What visitor management system are you guys using? I need something stupid simple
Posted by red_death0107@reddit | sysadmin | View on Reddit | 60 comments
Need to implement something for our office. Our front desk isn't always staffed, so we want something that can run as self-serve.
We always have mix of vendors/clients/candidates coming through, so simplicity is the main thing (while still feeling “premium”, or at least not homemade).
And we have a fair chunk of regular visitors, so I ideally want them to be able to sign-in quickly (IE not having to start from the top every time they visit).
Anything specific I should know about and ask during demos (I have calls booked with Archie and Envoy this week)?
P.S. Main ask is proper integrations for badge printers and doors access, and Slack notifications for hosts would also be nice to have!
Hot_Candidate_642@reddit
Io ti consiglio Zeitgroup, noi lo usiamo in azienda tramite un tablet di self check-in e ci troviamo benissimo.
funziona così: puoi programmare le visite in anticipo e quando il visitatore arriva scansiona il QR code che gli è arrivato via mail con l'invito. Per i visitatori ricorrenti invece basta che si registrino la prima volta, e alle visite successive mettono solo il numero di cellulare o la mail per richiamare i propri dati.
Noi abbiamo per policy aziendale l'obbligo di far firmare l'informativa privacy prima dell'accesso, e Zeitgroup lo gestisce. quando il visitatore completa il check-in, al referente interno arriva subito una notifica via mail così può andare ad accoglierlo.
Con loro abbiamo anche tutto il controllo accessi e i tornelli per i dipendenti e anche la rilevazione delle presenze, tutto integrato sulla stessa piattaforma. Sono una realtà di Rimini, molto bravi e ogni volta che abbiamo un dubbio chiamiamo l'assistenza e rispondono subito...gratuitamente...il che non è affatto scontato.
SensitiveReward5195@reddit
Io ti consiglio Zeitgroup, noi lo usiamo in azienda tramite un tablet di self check-in e ci troviamo benissimo.
funziona così: puoi programmare le visite in anticipo e quando il visitatore arriva, scansiona il QR code che gli è arrivato via mail con l'invito. Per i visitatori ricorrenti invece basta che si registrino la prima volta, e alle visite successive mettono solo il numero di cellulare o la mail per richiamare i propri dati.
noi abbiamo per policy aziendale l'obbligo di far firmare l'informativa privacy prima dell'accesso, e la cosa bella è che Zeitgroup lo gestisce. Poi quando il visitatore completa il check-in, al referente interno arriva subito una notifica via mail così può scendere ad accoglierlo. Con questa azienda abbiamo anche tutto il controllo accessi e i tornelli per i dipendenti e controlliamo tutto dalla stessa piattaforna. Sono una realtà italiana, molto bravi e professionali e ogni volta che abbiamo un dubbio chiamiamo l'assistenza e rispondono subito, gratuitamente, il che non è affatto scontato invece che interfacciarsi con una multinazionale straniera!
veryhungryhippos@reddit
Hey! Full transparency here: I created a self-service visitor management software called Clerkcat (https://www.clerkcat.com) so take this with that context in mind.
We don't have all of the features you've listed yet. We're still building out the badge printing, door access integration, quick sign-in for returning visitors, and Slack notifications (but we have email notifications!).
But, if you're open to it I'd love to have you try it out and tell me what's missing or what your thoughts are in general. We do have self-service kiosk mode (sounds like your main need?) that offers fully-customizable fields so you can capture any information you like such as email, phone, whether someone is a vendor, client, candidate, etc...
If you're interested I can give you access that's much longer than our standard 14-day free trial or even for free. (As an aside: do you think 14 days is too short of a time period to evaluate this software?) I'm at a point where having real feedback from someone with your specific needs is more valuable than a sale.
Totally understand if you need those specific integrations as non-negotiables though. Envoy is solid and will check those boxes. Good luck!
