Visitor Management Systems for Small Offices
The paper visitor book on the front desk has done its job for decades, but it shows every visitor's name to the next person, gets lost and is hard to search. A visitor management system replaces it with a tablet or phone sign-in that notifies hosts, prints badges and keeps a tidy record. This guide compares three well-known options, Envoy, Proxyclick and SwipedOn, and shows you how to set one up properly in a small office.
Key takeaways
- A visitor management system lets guests, contractors and couriers sign in digitally, notifies their host and keeps a record of who is on site.
- Envoy, Proxyclick and SwipedOn are established options; compare them on features you will actually use.
- Visitor data is personal data, so collect only what you need, explain why and set a retention period.
- Good setups help with safety too, for example knowing who is in the building during an evacuation.
- Check current features, pricing and privacy policies before you choose.
You might think visitor management is only for large corporate headquarters. In reality, small offices often feel the pain more. There is no full-time receptionist, so visitors wander in and wait awkwardly while someone finishes a call. Contractors arrive without anyone knowing. A courier needs a signature and nobody can find the right person. And when the fire alarm goes off, nobody is quite sure who is in the meeting room.
A simple digital sign-in solves most of this for a modest effort. As spring brings office moves, new hires and contractor visits for maintenance work, it is a good moment to tidy up your front door. This article explains what these systems do, compares three of them and gives you a step-by-step setup plan, plus the privacy points you should get right from day one.
What a visitor management system does
Most systems share a core set of features. Knowing them helps you decide which ones you need and which are nice extras.
- Digital sign-in. Visitors type their details on a tablet at reception, or scan a QR code on their own phone.
- Host notifications. The person being visited gets a message by email, text or chat app when their guest arrives.
- Badges. Many systems print a name badge, which helps staff know who is a guest.
- Pre-registration. Hosts can invite visitors in advance, so arrival takes seconds.
- Agreements and safety information. Visitors can read and accept a non-disclosure agreement, site rules or safety briefing at sign-in.
- On-site list. A live list of who is in the building, useful for emergencies.
- Records and reports. A searchable log of past visits, with settings for how long data is kept.
- Deliveries. Some systems also log packages and notify the recipient.
Pro tip
Before comparing tools, spend one week noting every person who arrives at your office who is not on staff: clients, candidates, contractors, couriers and friends. The list tells you which features matter, for example badge printing for contractors or delivery logging for a busy post room.
The three systems compared
Here is an overview of each tool. Features and plans change, so treat this as a starting point and check each provider's current details.
Envoy
Envoy is a workplace platform whose visitor management product handles tablet sign-in, host notifications, badge printing, visitor agreements and pre-registration. It also offers other workplace tools, such as desk and room booking and delivery management, which may appeal to a growing office that wants several functions in one place. Check which features are included in each plan and whether you need the extra modules.
Proxyclick
Proxyclick is a visitor management system that covers sign-in, host alerts, badges, pre-registration and visitor agreements. It has a strong focus on security and compliance features, such as integrations with access control systems in some setups. It can suit offices that share a building with others or have stricter security needs. Check current plans and integrations with the provider.
SwipedOn
SwipedOn is a visitor management app designed with small and mid-sized businesses in mind. It offers tablet sign-in, host notifications, badge printing and pre-registration, along with options for employee sign-in and deliveries. Its straightforward setup makes it a common choice for offices that want something running quickly. Check current features and plan limits, such as the number of locations.
| Feature to check | Envoy | Proxyclick | SwipedOn |
|---|---|---|---|
| Tablet sign-in | Yes | Yes | Yes |
| Host notifications | Yes | Yes | Yes |
| Badge printing | Yes, check hardware | Yes, check hardware | Yes, check hardware |
| Visitor agreements | Yes, check plan | Yes, check plan | Yes, check plan |
| Wider workplace tools | Broad range of extra modules | Security and access integrations | Employee sign-in and deliveries |
| Typical fit | Growing offices wanting one platform | Offices with stricter security needs | Small offices wanting quick setup |
For many small offices, all three can handle the basics. The decision often comes down to ease of setup, integrations with the tools you already use, and how much you want the system to grow with you.
Common mistake
Buying on the longest feature list. A five-person office rarely needs access control integrations or multi-site reporting. Paying for, and configuring, features nobody uses makes the system harder to run. Start with what you need now and check that upgrading later is simple.
Privacy: treat visitor data with care
A visitor sign-in collects personal data: names, companies, phone numbers, sometimes photos and signatures. In the UK and EU, GDPR and UK GDPR apply to that data, and in the US, state privacy laws may apply. Rules vary, so check official guidance from your data protection regulator. This is general information, not legal advice; speak to a qualified professional if you are unsure what applies to you.
Good practice for small offices includes:
- Collect the minimum. Name, company and host are often enough. Only ask for phone numbers, photos or ID if you have a clear reason.
- Explain why. Show a short privacy notice on the sign-in screen, saying what you collect, why and how long you keep it.
- Set retention. Use the system's settings to delete visitor records automatically after a set period you have decided on.
