Visitor Management System Myths

Visitor Management Systems, or VMS, is a solution that allows enterprises to pre-schedule meetings, offers seamless premise access to guests, and helps avoid the hassle of calling reception to make an appointment.

Besides this, it also helps in record keeping of guests, deriving analysis, and more while heightening the convenience and security of enterprises. Nowadays, AI-driven VAM can function with face recognition and QR mobile passes, offering a seamless experience to visitors.

The application of digital visitor access systems is becoming common in global enterprises; however, people associate many false notions around them. Today, we will relieve you from the myths about visitor management solutions.

5 Common Myths About Visitor Management Systems

Myth #1: Only Large Organizations Need It.
Myth #2: Visitor Solutions Cost A Lot!
Myth #3: Receptionists Might Lose Their Job.
Myth #4: Visitor Systems Lack Customization
Myth #5: Digital VMS Are Not User Friendly

Myth #1: Only Large Organizations Need It.

According to a source, a hiring manager interviews at least 3-6 people in person for a single job role. Qualified candidates may undergo a second or third round of interviews, demanding recurring visits. So, if a company has 20 job openings, it will likely have 60-120 (3 X 20 and 6 x 20) visitors, only as interviewees for the first round. 

As small businesses grow, they would have new job opportunities, and visitors would significantly increase. Also, visitors don’t account for interviewees only. They also include investors, partners, agency representatives, and more. 

It means that even a small business must be equipped with a visitor management system because it can inform the host of the guest’s arrival. Simultaneously, the receptionists wouldn’t have to ask the visitor about the purpose of the visit or the person to meet, and wouldn’t require signing a visitor log book.

Myth #2: SaaS-based Visitor Solutions Are Costly!

Companies with a tight budget often opt for visitor logbooks starting at Rs 500 as a sophisticated measure of maintaining guest entries. Unfortunately, such registers are not apt for organizations as visitors can exit without signing out.

Assuming that a company uses ten logbooks a year, the average cost comes to Rs 5,000, which needs a separate space for storage. On the other hand, a visitor management app can function on a regular smartphone or tablet, eliminating the need for a separate storage room. The digital VMS can intake any number of records with a seamless view to the administrators, hosts, and guests.

A visitor logbook has a limited number of entries with different handwritings, corrections, strikes, and more, making it difficult to know the details of the arrived guests. The logbook would also fill faster if you have high volumes of visitors in a year, making it even more costlier than digital VMS.

Furthermore, many digital VMS service providers provide a trial period to businesses, allowing them to achieve visitor tasks without any cost, lowering the capital expenditure while experiencing the intricacies of the solution.

Also Read: How to Find the Best Visitor Management Solution for Your Organization?

Myth #3: Receptionists Might Lose Their Jobs

A company receptionist is responsible for scheduling meetings, making external reservations, managing events and flight bookings, escalating issues, and more. Unfortunately, the valuable time of the receptionist is spent on scheduling meetings, maintaining logbooks, informing the host about the guest’s arrival, and informing the guest about the allocated place of the meeting within the premises. 

According to a source, the average monthly compensation of a receptionist is Rs 41,415, with an add-on compensation of Rs 25,803 a year. So, hiring a receptionist costs Rs 43565.25 a month, and every hour spent on scheduling meetings is causing a loss for the company. 

A VMS can significantly manage the workload of the receptionist and host by offering a digital platform with the option of adding accurate guest details. It can even streamline entries and exits with a mobile QR pass and face recognition, ensuring secure entries without waiting or queueing. 

It is an apt solution for small businesses that currently need help to afford front desk admins for visitor management. On the other hand, the front desk admins of a company can indulge in other essential functions. In short, the receptionist won’t lose the job, and the company would have more efficient employees.

Myth #4: Visitor Systems Lack Customization

Unlike traditional kiosk-based visitor management solutions, the next-gen AI-driven solutions are very much customizable to meet the growing needs of organizations. They come with an in-built dashboard with insights on recurring visitors, meeting durations, types of meetings, and more. 

Modern visitor management software can include custom greeting messages for recurring and new visitors, company logo, font, etc., and more that project a company’s values. Biocube has taken it forward with TruNtrance by combining VMS with employee attendance management, offering a single solution for managing HRMS tasks.

Myth #5: Digital Visitor Access Solutions are Not User Friendly

Visitor management software requires a one-time setup like any digital account registration process. The process in modern-day AI-driven visitor management solutions includes setting up face recognition, document verification, and govt ID linking with your biometric. After registration, the user can pre-schedule meetings by adding guests, hosts, and parking details. 

The visitors receive mobile QR passes and can streamline access at the premise by undergoing face recognition and a QR mobile pass scan at the kiosk. So, from registration to the visit, the entire method is frictionless. A person who has never used a digital visitor system can easily follow the steps or the guide in the visitor access management app to get onboarded without feeling hassled. 

Organizations’ administrators can also integrate the solution with their existing platform or app, ensuring the hosts are onboarding for the enterprise’s database. So, unlike badges or chips, the visitor doesn’t need to carry any additional technology to access the meeting room.


Digital Visitor Management Systems are necessary for all organizations. Unfortunately, they have been associated with many myths, which makes the administrators worried about using the new technology.

The best solution to this problem is to see the visitor management software in action by taking a trial. Before taking this step, it’s best to measure the solution’s benefits against your ongoing methods and select the best VMS for your organization.

You should ensure that the Visitor Access Management (VAM) service provider can meet your organization’s customization requirements, adhere to government compliances, offer a seamless user experience, and strengthen the enterprise’s security.

Also Read: Visitor Management System Can Save Organization Costs

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