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The Ultimate Guide to Visitor Management Apps and Why They Should Replace Paper

In today's digital age, there's no excuse for using pen and paper to manage visitor sign-in. Visitor management apps offer a number of benefits over traditional methods, including improved security, increased efficiency, and cost savings.

The Ultimate Guide to Visitor Management Apps and Why They Should Replace Paper


As a corporate HR manager, IT manager, or real estate & facility manager, you know that managing the flow of visitors can be a challenge. It can be especially difficult for schools and colleges, where a constant stream of guests need to be monitored.

Fortunately, there is a solution that can make visitor management a breeze: visitor management apps. These apps can replace pen and paper sign-in systems, offering a number of benefits, including:

Enhanced Security

One of the most important benefits of visitor management apps is that they can help to improve security. With a paper-based system, it's easy for visitors to sign in and then leave without being noticed. This can pose a security risk, as unauthorized people could gain access to your building.

Visitor management apps can help to prevent this by requiring visitors to scan a QR code or enter a code from an email or text message upon entry. This creates a digital record of each visitor, making it easier to track who has entered and left the building.

Increased Efficiency

Visitor management apps can also help to increase efficiency. With a paper-based system, the sign-in process can be slow and cumbersome. Visitors have to fill out a form, which can take several minutes.

Visitor management apps can streamline this process by allowing visitors to sign in with just a few taps on their smartphone. This can save time for both visitors and staff.

Cost Savings

Visitor management apps can also help to save money. Paper-based systems require the purchase of paper, pens, and other supplies. Visitor management apps, on the other hand, are typically cloud-based, which means that there are no ongoing costs for supplies.

In addition, visitor management apps can help to reduce labor costs. With a paper-based system, you may need to hire additional staff to manage the sign-in process. Visitor management apps can automate this process, freeing up your staff to focus on other tasks.

How to Choose a Visitor Management App

There are a number of different visitor management apps on the market, so it's important to compare your options before making a decision. Here are a few things to keep in mind when choosing a visitor management app:

  • Features: Make sure the app has the features that you need, such as the ability to scan QR codes, send notifications, and generate reports.
  • Ease of use: The app should be easy to use for both visitors and staff.
  • Cost: The cost of the app should fit within your budget.
  • Support: The vendor should provide good customer support in case you need help using the app.


Visitor management apps are a valuable tool for any organization that wants to improve security, increase efficiency, and save money. If you're still using a paper-based system, it's time to make the switch to a visitor management app.

Here are a few additional benefits of using a visitor management app:

  • Improved communication: Visitor management apps can help to improve communication between visitors and staff. For example, the app can be used to send notifications to visitors about important information, such as building procedures or changes to the schedule.
  • Enhanced visitor experience: Visitor management apps can help to enhance the visitor experience by making the sign-in process quick and easy. Visitors can also use the app to find their way around the building and locate specific people or departments.
  • Increased compliance: Visitor management apps can help your organization to comply with safety and security regulations. For example, the app can be used to track visitor training and ensure that visitors are aware of your organization's safety policies.

If you're ready to make the switch to a visitor management app, I encourage you to request a demo of our app today. We offer a free trial so you can try the app before you buy it.


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