When operational inefficiencies pile up, they do more than just waste time. They drain resources, lower productivity, and increase risk.
Visitor management might seem like a small piece of the puzzle, but the numbers show otherwise. A manual, outdated process can add hidden costs, from compliance penalties to administrative overhead.
The good news? These challenges can be addressed with the right tools. Regardless of the price, visitor management systems (VMS) automate check ins, simplify compliance, and deliver actionable insights, saving organizations time and money.
And if you’re asking yourself, “What’s the exact cost or ROI of a visitor management system?”, it’s time to look beyond the upfront costs.
While the bigger question might be: “Can your organization afford not to have a VMS”, let’s focus on explaining how you can calculate and evaluate visitor management system costs and benefits.
In this blog article, at a glance:
- 1. Administrative cost reduction
- 2. Improving operational efficiency
- 3. Ensuring compliance and mitigating risk
- 4. Enhancing security and visitor experience
- 5. Centralized data insights
- 6. Strengthening brand perception
The impact of a visitor management system
A visitor management system is more than just a fancy check-in tool. It’s a comprehensive solution that addresses major operational challenges, including:
- Administrative costs: Automate visitor processes to save time and labor expenses
- Brand perception: Impress visitors with stress-free, seamless check-in experiences
- Operational efficiency: Standardize visitor protocols and optimize resources across locations
- Compliance risks: Prevent fines and violations with secure, centralized visitor data and access control integration
Where to start with ROI: Defining your needs
Every organization has unique visitor management requirements based on its industry, size, and operational goals. For example:
- A manufacturing company might prioritize compliance procedures to meet strict safety and regulatory requirements
- A tech firm with an open campus might need unmanned sign-in stations for efficiency and seamless NDA signing
To calculate the cost, benefits, and ROI of a visitor management system, you need to look at both quantifiable and intangible benefits:
Immediate savings
- Audit efficiency: Eliminate manual efforts in compiling visitor data for compliance checks
- Administrative cost savings: Save on headcount and labor hours by automating repetitive tasks like sign ins and audit preparation
Long-term impact
- Risk reduction: Avoid penalties for non-compliance with regulations such as GDPR or ITAR
- Supporting resources: Reduce reliance on IT or facility management teams to maintain outdated systems
Understanding the price and cost of a visitor management system
To fully evaluate the ROI of your visitor management system, it’s essential to understand the scope of the investment. This includes:
- Implementation services: Account for onboarding, training, and project management guidance
- Hardware needs: Identify costs for components like badge printers, scanners, or security kiosks
- Licensing costs: Ensure the license covers all necessary features, such as API access and must-have functionalities
- Level of support: Consider the degree of assistance your team will need to make the most of your visitor management system
Your visitor management system vendor should provide a clear breakdown of yearly costs and outline any additional fees for advanced features, integrations, or support services.
Understanding the broader picture is the first step in calculating the ROI of a visitor management system tailored to your organization’s needs. Now let’s dive deeper into how these benefits deliver tangible results.
1. Administrative cost reduction
# of monthly visitors X manual check in & data entry time (in hours) X work days (in a month) X hourly pay rate X # of locations = savings in a month
Manual visitor management processes take up valuable time. A smart visitor management system automates these tasks, leading to measurable savings.
A receptionist earning $15/hour spends six minutes per visitor on manual sign ins. With 100 visitors monthly per location, automation saves $3,300 per month per location.
By implementing pre-registration features and QR code scanning, you can reduce check in times, further enhancing efficiency.
Another benefit comes from consolidating visitor data into a single platform — it allows you to eliminate the need for manual reporting and audit preparation.
2. Improving operational efficiency
A visitor management system improves workflows by standardizing visitor protocols and automating repetitive and time-consuming tasks.
Without a VMS, organizations spend up to 30 working days annually managing manual visitor processes. High-volume facilities benefit from QR code scanning, reducing bottlenecks and freeing up staff for more critical tasks.
3. Ensuring compliance and mitigating risk
Compliance violations can be costly. Regulations like GDPR and ITAR impose penalties ranging from fines to legal repercussions. A visitor management system mitigates these risks by:
- Providing audit-ready visitor logs to simplify compliance reporting
- Scanning visitors against watchlists to prevent unauthorized access
- Signing and securely storing waivers, H&S protocols, and other legal documents
- Automating privacy permissions and ensuring adherence to data security protocols
- Incorporating custom badges in visitor management protocols, satisfying regulatory requirements for ITAR, PCI DSS, FSMA, and C-TPAT
Examples of non-compliance costs:
- CCPA penalties: $2,500 per infraction
- PCI DSS fines: Up to $100,000 per month
- ITAR violations: $1 million or up to 10 years in prison
- GDPR fines: Up to €4 million or 20% of annual turnover
- FSMA violations: Court actions, seizures, suspension of facility’s food registration
4. Enhancing security and visitor experience
Security is a top concern for many organizations. A smart visitor management system provides advanced tools to enhance safety and streamline visitor management:
- Digital check ins reduce bottlenecks, enhancing the visitor experience while maintaining security
- Customizable watchlist integrations allow businesses to prevent unauthorized access proactively
- Real-time visitor logs improve emergency preparedness by ensuring accurate headcounts during evacuations
5. Centralized data insights
A visitor management system centralizes visitor data, providing actionable insights for resource planning and trend analysis:
- Analyze visitor patterns to improve operational efficiency
- Identify peak visitor times to optimize staffing and scheduling
- Use data insights to make informed decisions about facility management
72% of VMS users believe that the level of information they have about their visitors has increased.
6. Strengthening brand perception
A modern and user-friendly check in process reflects positively on your organization’s brand. Paper logs can make even the most innovative companies appear outdated, while a visitor management system projects professionalism and innovation.
Visitor management systems enable you to strengthen brand perception throughout the visitor experience – before, during, and after their visit.
- Digital check ins reduce friction, creating a welcoming and efficient process
- Secure data handling builds trust and reinforces your commitment to data privacy
- Branded invitations with maps, directions, and host details enhance the visitor experience
Maximize ROI with Sign In Solutions
Sign In Solutions provides a suite of smart tools designed to streamline visitor management and optimize your operations.
You can automate most of the visitor journey, reducing manual errors and ensuring compliance. Whether managing a single location or multiple facilities, Sign In Solutions provides centralized controls for consistent and efficient visitor management.
And, with customizable dashboards and workflows, we enable organizations to monitor trends and liberate their employees from time-consuming, manual tasks.
With Sign In Solutions, visitor management is not about logistics, it’s a strategic investment in efficiency, security, and brand perception.
Want to see how our tools can transform your organization? Get in touch today, let’s talk solutions.