Top Visitor Management Software: 2025 Comparison

Here are the top picks for managing visitors—based on features, the demo experience, pricing, customer feedback, third-party integrations, customization options, and scalability:

1. Archie: Best for affordable and scalable workspace management.
2. Tactic: Best for managing visitors on a budget.
3. Skedda: Best for custom check-in and desk booking workflows.
4. Envoy: Best for secure desk and visitor management.
5. Kadence: Best for basic workplace and visitor management needs.

These visitor management systems offer different strengths, so you can choose the one that fits your office’s needs and budget. Before we get into that, though, let’s review the basics of visitor management software.

What is visitor management software??

Visitor management systems make guest check-ins easier and more secure. Instead of using paper logs or manual sign-ins, these systems streamline the process. Hosts can register their guests in advance, and when visitors arrive, they can quickly check in at a kiosk. The system then notifies the host automatically, ensuring everything runs smoothly, quickly, and safely.

Why visitor management software matters for workplaces

The best visitor management systems improve office security by tracking who enters, identifying visitors with badges or photos, and working with access control systems to ensure only authorized people have access.?

They also save time for both visitors and employees by automating check-ins with features like touchless sign-ins and pre-registration. Guests don’t have to wait; your team can focus on other tasks. Detailed visitor logs and analytics also provide insights into peak times and office activity, helping you make smarter decisions about managing your workplace.

The best visitor management systems compared:

Archie

Archie isn’t just a visitor management tool—it’s a complete workspace management platform that makes life easier for both employees and guests. From pre-registration to check-out, Archie ensures a smooth and hassle-free experience. It also integrates seamlessly with other workplace tools, keeping your operations secure and efficient.

?? Key Features

• Guest Registration: Let visitors pre-register to speed up check-ins and reduce wait times.
• Contactless QR Code Check-In: Offer a modern, touchless check-in option for added convenience and safety.
• Detailed Visitor Logs: Keep comprehensive records of all visitors to enhance security and traceability.
• Instant Host Notifications: Notify hosts automatically when their guests arrive.
• Easy Integrations: Connect with tools like access control systems, Wi-Fi, and single sign-on (SSO).

?? Pros and Cons

• One of Archie's biggest strengths is its ease of use. It’s simple to set up, and customer support is quick and helpful. You can also expect a white-glove onboarding and get everything up and running in just two sessions.?
• Another advantage is its customization options—you can tailor the interface, emails, and notifications to fit your brand. Archie even offers a custom-branded mobile app as an optional add-on for businesses looking for more personalization.

• While Archie is a great fit for medium-sized and growing teams, it’s not the best option for smaller offices. The pricing becomes more cost-effective as you add more users and resources, so smaller teams may find it less budget-friendly unless they plan to scale up. Archie really shines when used alongside its hybrid workplace tools, making it ideal for companies looking for an all-in-one solution.

?? Pricing

Archie costs $159 per location per month. While the visitor management system can be purchased on its own, it works best when integrated with Archie’s full suite of hybrid workplace tools. A free trial is available to help you decide if it’s the right fit.

Tactic

Tactic is a workplace management tool designed to simplify office operations for hybrid teams. Its visitor management system ensures a smooth and fast check-in process that benefits both guests and hosts. This is just one of Tactic's many features to boost productivity and improve the overall workplace experience.

?? Key Features

• Calendar Integration: Syncs with popular calendar tools to organize scheduled visits and ensure hosts are ready to greet their guests.
• Real-Time Notifications: Instantly alerts hosts when visitors check in.
• Badge Printing: Quickly print visitor badges for better security and easy identification.
• Customizable Forms: Tailor visitor forms to collect the information you need efficiently.

?? Pros and Cons

• Tactic stands out for its ease of use. Its simple, intuitive interface makes it easy for both visitors and hosts to navigate without needing much training or support. This makes it a convenient option for businesses that want a straightforward system.?
• Another big plus is its budget-friendly pricing, which is especially appealing to smaller businesses looking for an affordable visitor management solution.

