that's the moment the system has to work.
Frequently asked questions
What is a visitor management system?
Software that replaces the paper visitor book with digital sign-in, host alerts, badges and a live list of who's on site.
Is there a free visitor management system?
Yes. Some providers describe free plans for small offices, usually with limits on features or the number of visitors each month.
Do I need special hardware?
Usually just a tablet at reception, and some systems use QR codes on visitors' own phones so you need no hardware at all.
Does a visitor system help with fire safety?
It gives you an accurate list of who's on site, which helps with headcounts. In the US, OSHA requires emergency plans to account for all employees after evacuation.
Can visitors sign an NDA on arrival?
Many systems let guests read and sign an agreement on the tablet as part of check-in, and keep a copy with the visit record.
How long should I keep visitor records?
Only as long as you need them. Set a retention period that fits your privacy rules and let the system delete older records automatically.
