The Best Visitor Management Systems for Coworking Spaces [2024]

Is your community manager spending too much time checking in visitors, managing packages, or making sure the DoorDash delivery driver found the right member?

If so, then an automated visitor management system just might be the thing you need.

Today, coworking spaces all over North America are looking for more ways to automate their most time-consuming tasks. One of the first things they should look at? How to automate the influx of visitors who come to your space each day.

What is a visitor management system?

A visitor management system is a tool or software designed to track and manage guests in your coworking space. They can help automate the process of registering, tracking, and monitoring people who enter your space, whether they are guests of members, delivery drivers, or mail men.

In coworking spaces, a visitor management system will typically come in the form of an application on a free-standing tablet that is placed in your reception area.

Features of a visitor management system

• Visitor registration
• Visitor check-in
• Notification system
• Data storage and/or syncing

How does a visitor management system work in a coworking space?

Let’s say you offer a membership plan that allows members to bring one guest with them a month. Here’s how a visitor management system can help you automate the guest process in your coworking space.

1. Guest A enters your coworking space to visit Member A. 
2. The first thing they see is a tablet prompting them to register for your space.
3. Using the tablet, they enter their information including their name, email address, and phone number.
4. The system confirms their check-in and directs them on where to go next.
5. Their information is then automatically shared with your coworking space software. They are saved in your system as a lead or visitor.
6. Member A receives a notification that their guest has arrived.
7. Your community manager also receives a notification that a new guest is in the space.

In all, this process can be completed in less than three minutes —- without your team needing to intervene at all.

What are the benefits of automated visitor management systems in coworking spaces?

Most operators seek out an automated visitor management system to save their team time in registering new guests or tracking deliveries. But that isn’t the only benefit.

Automated coworking visitor management systems can help you:

• Have a better understanding of who is in your space and when
• Increase the conversion rate of visitors to dedicated members by capturing contact information
• Create a better sign-in experience and first impression for new guests and visitors

Enhanced security and oversight is a big advantage of automated visitor tracking. That way, you always know who is in your space and when.

How much is a visitor management system?

Visitor management systems range in price depending on what you’re looking for. Typically, you can expect to pay anywhere from $39/mo up to $100+/mo. Pricing is typically charged on a per month and per location basis, an important note for those with multiple coworking space locations.

When considering the cost, think about the value you’re getting back from the system, be it in your team’s time or the invaluable cost of transforming leads into long-term members.

The best visitor management systems for coworking spaces in 2024

So what exactly are the best visitor management systems for coworking spaces? There are a lot on the market to consider, but here are six we recommend checking out.

1. Optix

Visitor Management is a native Optix app that elevates the safety and security of your space while creating an exceptional experience for new visitors and deliveries.

The app syncs from the Optix admin dashboard to an external device, such as a tablet or phone, where guests can enter their personal information and check-in upon visiting your space. 

The app comes complete with:

• Custom themes and branding capabilities, from color to font size
• Lead capture mechanisms to convert more visitors to members
• A complete history of delivery and visits including who, when, and why
• Custom notifications to ensure the safety and security of your space

It can also be used to support virtual mailbox management and package delivery.

Visitor Management starts at $42/mo per location for Optix users. Connect with a member of our team to learn more about automated Visitor Management in Optix.

2. Envoy Visitors

Envoy Visitors is a popular visitor management system for workplaces all over the world. They offer a wide range of features with their app including:

• Occupancy analytics
• Customizable sign-in
• Multi-location invites
• Security integrations

Envoy Visitors is available for free with a limited feature set. Their most popular and robust plan is available at $329/mo per location making it a better choice for enterprise coworking spaces or coworking franchises.

3. Greetly

Greetly is a visitor management system used in a variety of industries including coworking. Along with contactless visitor check-in, they also offer event check-ins and automated messaging and notifications.  

Greetly visitor management is available starting at $99/mo, with plans going up to $159/mo.

4. SwipedOn

SwipedOn is an affordable visitor management system that can be used to help manage visitors and deliveries in your coworking space. Some of their standout features include:

• ID badge printing
• Contact tracing 
• Visitor screening

SwipedOn starts at $55/mo per location with their enterprise plan clocking in at $169/mo per location.

5. The Receptionist

The Receptionist was the first company to create an iPad-based visitor management system for digital front desk assistance. 

Today, their product can be used by coworking spaces to make their front desk operations more efficient, create customizable check-in procedures, and provide easy-to-access visitor logs.

The Receptionist starts at $60/mo and goes all the way up to $360/mo for their most expensive plan.

6. Vizitor

Vizitor is a touchless visitor management system that can be used by coworking spaces to help manage their influx of visitors. Their list of features includes:

• Image capturing
• Badge printing
• Visitor registration
• Member directory

Their plans start at $35/mo for 300 check-ins. They do offer an enterprise plan that you can reach out to them to learn more about.

Get started with automating your visitor management

Automating visitor and guest registration is one of the easiest ways to free up your team’s time. 

By automating this repetitive process, you can improve the conversion rate of your drop-ins, increase your security and oversight, and create a better check-in experience for each and every guest who walks through your doors.

As the leading automation software in coworking spaces, Optix is a great choice to help you automate visitors in your space — and so much more.

Connect with a member of our team to get started today!