RMHokie@reddit
Hi! I'm with a nonprofit in Cape Town, South Africa, and we would be interested in giving this a try. Definitely interested if you would be open to a discounted or donated license, and we would be happy to provide suggestions and feedback! This may help fill that gap between paper-based solutions and enterprise solutions like Envoy that are unbelievably expensive for nonprofits like us.
veryhungryhippos@reddit
Hi! That's awesome to hear, and I'd be more than happy to set you up with a free license. Shoot me an email at blake@clerkcat.com and I'll get you provisioned and answer any questions you may have. Really looking forward to hearing your feedback, talk soon!
RMHokie@reddit
Amazing, thank you! I'll be in touch soon.
trilogee@reddit
We operate multi-national manufacturing environments with stringent regulatory requirements, so for us the most viable vendor was FacilityOS (formerly ilobby) https://www.facilityos.com/visitoros. We combine their visitor management module with their contractor compliance management module (https://www.facilityos.com/contractoros) to keep logs/audit trails and ensure docs are up to date
dvlp@reddit
You can use Jotform + Google Sheets.
If you want something more refined you can use KyberAccess they have a free tier
SpareMeeting1608@reddit
If your main focus is simple + works without a front desk, then something like the Splan Visitor Management System fits really well.
It’s built around self-service check-in (iPad/kiosk), so visitors can walk in, sign themselves in, and notify the host automatically. It also supports pre-registration, quick re-checks for repeat visitors, and badge printing, keeping things fast and professional.
You also get things like:
Overall, it’s a good fit if your goal is:
minimal setup, clean experience, and fast check-in without staff.
Head-Lime-9313@reddit
Totally agree this has become a bigger issue with hybrid work. A few years ago our reception could usually manage visitors manually, but now hosts might not even be in the office when their guest arrives, which makes everything a poor experience for me and the guest!
What I’ve seen work best is when visitor mgmt is tied to the room booking/invitation instead of being a separate tool. When someone books a meeting room and adds external guests, the system automatically handles things like sending the visitor a confirmation, QR code for check-in, and notifying the host when they arrive.
We started using YAROOMS for this 9 months ago and it works well for us. It connects room booking, visitor management, and workplace services in the same workflow. So if you invite a guest to a meeting, they’re automatically added to the visitor list, get pre-arrival info, and reception can see everyone expected that day on a dashboard.
Curious what others are using though — are most people here still doing manual checkins, or has anyone fully moved to a digital visitor system?
Major_Mud3049@reddit
Late to this but might help others landing here.
We had a similar setup: unstaffed front desk, mix of recurring vendors and one-off visitors, needed badge printing and host notifications.
Been running Vizito for about 10 months now across 2 locations and it's been solid.
The big one for sysadmins though was the REST API and webhooks. Instead of being locked into whatever native integrations a vendor decides to build, we wired up our own flows. Vizito fires a webhook on check-in/check-out events, and we use Power Automate to trigger actions downstream: in our case that's granting temporary door access, logging the visit in our internal system, and revoking access on check-out. You could do the same with Zapier or IFTTT depending on your stack.
This was a game changer vs. waiting for a vendor to build a native integration with your specific access control system. As long as your access control has any kind of API (and most modern ones do), you can connect it yourself in an afternoon. We're on a fairly niche door system and had it working the same day.
Setup was about 15 minutes per location including the printer.
SpareMeeting1608@reddit
You might want to check out the Splan Visitor Management System. It’s designed to be very simple for self-service check-ins while still offering features like quick sign-in for repeat visitors, badge printing, and host notifications.
Works well for offices that want a smooth, professional visitor experience without complicated setup.
VisitUsReception@reddit
Give VisitUs a try! Wayyyy better pricing structure and excellent customer service
Minimum_Respect2569@reddit
We went with HybridHero Visitor Management on the Team plan. It runs in self service kiosk mode on an iPad, supports badge printing, host notifications, custom visitor flows and real time dashboards, so it covered what we needed without extra bolt ons.
From a sysadmin point of view it was straightforward to deploy, integrates with Outlook and Teams on the desk and room side, and we did not have to buy proprietary hardware just to make it work.
