April 13, 2024

The Best Practices To Maximise Your Visitor Management Software

When someone arrives at your business, what are they greeted with? Is it a long queue at reception, an empty waiting room or a tatty visitors’ book? More and more businesses are now implementing the use of visitor management software to help eliminate these issues, streamline their processes and improve their visitor experiences.

Visitor management software can make a big difference to the productivity and accessibility of your business, but are you getting the most out of it? To explain further, VMFree, provider of a free visitor management system look at some of the best practices relating to visitor management software to help you see if there is more that you could be doing with it.

What is visitor management software?

Visitor management software uses innovative programming to meet and greet the visitors to your business in a quicker and more professional way. As it can be completely customised, it will carry all of your business branding, and can be designed to collect whatever information that you need.

That means that instead of signing into a visitors’ book that is there for all to see, your guests can enter their information privately, and provide you with any details you want. This can help you with all sorts of purposes and allows you to know more about the people walking freely around your business.

The software is then capable of printing a personalised visitors badge and will alert the person that they are there to see their arrival. The visitor will then be given instructions on what to do next, whether it is to take a seat and wait to be collected or to make their way to a conference room. The system will log the time of their arrival and when they leave so that you always know who is on site at any given time.

So, what are the best practices you should be implementing with your visitor management software?

Make use of the customisation features

Every business will want to know different things about their visitors so do not rely on any default forms. You can collect any information that you need, and this may even vary depending on each guest, so make good use of the features that you have been given.

Set up a visitor policy

It is important to think about what your rules are relating to visitors and create a policy accordingly. You need to think about how you want them to be able to access your visitor management software and make sure that this is easy to use and understand.

You also need to consider whether there are restrictions on where visitors can go and what they can do while they are there. If this is the case, you can have the ability to provide them with this information when they sign in.

Employee education

New systems are only effective if everyone knows how to use them. When implementing your visitor management software, you need to make sure that all employees receive training on what they can do with it. This can start with showing reception staff how visitors access the system so that they can support them if needed. It should also involve showing employees how to schedule visits, set up visitor forms and even use it to book meeting rooms if necessary.

Your employees should also be aware of any policies relating to visitors, so that everyone is clear on what the rules are.


Your visitor management software does not just start working when someone walks through your door, it can actually happen long before this. Many systems have the ability to send out invitations to visitors, which can provide useful information around the time and date of the meeting and who they are there to see.

It can also include details on parking or how to access the building if this is necessary. Each invite can be personalised, which gives staff the opportunity to state the purpose of the meeting and anything they might need to bring with them.

Be friendly

Visitor management software can be a very professional tool, but that does not mean that it should be off-putting. It might be the first impression that some people get of your business, so it is important to make sure that it is still friendly, polite and welcoming. Whilst some visitors might be clients, others could be contractors, friends and even family members, so keep in mind who your system will be greeting when you set it up.

Brand your experience

Your visitor management software should allow you to personalise it so that you can use all of your branding throughout. This means that you can add logos, colour schemes and straplines which will give your visitors a feel for the type of business that you are and can make it easier for them to engage with you.

It can also provide a sense of familiarity when they see branding that they recognise, which can be reassuring. It is therefore important that you make good use of your software options to ensure your branding is present throughout the greeting, sign in and even invitations.


Your visitor management software should help to improve the accessibility of your business. This means that it must be clear and easy to use, with options to read aloud or enlarge the size of the text. It could even contain a button to signal for help if anyone is struggling with it.

No matter who your visitors are, it is important to make their experience a positive one as early as possible. This can start with your visitor management software, which can act as a greeting and an introduction to your business.

It can help to guide people and make them feel welcome as well as performing a number of practical and important purposes. You therefore need to ensure that you and your staff are all familiar with the system, how it works and what it offers to make full use of it and be able to follow best practice.