How do you manage hundreds of people walking into a corporate building or an IT park daily? You will have to verify their identities, document their visits, and ensure their access is limited to the authorized area for the approved time. A manual register system will completely fail for vetting numerous employees, visitors, clients, vendors, and local staff without wasting a significant amount of time. Here, a modern Visitor Management System or VMS can be a game-changer, automating the complete process from pre-arrival to exit logging. The system controls and helps manage the hardware on entry & exit points, registration of visitors, identity verification, log creation, badge or barcode printing, and tracking the visiting time.
Selecting the right VMS is highly essential for corporate office premises or an IT park to prevent security breaches, authorize entries, and automate the maintenance records. You will have to consider various types of factors before choosing a particular system, including whether it can easily integrate with the access control system and adhere to compliance. To make things easy, this buying guide reveals how you can procure the right video management system for your office space.
What is a Visitor Management System?
A visitor management system is a combination of hardware and software to automate the manual visitor management tasks into a building or across multiple facilities. It integrates with the access control system and documents the entry and exit of employees, guests, clients, vendors, contractors, and many other people visiting premises for official work.
Replacing the handwritten entry and exit detail recording system, VMS allows users to register an individual on a cloud platform, verifies its identity, provide a temporary access card or any other form of credential to enter the building, record their movement across different zones, and create logs for reviewing later.
How Does the Visitor Management System Work?
Here’s the step by step working process of visitor management system:
| Step | Working of Visitor Management System |
|---|---|
| Visitor Registration | The visitor enters basic details. |
| Identity Verification | The system verifies the visitor’s ID. |
| Host Approval | The host receives and approves the visit. |
| Check-In | The visitor is checked into the system. |
| Badge Printing | Visitor ID badge is printed. |
| Access Control | Entry is allowed only to approved areas. |
| Visit Tracking | Entry and exit are monitored. |
| Check-Out | Exit time is recorded automatically. |
| Report Generation | Visitor records are stored for future reference. |
What are the Key Features of a Visitor Management System?
Here are the major features that your VMS must have:
Digital Visitor Registration: Let users register themselves by entering basic details via kiosk, tablet, or mobile app. This helps to save time and eliminate the long queues by replacing the manual paperwork.
Identity Verification: Allows the system to automatically verify the identity of the user through government ID, OTP, or facial recognition for presenting unauthorized entries.
Pre-Registration: Allowing the employees to pre-register a visitor before arrival for the convenience of check-in and a smooth visitor experience.
Badge Printing: Automatically prints a badge for the visitor consisting their photo, basic details, and access permissions.
Host Notifications: The system sends automated instant alerts to the employees as SMS or email when their visitors arrive.
Access Control Integration: Can be easily integrated with the access control systems for restricting the visitor access to authorized areas or zones only.
Real-Time Visitor Tracking: Helps the security teams to know in which zones visitors are in real-time and monitor their movement.
Digital Visitor Logs: Automatically creates the record of all the visitors including their visiting history, check-in, and check-out times.
Cloud-Based Management: Allows administrators to monitor visitors’ activities and manage their access securely from anywhere through cloud platforms.
Different VMS Requirements of Corporate Offices and IT Parks
Not every office space has the same security needs. There is a huge difference between a single company corporate office and multi-tenant IT park in terms of what they require from a VMS:
| Requirement | Corporate Office | IT Park / Multi-Tenant Campus |
| Visitor Volume | Moderate number of visitors daily | High number of visitors across multiple companies |
| Host Notification | Quick notification to the host | Routes visitor requests to the correct company and host |
| Asset Tracking | Usually not required | Tracks laptops and other devices carried by visitors |
| Access Control | Access to meeting rooms and office floors | Access to tenant-specific floors and shared areas |
| Compliance | Follows company security policies | Meets audit and compliance requirements of multiple tenants |
| Emergency Reports | Helpful during emergencies | Essential for evacuation and safety compliance |
On-Premise Vs Cloud Based VMS System: What is Better for Offices
Cloud-Based VMS: Stores the visitor data in the cloud and allows the admins to access it remotely. It has lower upfront cost, mainly purchased as a subscription-based service. Cloud VMS is best for both single-company offices and chains with high-quality encryption.
On-Premise VMS: Local VMS saves all the visitor data on a local server of the company, which keeps it secure from a third-party cloud. These types of security management systems are preferred for IT parks where tenant companies are required to contain the visitor data within a specific geography.
Hybrid VMS: Saves the visitor data on local server but also allows the admins to manage it through a cloud dashboard. These systems have become popular among large enterprises that prioritize remote access.
Visitor Management System Price in India
| Visitor Management System Type | Approx. Price in India | Best For |
| Basic Digital VMS (Software Only) | Rs 10,000 – Rs 50,000/year | Small offices with low visitor traffic |
| Mid-Tier VMS | Rs 50,000 – Rs 1,50,000/year | Medium-sized corporate offices requiring advanced features |
| Enterprise VMS with Hardware | Starts from a few lakhs | Large enterprises, IT parks, and multi-location businesses needing kiosks, badge printers, biometrics, installation, and AMC |
How to Choose the Right VMS For Corporate Office and IT Parks?
Here are the major points to consider when you choose a VMS for your office space.
Choose the Right Type
You should choose the right type of VMS that can handle the visitor volume of your office and offers advanced features for your security needs. Large IT parks may need a system with multi-tenant support and small offices can use a cloud based simple system.
Data Security & Compliance
Your VMS must adhere to the rules of regulatory compliance and keep the visitor data secure from unauthorized access. It should take visitor consent, retain data, and allow for deletion to meet the company policies.
Price Comparison
Assess the overall cost of the VMS system from different sources. Ask for the detailed quotation that consists of costs related to software, hardware, installation, training, and maintenance cost. Consider the provider which best fits in your budget and cater to your specific security needs.
System Integration
Verify if the VMS can integrate with the existing access control and surveillance system of your office escape. This will simplify and enhance the overall security in your premises so that no unauthorized individual can breach it.
Scalable
Make sure to choose the visitor management system that is scalable with your business. It should be future proof with easy to expand coverage if the company wants to add more floors or buildings to their space.
Why Should You Choose DigiMRO for Buying Visitor Management Systems for Your Space?
DigiMRO makes it easy to buy the right Visitor Management System for your office, IT park, factory, or commercial building. We offer products from trusted brands at competitive prices to suit different business needs and budgets. Whether you need a basic visitor registration system or an advanced solution with access control integration, DigiMRO has the right option for you. You also get genuine products, bulk buying support, quick delivery, and expert assistance in choosing the best system. With DigiMRO, you can improve workplace security and manage visitors more efficiently.