It has been low noise since rollout. No constant tickets, no weird sync jobs, and the audit trail plus visitor logs keep security happy which is usually the bigger battle.
aidenbrooks_462@reddit
There are many visitor management platforms in the market right now. Each of them comes with some speciality. For example, envoy is a workplace management platform whereas Visitly is the best for Visitor management. From my own experience, I can suggest Visitly. It gives you a comprehensive option and it’s easy, scalable and cost effective. If you have specific requirements you can do some research on your own on the best visitor management system but I got good results using that. I hope this will help you.
Wide_Sentence9927@reddit
Make sure the system supports quick repeat check-ins, badge printing, door access, and host notifications, which really speeds up self-serve visitor management.
hornycactus05@reddit
For “stupid simple” with badge printer + door unlock + host alerts, definitely ask each vendor how their return visitor flow works. You want remembered profiles, not a fresh sign-in every time. We tied what we use with our access control (Acre Security’s visitor piece) and it actually remembers repeat folks so they tap and go.
Visible_Spare2251@reddit
We use Envoy on an iPad and it's been pretty decent. We are only the lowest licence tier so we don't get all features.
iammarks@reddit
Same. Has a premium feel, custom branding, lots of notification options, team-based or delegate notifications. Can integrate with tons of things like Meraki for issuing Guest WiFi creds simultaneous to login, role based admin so reception can manage certain aspects. Sync functionality (to sync employee list) seems very antiquated to me - a scheduled task and powershell, for AD - but otherwise good. Also has desk booking, delivery management, etc. Doesn’t come with kiosk or device, had to purchase iPad and cage.
Powerful_Put5594@reddit
Envoy is a good solution, however it costs (329 UD/location) a bit too much, compared to an other solution like the Flexopus visitor management. Flexopus cost 99 USD per location.
You have the mentioned features at Flexopus as well: visitor kiosk terminal, visitor check in checkout, visitor types, custom documents, admin roles, visitor statistics, badge printing, visitor badge and notificstions. The integrations are also well implemented: Outlook addin to invite visitors based event participants, web app and mobile app, Teams Addin, Azure SSO and user provisioning.
Similiar to Envoy, Flexopus also offers desk booking, parking space management, room booking and a catering service module.
berenikate@reddit
Do you have a rough idea of what guest WiFi or access control integrations cost? I see they are not included in the Premium plan and need custom pricing. Also, are deliveries managed under Envoy Visitors as well, or is that a separate product? I am a bit confused looking at pricing plans tbh
iammarks@reddit
We don’t use the integrations for wifi or badges but did get a quote at one point and think it was on the order of $5k/year for just for the wifi - but might be dependent on other factors, how many locations, how many modules like visitors, deliveries. Basically everything is a la carte I think, including Deliveries, desk booking, etc.
waka_flocculonodular@reddit
You can also manage through Jamf, create a blueprint then you can onboard new offices super quick.
trendonaut@reddit
We use Flexopus for the visitor management in our office on a visitor kiosk too. Visitors can be invited very easily via app, then they get an e-mail with all documents they have to sign before their visit, with the kiosk they can then check in very easily and you can connect it to a badge printer too. The process can be individually adjusted and Flexopus charges by building, not by visitor.
Powerful_Put5594@reddit
We useFlexopus for visitor management. You can configure a visitor kiosk terminal to register visitors on site. A Brother printer can be connected to the visitor kiosk terminal to print visitor badges. The documents for the visit (data processing agreement for visitors, visitor code of conduct) can be configured. You can even invite visitors using the Flexopus Outlook Add-In by selecting the meeting participants.
Alberto_Archie@reddit
Ah, I missed this thread. Nice to see you chose Archie alongside Envoy! Since vendors are allowed to add to the existing discussions, I wanted to share a bit more context (even though you probably know this after the demos).
Archie has native integrations with Slack and Microsoft Teams, supports a bunch of door access control systems, and works with Brother label printers for visitor badges. Those integrations are included in the Pro plan ($185 per office per month), so you are not paying extra for them. Also, the visitor kiosk app can run on both iOS and Android.