• While Tactic’s design is user-friendly, some users have reported occasional issues logging into the app, particularly during their first use. These login problems can cause minor inconveniences, especially for new users. However, once the app is set up and running, most users find it reliable and effective for managing visitors.

?? Pricing

Tactic is priced at $99 per location per month for its visitor management software, with a free trial available to test it out.

Skedda

Skedda is a user-friendly platform for desk booking and space management, helping businesses maximize their workspaces. While it’s best known for its booking features, Skedda also includes visitor management tools, making it a versatile option for hybrid offices, coworking spaces, and event venues.

?? Key Features

• Online Visitor Bookings: Guests can make reservations online, simplifying scheduling for both visitors and admins.
• Tool Integration: Seamlessly connects with other workplace management tools to fit into your existing systems.
• Customizable Check-In Forms: Tailor forms to your business needs to gather relevant visitor information easily.
• Workplace Analytics: Gain insights into visitor trends, peak times, and space usage to optimize your workplace.

?? Pros and Cons

• Skedda is known for being easy to use. Its intuitive interface makes managing spaces simple, even for first-time users. Thus, it’s a great option for businesses looking for a hassle-free tool for booking desks and managing visitors.?
• Another advantage is its customizable workflows. Skedda lets you create flexible desk booking rules and tailored check-in forms, making adapting the system to your specific needs easier.

• One downside of Skedda is that its visitor management features are only available as part of its larger workspace management package. This means you can’t purchase visitor management on its own, which might not be ideal for businesses that don’t need Skedda’s full range of tools. While the combined package works well for businesses seeking a comprehensive solution, it may not suit companies looking for a standalone visitor management system.

?? Pricing

Pricing starts at $99/month for basic features, with visitor management available as an add-on. Costs are based on the number of spaces managed. A free trial is available to help you decide if it’s right for your needs.

Envoy

Envoy is a reliable visitor management system built for enterprise-level companies. It prioritizes security, efficiency, and flexibility, making it a top choice for businesses that need a safe and streamlined check-in process.

?? Key Features

• Touchless Check-In: Visitors can check in using their mobile devices, eliminating the need for physical contact.
• Integration with Communication Tools: Works seamlessly with tools like Slack to send instant notifications and improve communication between hosts and guests.
• Visitor Logs and Analytics: This system tracks visitor data, including patterns and duration of stay, to enhance workplace insights.
• Advanced Security Features: Offers tools like watchlist alerts and photo capture to ensure only authorized individuals gain access.

?? Pros and Cons

• Envoy is a great option for businesses that prioritize workplace security. It offers strong safety features, such as touchless check-ins, visitor screenings, and security alerts, to ensure that only authorized individuals gain access.?
• For smaller businesses, Envoy provides a free basic plan that includes guest check-ins and host notifications. This is a budget-friendly way to try out the platform and see if it meets your needs before committing to a paid plan.

• While Envoy offers powerful features, its advanced plans can be expensive. Enterprise-level tools, such as in-depth analytics and advanced integrations, start at $329 per location per month, which may be too costly for smaller businesses. Companies with limited budgets might find it hard to justify the price, especially if they don’t need all the extra functionality.

?? Pricing

Envoy’s basic plan costs $109 per location/month (billed annually) but doesn’t include advanced features like visitor analytics, custom branding, or SSO. A free plan is available for small businesses with simple visitor management needs.

Kadence

Kadence is a workplace management platform designed to help hybrid teams book desks, schedule meeting rooms, and manage visitors efficiently. Its visitor management system offers a simple, streamlined experience. Kadence is known for its intuitive interface and reliable customer support, making it a good choice for businesses looking for an easy-to-use solution.

?? Key Features

• Touchless Check-In: Visitors can check in using QR codes or mobile devices, ensuring a safe and efficient process.
• Security System Integration: Works seamlessly with existing security setups and other workplace tools.
• Customizable Visitor Forms: Tailor forms to collect the specific information your business needs.
• Advanced Reporting: Access detailed visitor data and analytics to identify patterns and peak times, and improve management policies.

