Best Visitor Management Systems for Easy and Secure Guest Sign-Ins

In today’s workplaces, how visitors are welcomed has shifted dramatically. Gone are the days when a simple paper sign-in sheet, or an overwhelmed receptionist, could manage the flow of guests, vendors, and contractors. Hybrid work, flexible office layouts, and stricter security requirements have redefined what visitor management means.

Modern visitor management systems (VMS) now act as digital front desks: they automate check-ins, handle pre-registration, manage access credentials, and maintain compliance logs. For many businesses, these systems are also about brand experience - making sure every guest interaction feels polished, professional, and secure. From small offices to global enterprises, VMS tools have become essential to both safety and efficiency.

In this guide, we’ve rounded up five of the best visitor management systems of 2025. Each platform solves slightly different problems - from hybrid workspace logistics to enterprise-grade compliance. At the top of our list is Archie, a standout choice for modern, flexible workplaces that value simplicity and strong integrations.

How We Chose

We evaluated each system using the following criteria:

• Usability - Intuitive visitor flows and minimal onboarding for staff.
  
  
• Integrations & automation - Connectivity with tools like Slack, Teams, Kisi, and access control systems.
  
  
• Security & compliance - Visitor screening, NDA signing, audit trails, and check-in/out tracking.
  
  
• Scalability - How well it supports multi-site, hybrid, or enterprise deployments.
  
  
• Team fit & customization - Flexibility to tailor guest workflows, branding, and notifications.
  
  

Featured Platforms

Archie

Archie is built for the modern workspace. Its visitor-management module simplifies check-ins through QR codes, tablets, or mobile links, allowing visitors to pre-register, sign NDAs, and check in without bottlenecks at reception. Once guests arrive, Archie automatically notifies their hosts, prints badges if needed, and logs every check-in and check-out event.

The system also allows teams to design custom workflows for different visitor types - clients, contractors, candidates - each with its own form fields, approval steps, and compliance rules. Archie integrates with Slack, Microsoft Teams, Google Workspace, access control providers (like Kisi, Brivo, and Salto), and even Wi-Fi provisioning systems.

Its clean interface, quick deployment, and modern office orientation make it ideal for coworking operators, tech firms, and distributed teams looking to unify visitor tracking, room booking, and workplace management in one ecosystem.

Key Strengths:

• Smooth, self-service check-in via QR or kiosk
• Automated host alerts, guest badges, and NDA capture
• Real-time visitor logs and emergency evacuation tracking
• Deep integrations with workspace tools and access systems
• Excellent fit for hybrid and coworking environments
  
  

Envoy Visitors

Envoy is one of the most recognized names in workplace technology, and for good reason. Its visitor-management platform delivers a polished front-desk experience with badge printing, photo capture, and contactless check-ins. Envoy supports pre-registration, integrates with access control systems, and syncs with calendars and communication tools for seamless host notifications.

Larger teams appreciate its advanced reporting, security settings, and enterprise integrations, while smaller offices benefit from its simple, customizable flows. If you’re managing multiple visitors daily or coordinating with building security, Envoy remains a dependable option.

Key Strengths:

• Enterprise-grade badge printing and visitor photo capture
• Deep integration library (calendar, Slack, Teams, access control)
• Contactless and mobile check-ins for safety and efficiency
• Excellent scalability for medium to large organizations
  

Proxyclick (Eptura Visitor)

Now part of the Eptura suite, Proxyclick targets enterprises that need global consistency and compliance. It enables complex, multi-site visitor workflows, multilingual support, watchlist screening, and detailed audit logs, ideal for regulated industries like finance, energy, or manufacturing.

Its integrations extend into access control and identity management, so approved guests can receive temporary credentials automatically. Proxyclick’s strength lies in its balance of customizability and control, visitors get a frictionless experience, while admins maintain strict oversight.This kind of end-to-end visibility aligns closely with process intelligence, where real-time data is used to analyse and optimise workflows across complex systems.

Key Strengths:

• Advanced compliance tools with audit-ready logs
• Multilingual and multi-site visitor workflows
• Custom screening, approvals, and ID verification
• Enterprise integration with identity and security systems
  
  

SwipedOn

SwipedOn offers a clean, approachable solution perfect for small and midsize offices. Visitors can sign in via tablet or QR code, notify their hosts instantly, and print badges on the spot. The platform is easy to set up, affordable, and includes features like delivery management and evacuation lists - ideal for companies that need functionality without heavy configuration.

Key Strengths:

• Quick setup and easy-to-use interface
• Contactless visitor check-in and host alerts
• Affordable for small to mid-sized businesses
• Includes delivery and evacuation management features
  
  

Greetly

Greetly positions itself as the world’s first fully customizable, white-label visitor management system. It’s designed for companies that want full control over branding and guest workflows. The software supports contactless check-ins, visitor photo capture, badge printing, NDA and document signing, and multilingual flows, all under your brand identity.

Greetly also integrates with tools like Zapier, Microsoft Teams, and Google Workspace, making it flexible for offices that want visitor data to trigger downstream workflows (like CRM or access control). Its configurability and simple pricing make it a strong choice for businesses that value both autonomy and professional polish.

Key Strengths:

• Fully customizable, white-label visitor experience
• Contactless check-in, badge printing, and digital document signing
• Integrations with popular workplace and automation tools
• Strong value for offices seeking branded, scalable control
  
  

Conclusion

Visitor management systems have become a core part of workplace technology - sitting at the intersection of safety, efficiency, and hospitality.

‍
If you need an universal modern office solution, Archie leads the pack with its elegant interface and connected ecosystem. For high-traffic corporate environments, Envoy delivers reliability and integration depth. Proxyclick (Eptura) serves enterprises with strict compliance needs, while SwipedOn and Greetly bring agility and affordability to smaller teams.

Ultimately, the right choice depends on how you define “visitor.” Whether it’s clients, vendors, contractors, or job candidates, your system should not only log their arrival but enhance their experience, and reinforce your workplace’s professionalism from the moment they walk in.

‍