Envoy is definitely a strong option too, especially if you need more advanced security features like ID scanning and block lists. Just keep in mind that some features and integrations (like access control) are custom-priced, and the visitor app is iOS-only, like someone mentioned in the thread already. Skedda is also worth a look, but from what I understand, the visitor management system is sold as an add-on, so you would need a Skedda Premium subscription on top of it.
For anyone looking for a visitor management system, I'd still go for a few free trials just to be sure. Some of the systems are more tailored to SMBs, and the others serve mainly enterprise clients, so it really comes down to your hardware and features/integrations you need + what you're willing to pay for them.
sukriti099@reddit
according to the requirements you stated i guess you should try vizitor.
Big_University_1119@reddit
We use a simple digital visitor management system that’s easy for both residents and security staff to handle. Visitors are logged at the gate, residents get instant notifications for approval, and entry/exit is tracked automatically.
In our case, it’s managed through ANACITY, which keeps everything in one place, visitor records, approvals, and basic security logs without making the process complicated. It’s straightforward, reduces manual registers, and works well for day-to-day community needs.
ahu3681@reddit
Something we started looking at recently for a client in India (but works globally) is VizMan it’s got QR/OTP self check-in so visitors can sign themselves in without a receptionist. Hosts get notified when the guest arrives (email/SMS/in-app), and you can pre-invite people so their details’re already in the system before they get to the desk.
Just-Experience3394@reddit
We are using Vizitor in India and best part about it is value for money, as we don't need a lot of integrations so works really well for us. We tried Envoy and TractionGuest previously but pricing hurts for a simple tool like this
ravithebala@reddit
Not sure how far this would be relevant, i built a basic visitor/queue management system.
You may please check it out here
https://letuscheck.in/
GullibleCommunity268@reddit
Can vouch for Archie. We really like it very clean and simple to use. I’d assume Envoy can handle most of what you need too as it’s been around forever. We just prefer the Archie UI and pricing works out better for us
PsychologicalGas7843@reddit
We use Archie and it sounds like a pretty perfect fit based on what you described . . . the premium feel without being cluttered . Wondering if that's what you went with ?
markwynton@reddit
Envoy/Sine is solid, but really depends on what you use for door access.
Other integrations like Teams/Slack/AD/SSO/Outlook/Meraki/Aruba are pretty standard across most providers.
Best long-term, least headache bet is to find one that suits your current access control/door access solution. It's the most expensive one to develop for integrations, so would be hard if you go with one that doesn't have that already, as it might take a long time/low likelihood for them to add it to their roadmap.
Far-Breadfruit5068@reddit
Envoy pops up a lot because it’s basically the “big enterprise” option. Super capable, but you probably only need it if you’re dealing with loads of visitors. If you want something simpler but still solid, you can check Yarooms. Very customizable, does badge printing/blacklists, can work across many locations. Worth a look.
gusfromskedda@reddit
I know I’m a little late to this, but figured I’d pitch in just in case others come across this post with similar questions. There are a lot of great options for visitor management out there. What’s going to work best for you depends on the size of your org, the volume of visitors you handle, access control requirements, and whether you want it bundled with desk and meeting room booking. As someone who works in the industry, here is my take on some of the best options:
If you are a very large company handling a lot of visits each day, then Envoy is probably your best choice. Visitor management is their bread and butter. The cost of their premium plan is definitely worth it if you need support for things like access control, badge printing, digital signage, analytics, etc.
With that said, Envoy can start to feel a little overkill if managing visits isn’t central to your operations. Many visitor management systems offer desk and meeting room booking, and if that’s the primary need for your org, you should look at some alternatives.
If your priority is space booking and want a light-weight visitor management tool that plays well with that, Skedda is a solid choice. I am biased (I work at Skedda as a Product Specialist) but they are good if your priority is space booking and you just need a super easy to use visitor management system on the side to handle occasional office visits. Skedda really is ideal for this kind of situation. Its visitor management is also adding a ton of new functionality this coming year too, so definitely worth keeping an eye on.