?? Pros and Cons

• Kadence offers a simple and intuitive interface that employees and visitors can navigate without any training. This saves time and ensures a smooth experience for everyone involved. Another big plus is its excellent customer support.?
• Users frequently praise the responsiveness of the support team and the seamless onboarding process, making it easy to get started with Kadence.

• One limitation of Kadence is its lack of customization. The visitor workflows are not very flexible, which might not suit businesses with unique requirements. Additionally, features like photo capture during check-in are not available, which could be a drawback for organizations needing stricter security measures. While it’s a reliable system, the lack of these advanced options may not meet the needs of every workplace.

?? Pricing

Kadence starts at $4 per active user per month, and visitor management features are included. However, there is a $750 setup fee, which may be a drawback for smaller businesses.

How to choose the best visitor management system for your office

Choosing the right visitor management system can feel overwhelming, with many options offering similar features. To make the process easier, focus on systems with these essential features:

• Touchless Check-In: QR codes or mobile app check-ins enhance safety and speed, while tablet sign-ins can complement these options.
• Customizable Interface: Ensure the system matches your brand and accommodates different visitor types like guests, contractors, or delivery drivers.
• Visitor Badges: Instantly print badges with names, photos, and access details for easy identification and added security.
• Real-Time Notifications: Notify hosts immediately when their visitors arrive for smoother coordination.
• Digital Signing: Allow visitors to sign NDAs or other legal documents digitally for quick and hassle-free compliance.
• Multilingual Support: Offer multiple language options to ensure a welcoming experience for all visitors.
• Integrations: Seamlessly connect with tools like calendars, access control systems, or security platforms to streamline operations.
• Analytics and Reporting: Get insights into visitor trends and activity to improve management.
• Data Privacy: Ensure visitor data is securely stored and complies with privacy regulations.
• Emergency Alerts: Send instant notifications to staff and visitors during emergencies.
• Pre-Registration: Allow hosts to pre-register visitors to reduce wait times and speed up check-ins.

Step 1: Understand your needs

Start by evaluating what your workplace requires. Is the system simple enough for your team and visitors to use with little to no training? Consider whether it can adapt to your specific workflows, such as pre-registration for certain types of visitors or integration with your existing tools. Knowing your needs upfront will help you narrow down your options.

Step 2: Compare pricing

While some systems may seem affordable at first glance, they might lack key features like analytics, badge printing, or advanced security tools. Look for clear pricing structures and take into account any extra costs, such as add-ons or fees for integrations. Understanding the total cost over time will help you avoid surprises and ensure you’re getting good value for your investment.

Here’s an exemplary pricing comparison for visitor management software to give you an idea:

Step 3: Read customer reviews

Check review platforms like G2 or Capterra to see how other businesses rate the system. Pay attention to comments about reliability, ease of use, and customer support. Responsive support is especially important if the system requires a complex setup or has a learning curve. Real-world feedback can give you a better sense of what to expect.

Step 4: Try before you buy

Most visitor management systems offer free trials or live demos—take advantage of these! Testing the system will give you hands-on experience with its features and usability. It’s also a great opportunity to see if it aligns with your workplace’s needs and how well the company supports its users.

By carefully considering your requirements, pricing, reviews, and trial opportunities, you’ll be able to choose a visitor management system that improves workplace security, organization, and efficiency.

How Archie stands out

Archie takes a different approach to visitor management. Unlike other systems that lock advanced features behind expensive plans, Archie offers a complete solution with all features and integrations included in one main plan. The only extra add-on is a custom-branded mobile app—something unique to Archie.

This approach means you get predictable pricing, advanced tools, and great value. In fact, Archie often costs 30–50% less than competitors offering similar features, making it a smart and cost-effective choice for businesses of any size.

From integrations (including access control, WiFi, or SSO) to automated alerts, a fully branded UI, and customizable forms and workflows, Archie offers a rich feature set in one simple plan. Learn more about Archie →?

For more guidance on how to choose the best visitor management system, visit Archie’s blog.?