Visitor Management System – Everything you need to know in 2023

What is a visitor management system: Everything you need to know in 2023.

Visitor management is an important aspect of any organisation, whether it’s a small business or a large corporation. In today’s world, with heightened security concerns, it is essential for companies to keep track of who is entering and leaving their premises. This is where visitor management comes in. In this article, we will take a deep dive into what a visitor management system is, why it is important in 2023, and what you need to know to get started with it.

What is a visitor management system?

Visitor management refers to the process of tracking and managing visitors who enter a company’s premises. It can be best described as a modern day digital sign in sheet packed full of features. This process can include tasks such as registering visitors and contractors on site and issuing visitor passes at reception. The goal of visitor management is to ensure that only authorised individuals are allowed into the building, and to keep track of who is on the premises at all times.

To achieve this goal, companies use a visitor management system, which can take the form of manual processes or electronic systems. A manual visitor management system might involve a simple sign-in book, where visitors write their names and the time they arrived. An electronic visitor management system, on the other hand, typically uses technology such as visitor management software to track and manage visitors.

Why is a visitor management system important in 2023?

Visitor management is important for a variety of reasons. Here are just a few of them:

  • Security: Visitor management helps to ensure that only authorised individuals are allowed into the building, which helps to improve overall security. By having a system in place to track visitors, companies can quickly identify any potential security threats at the point of entry and take action to address them.

  • Compliance: Many companies are required to comply with various regulations and standards, such as those set by the government or industry groups. Visitor management can help companies to meet these requirements by providing a complete record of who has entered the building, when they arrived, and when they left.

  • Efficiency: By having a system in place to manage guests, companies can streamline the process of checking in and out visitors. This can save time and improve overall efficiency, as well as reduce the risk of human error.

What You Need to Know to Get Started with Visitor Management

Here are the key things you need to know to get started with visitor management:

  • Determine Your Needs: The first step in setting up a visitor management system is to determine your needs. Consider factors such as the size of your organisation, the type of visitors you expect, and your security requirements. This will help you to determine the right system for your organisation.

  • Choose a System: Once you have determined your needs, the next step is to choose a visitor management system. There are a variety of systems available, from basic manual systems to more advanced electronic systems. Consider factors such as cost, ease of use, and integration with other systems when making your decision.

  • Implement the System: Once you have chosen your visitor management system, the next step is to implement it. This can involve tasks such as training employees, setting up software, and configuring hardware. It’s important to take the time to do this step correctly, as a poorly implemented system can be more trouble than it’s worth.

ProVisits' Visitor Management Features

Here are just some of the ProVisit visitor management features that we provide

  • Prebook Visitors: Our system enables you to generate an invitation that contains the visitor’s information, visit date, location, and time. Additionally, you can attach any necessary documents or health declarations, which will generate a distinctive QR code for contactless entry.

  • Identify Visitors: With our visitor management system, you can quickly identify individuals who are present or anticipated at your workplace and effortlessly manage the sign-in process. Furthermore, you will receive alerts when guests fail to meet the necessary entry criteria, and our reporting feature allows for the easy tracking and export of information to Excel.

  • Contactless Sign in: Our visitor management system allows for contactless sign-in using the QR code on your invitation, ensuring a safe and efficient visitor experience. Say goodbye to long queues and crowded lobbies, and welcome your guests with ease.

  • Fire Roll Call: In case of an emergency, ProVisit provides you with accurate information on who’s on site and who they’re visiting. You can access this information via email or our mobile app, which enables you to generate an off-site fire report quickly and easily. With ProVisit, you can have peace of mind knowing that you have a reliable and efficient emergency management system in place.
  • Accreditation: Our visitor management system allows you to easily identify visitors with their unique and reusable printed photo visitor passes, ensuring that you never lose track of who’s on site and when. Furthermore, you’ll receive a notification if a visitor fails to meet your entry criteria, allowing you to refuse entry when necessary.


A visitor management system is a valuable investment for any business looking to improve security, streamline operations, and enhance the guest experience. With a centralised database, customisable badges and passes, and real-time tracking capabilities, a VMS provides a complete solution for managing visitors and contractors to your facilities or workplace. 

Comments are closed.