If badge printing is a big need and visitor management is your main focus, you could also consider Archie. It is a lot cheaper than Envoy’s paid version while offering pretty much the same functionality.
As for what you should ask during demos, I’d focus on asking about:
Good luck!
gusfromskedda@reddit
I know I’m a little late to this, but figured I’d pitch in just in case others come across this post with similar questions.
There are a lot of great options for visitor management out there. What’s going to work best for you depends on the size of your org, the volume of visitors you handle, access control requirements, and whether you want it bundled with desk and meeting room booking. As someone who works in the industry, here is my take on some of the best options:
If you are a very large company handling a lot of visits each day, then Envoy is probably your best choice. Visitor management is their bread and butter. The cost of their premium plan is definitely worth it if you need support for things like access control, badge printing, digital signage, analytics, etc.
With that said, Envoy can start to feel a little overkill if managing visits isn’t central to your operations. Many visitor management systems offer desk and meeting room booking, and if that’s the primary need for your org, you should look at some alternatives.
If your priority is space booking and want a light-weight visitor management tool that plays well with that, Skedda is a solid choice. I am biased (I work at Skedda as a Product Specialist) but they are good if your priority is space booking and you just need a super easy to use visitor management system on the side to handle occasional office visits. Skedda really is ideal for this kind of situation. Its visitor management is also adding a ton of new functionality this coming year too, so definitely worth keeping an eye on.
If badge printing is a big need and visitor management is your main focus, you could also consider Archie. It is a lot cheaper than Envoy’s paid version while offering pretty much the same functionality.
As for what you should ask during demos, I’d focus on asking about:
Good luck!
FreeWhole6524@reddit
You can check out VizMan.
Very easy to set up, clean UI, and quick sign-in for repeat visitors. Also has door access + badge printer integrations.
PristineStory5553@reddit
We use software from VisitorFlow.co
The reason I love it is it's fully cloud base software, no apps to installed.
Visitors arriving can scan the QR code welcome banner (auto generated by software, we just took print out and pasted the lobby)
Visitors scan and fill all information, add photos, read NDA's, accept and sign and then they hit submit, ebadge is generated.
Host gets notified instantly, via email, MS teams and can approve/reject the meeting.
From the main admin account reports are generated in excel, audit is easy and the most important we now have NDA signed with all our visitors entering our manufacturing facility. Amazing !
archie-app@reddit
Glad you are demoing Archie! Since vendors are allowed to chime in on existing discussions, I wanted to share a bit more context:
Archie has native integrations with tools like Slack, Microsoft Teams, and several door access control systems, plus it connects to Brother label printers for visitor badges. All of that is included in the Pro plan at $185 per office per month, so you do not need to pay extra. It also works on both iOS and Android devices for visitor kiosks.
Envoy is a solid option and works well for many teams, especially if you want advanced security features like ID scanning and block lists. Just keep in mind that some features and integrations (like access control) use custom pricing, and it only runs on iPads, as mentioned in the thread already. The final choice is likely to depend on your budget, kiosk hardware, and the specific features you care about most, so make sure to give them all some thought. Hope that helps!
Rude_Weird3698@reddit
We use Entry2Exit visitor management system and its super easy to use even for our non technical staff.
thinknsolve@reddit
If you’re looking for something “stupid simple” but still secure and professional, check out AXIS Gatepass Visitor Management System.
It’s designed for offices and industrial sites that want to replace paper registers with a fast, no-fuss digital check-in. Visitors can sign in with QR code, OTP, or face recognition, and hosts get instant notifications by SMS, whatsapp or email.
A few reasons people like it:
You can literally start with one tablet at reception and scale later if needed. It’s simple for visitors and reception staff, yet covers everything most organizations need for secure and effortless visitor management.
songsta17@reddit
We use archie and it sounds like a pretty perfect fit based on what you described (the premium feel without being cluttered). Some visitors have mentioned how smooth the process is, which is the most you can really ask for.
