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How to Choose the Right Visitor Management Solution for Your Business

Choosing the right visitor management solution is crucial for creating a great first impression and enhancing workplace security. This article explores the key factors to consider and features to look for when selecting a visitor management system that aligns with your business needs and goals.

How to Choose the Right Visitor Management Solution for Your Business


As a workplace manager, creating an exceptional first impression for everyone walking through your doors is a top priority. To build a visitor experience that wows people in today's digital age, you need the right solution that meets your business needs and goals. In this article, we'll explore how you can impress your visitors by choosing the best visitor management solution for your organization.

modern office lobby with visitor check-in

The Benefits of a Visitor Management Solution

A visitor management solution helps your organization keep track of anyone visiting your physical workplace, forming an integral part of your workplace visitor policy. However, a good visitor management system offers much more than just visitor tracking. It can help you:

  • Streamline visitor sign-in and save your team time
  • Enhance workplace security
  • Ensure the health and safety of everyone entering your workplace
  • Meet complex compliance needs
  • Make a great first impression for every guest in your lobby

Factors to Consider When Choosing a Visitor Management Solution

When selecting the right visitor management solution for your needs, consider the following factors:

1. Workplace Security

Prioritize workplace security when choosing a visitor management solution. Look for features like blocklists, ID scanning, and visitor badge printing to protect your team and property from potential threats.

2. Ease of Use

Your visitor management solution should provide a smooth and easy sign-in flow, collecting all necessary information while being simple to set up and operate for your in-house team.

3. Integration with Other Workplace Tech

Choose a visitor management solution with an open platform that can connect with the other tools you rely on to keep your workplace running efficiently. The more integrations, the better connected your workplace will be.

visitor management system integration with other workplace tech

4. Data Storage and Compliance

Opt for a cloud-based visitor management solution that securely stores sensitive visitor information and meets your business's complex compliance needs.

5. Pricing and Plans

Consider the cost and look out for any hidden fees. Evaluate the features in each plan and select the one that best aligns with the level of complexity your organization requires.

Key Features to Look for in a Visitor Management Solution

When evaluating visitor management solutions, keep an eye out for these essential features:

  1. Customizable Sign-In: Tailor the sign-in process, invite emails, and welcome messages for each type of visitor.

  2. Visitor Screening: Set specific criteria for visitors to come on-site and screen against unwanted guests.

  3. Digital Document Signing: Prompt visitors to sign NDAs and waivers digitally to protect your organization and securely store these documents.

  4. Notifications: Automatically notify employees when their guests arrive, preferably through integration with communication tools your team already uses.

  5. Analytics and Reporting: Gain insights into visitor volume, host activity, and visitor time in the workplace, with the ability to export data quickly for workplace compliance.

customizable visitor sign-in on tablet

Making the Final Decision

Before investing in a visitor management solution, consider your primary goals. Are you looking to simply elevate your visitor experience, or do you want to revamp your entire process from start to finish?

Don't forget to check out existing customer reviews to ensure the technology works as promised, delivers value, and offers good customer support. Starting with a free trial, like WOX Visitors, can help you determine if a solution is right for your business.


In today's competitive landscape, guests expect sleek, seamless, and easy experiences. To keep up, workplace leaders should invest in technology that works for them and their visitors. By considering the factors and features outlined in this article, you can choose a visitor management solution that aligns with your organization's unique needs and goals, ultimately creating a lasting positive impression on every visitor who walks through your doors.


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