| The ultimate workplace experience conference
The ultimate workplace experience conference
Appspace acquires Igloo Software, a leading modern intranet provider.
Appspace acquires Igloo Software, a leading modern intranet provider
First impressions are made at the front desk. And if your visitor management solution isn’t keeping up, it’s time to rethink it.
The Visitor Management System (VMS) market is booming. It was valued at $2.29 billion in 2024, and is projected to reach $7.34 billion by 2034, according to Market Research Future.
That’s serious momentum and it’s being driven by these challenges:
Every major sector is stepping up:
Modern visitor management software replaces manual check-ins with tools like QR codes, digital forms, pre-registration, and real-time monitoring that aren’t just more secure, they vastly improve the visitor experience.
In this guide, we’ll answer common questions and break down how to choose a visitor management system.
Find out more about hybrid teams in the workplace.
Visitor management software is a digital system for registering, tracking, and managing guests in your workplace. It replaces paper logbooks with secure, automated workflows, often including pre-registration, QR code check-ins, badge printing, and real-time tracking.
In an era of hybrid work and heightened compliance requirements, knowing who’s in your building and why is essential.
For many facilities and security teams, modern visitor management systems solve long-standing challenges. They make check-ins faster, improve visitor tracking, and give teams real-time insight into who’s on-site. With consistent policies and automated recordkeeping, it’s easier to stay compliant and audit-ready across every location.
A good visitor management solution automates check-in, tracks activity in real time, and gives you full visibility into who’s on-site, without relying on spreadsheets or manual follow-ups.
Security leaders love visitor management systems because they provide structure and accountability, while keeping things flowing. Key features include:
Combined, these tools let you protect your spaces, comply with regulations, and respond quickly during emergencies and give you clear, auditable data.
A fast, frictionless check-in sets the tone. Key features include:
This helps facilities teams deliver a professional, welcoming, human-centered experience for everyone, even when foot traffic is unpredictable.
If you’re evaluating visitor management solutions, look for tools that give you flexibility, scale, and control. Your shortlist should include:
Don’t settle for a tool that only works at the front desk, choose one that supports your entire workplace strategy.
In hybrid offices, visitor tools do more than track guests:
Yes — and it should.
Look for visitor management software (like Appspace), that integrates with your current tech stack, including:
These integrations make check-in a breeze and help reduce friction for visitors, hosts, and admins alike.
If your workplace is subject to audits, inspections, or regulations (think ISO, HIPAA, GDPR, etc.), a manual process simply isn’t sustainable.
A solid visitor management system helps by:
That means fewer gaps, better documentation, and peace of mind when audit season rolls around.
AI is changing how we welcome and manage guests, and the Appspace + Microsoft Copilot integration is a great example.
Copilot can register a visitor, book a room, and send invites in a single prompt. It recommends the best space based on needs and availability. Visitors get personalized greetings and directions. And security stays tight with automated watchlist checks and alerts. All without leaving Outlook or Teams.
Here’s a top-level, practical visitor management rollout plan for facilities and security managers:
If you’re still relying on paper sign-ins, disconnected tools, or manual workflows, you’re leaving gaps in both security and experience.
The best visitor management software gives you real-time insight, consistent control, and a more professional front-door experience, without adding complexity for your teams.
It’s one of the simplest upgrades with the biggest payoff for both facilities and security leaders.
Explore Appspace Visitor Management. Or schedule a demo to see the platform in action.
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