Brufar_308@reddit
We put in The Receptionist on an iPad at my last gig. Setup a brother label printer to automatically print visitor badges when they checked in.
Worked pretty well, I was happy with the system. Email and sms notifications you visitor arrived, you could respond to them. There were options for package deliveries.
PuzzleheadedTooth112@reddit
Where you’re based will dictate how relevant it is,b ut for pretty much every software I always ask what happens when internet goes down. Will it completely wipe me out or is there an element of local functionality to keep us ticking over?
siggifly@reddit
Sign In App. It syncs with Google Workspace, was easy to set up and affordable compared to other solutions I looked at.
LimeyRat@reddit
We’ve been using this for several years, still very happy with it. We don’t use all the features and I’m not sure about integrating with access, but I think it ticks your other requirements
guzhogi@reddit
We use Verkada, which is fairly simple for guests to use. However, I’m too far removed from all of that to really comment on how good it is.
llDemonll@reddit
We use the same, but we’re already a Verkada shop so it was a no-brainer. It works well.
DayTooth48@reddit
swiped on is what we use across nearly 20 sites around the world, visitors can set 'remember me' and next time they come and start entering their details it will pre fill the rest. lots of customization and extra features if you need it including NDAs and what not.
Can also set different visitor types, eg if you want to collect different information off you vendors vs clients vs candidates.
Also has 1st party label printer and slack notifications (plus a lot more 1st party add ons). not sure about badge access we handle that separately
Simong_1984@reddit
We've been using Swiped On for the last 6 months. Highly recommended
Poke6_9@reddit
Can vouch for Archie on the badges, doors and slack points. We really like it, very clean and simple to use. I’d assume Envoy can handle most of what you need too as it’s been around forever. We just prefer the Archie UI and pricing works out better for us
But if you’ve booked calls, if you’re not really sure what you want you can simply explain your current process and ask “based on what you’ve seen for other companies with similar needs, what do you recommend as a process from top to bottom”. These reps have usually seen it all. You don’t have to take exactly what they recommend at face value, but it can spark some good ideas and let you know what you could bring in for the future.
CoffeeRory14@reddit
For demos like I always ask them to show a live walkthrough of a demo account rather than just screenshots. Because it’s easy to show mockups that make everything look really seamless, but in reality it’s half-baked.
HanSolo71@reddit
Uh, mods delete this if not allowed but I work for a company that has a product called Visitor Aware that might be what you want?
Ssakaa@reddit
You should be good on that front.
alwaysdnsforver@reddit
We use Greetly. It has quite a few options of things to enable / disable. Visitor comes in, they check in using the Samsung Kiosk tablet we have setup and after they enter the info you have enabled, an email goes to the employee they are there to see. It has worked well for us as we're in the same kind of situation.
BWMerlin@reddit
Have a look at Sine and Passtab.
pieboyfresh@reddit
We use Sine at a few of our offices and so far no complaints at all 😊
New-Acanthocephala26@reddit
Just my two cents but definitely prioritise somethignt that is good for Slack notifications. Emails are too infrequently checked and you don't want ‘important’ people stuck waiting in your lobby. I know you mentioned it, but just want to hammer home from experience that this should be HIGH on your list.
Inside-Willingness80@reddit
We use Envoy at our office and it’s been super solid. The setup is dead simple, and it handles badge printing, door access, and Slack notifications without much hassle. Guests can also pre-register or scan a QR code to check in, which saves a ton of time.
If you’re comparing options, Archie is good too it’s a bit more stripped down but easier to manage if you just need something functional without too many extras. You might also want to look at The Receptionist or Sign In App if you prefer a cheaper or more lightweight setup.
When you’re on demos, I’d ask about:
Returning visitor check-ins (to skip filling everything again)
Integration with your access control and calendar systems
Emergency reports or visitor logs for compliance
Envoy feels more polished overall, but Archie’s simplicity might fit better if your front desk isn’t always staffed.