- Limit access. Only the people who need visitor records should see them. Use individual logins and two-factor authentication on the admin account.
- Check the provider. Read each tool's privacy policy and data processing terms, including where data is stored.
- Ask before taking photos. If the system captures visitor photos for badges, make it clear and consider whether you really need them.
Safety and emergencies
One of the most practical benefits of a digital system is knowing who is in your building. In an evacuation, a live on-site list on a phone is far more useful than a visitor book left at reception.
Visitor sign-in also gives you a chance to share safety information, such as fire exits, assembly points and who to contact for first aid. In the UK, employers must provide adequate first aid equipment, facilities and people based on a first aid needs assessment, and that assessment can consider visitors and contractors. In the US, OSHA requires first aid supplies and, where there is no nearby medical facility, trained first aid responders. Check the official guidance for your location.
Hypothetical example
Imagine Tom, who manages a 12-person design studio on the second floor of a shared building. There is no receptionist, so visitors used to knock on the nearest door. Tom sets up a tablet by the studio entrance with a simple sign-in: name, company and who they are visiting. Hosts get a chat message when their guest arrives, and contractors accept a short safety note. During a fire drill, Tom opens the on-site list on his phone and confirms that two visitors and one contractor are at the assembly point. Records delete automatically after the retention period he chose.
How to set up a visitor management system
Follow these steps to go from paper book to working digital sign-in in a couple of weeks.
- List your visitor types. Clients, candidates, contractors, couriers and others. Note what each one needs at arrival.
- Decide what to collect. Keep fields to a minimum for each visitor type, and write a short privacy notice.
- Shortlist and trial. Pick two systems, use free trials where offered and test the sign-in yourself on a tablet and a phone.
- Connect notifications. Link host alerts to the email or chat tools your team already uses.
- Add agreements and safety notes. Upload any non-disclosure agreement or site rules, and a short safety message.
- Set retention and access. Choose how long records are kept and who can view them, and turn on two-factor for admins.
- Place the hardware. Mount the tablet securely near the entrance, with power and a clear sign saying "Visitors, please sign in here."
- Brief your team. Show staff how to pre-register guests and what to do when a visitor arrives.
Visitor sign-in setup template
Copy this table to plan what you collect for each visitor type. The entries below are made-up examples for illustration only.
| Visitor type | Fields collected | Agreement or note | Badge? | Host alert | Retention (example) |
|---|---|---|---|---|---|
| Client meeting | Name, company, host | Welcome and Wi-Fi details | Yes | Chat message | Delete after set period |
| Contractor | Name, company, host, phone | Safety note and site rules | Yes | Chat and email | Delete after set period |
| Courier | Name, company | None | No | Delivery alert to recipient | Delete after short period |
Pro tip
Put a printed QR code next to the tablet so visitors can sign in on their own phones if the tablet is busy or offline. It also helps visitors who prefer not to touch a shared screen.
Making the visitor experience feel welcoming
A visitor system should make people feel expected, not processed. A few small touches go a long way.
- Pre-register when you can. A welcome email with the address, parking or transit details and what to bring sets a great first impression.
- Keep the sign-in short. If it takes more than a minute, visitors will start to sigh.
- Greet in person. The notification is a cue for the host to come to reception, not a replacement for saying hello.
- Offer the basics. Show where to wait, where the restrooms are and how to get on the guest Wi-Fi.
- Think about accessibility. Place the tablet at a height that works for wheelchair users, and make sure someone can help visitors who struggle with screens.
Your visitor management action checklist
- Log every non-staff arrival for one week
- List visitor types and what each needs
- Decide the minimum data to collect and write a privacy notice
- Trial two systems from Envoy, Proxyclick and SwipedOn
- Check current features, pricing and data processing terms
- Connect host notifications to your team's tools
- Add safety information and any visitor agreements
- Set data retention and protect admin access with two-factor
- Brief staff and retire the paper visitor book
Frequently asked questions
Does a small office really need a visitor management system?
Not always. If you get very few visitors, a simple process may be enough. But if you have regular clients, contractors or deliveries and no full-time receptionist, a digital sign-in saves time, improves safety and keeps visitor data more private than a paper book.
What hardware do I need?
Usually a tablet on a secure stand near the entrance, plus a badge printer if you want printed badges. Check each provider's list of supported devices and printers before buying anything.
Can visitors sign in without touching a shared screen?
Many systems support sign-in by scanning a QR code with the visitor's own phone, and pre-registered guests may only need to confirm their arrival. Check the options in the tool you choose.
How long should I keep visitor records?
Only as long as you have a clear reason to. Decide on a retention period that fits your needs and legal obligations, set the system to delete records automatically, and mention the period in your privacy notice.
Related reading
The bottom line
A visitor management system turns an awkward front door into a smooth, safe and more private welcome. Envoy, Proxyclick and SwipedOn all cover the core features of sign-in, host alerts and badges, so choose based on your visitor types, your existing tools and how much you expect to grow.
Spend a week noting who walks through your door, trial two systems on real visitors, and set your privacy and retention settings before going live. Your guests will feel expected, and you will always know who is in the building.
