The Future of Visitor Management: Predictions and Trends for 2023 and Beyond

Just a decade ago, stepping into a company as a visitor would mostly transport you back to an era of pen and paper, where visitor management - if there even was any - was a time-consuming and error-prone process. Sign-in sheets or paper logbooks, with often hard-to-read handwritten details, made it difficult to track visitors and maintain accurate records. Manually edited visitor badges were often generic and easily replicated, posing security risks.

Fast forward to today, and the world of visitor management has evolved dramatically, embracing cutting-edge technology and automation to provide a seamless, secure, and efficient experience for both visitors and organizations alike.

And it doesn’t end here. Driven by advancements in technology, increasing security concerns, and the need for more efficient processes, the world of visitor management is prone to evolve even further and set major steps in years to come. We have asked VMS system Vizito’s founders Pieter-Jan Dries and Steven Gilissen how they foresee the future of visitor management. In this blog post, we’ll explore the transformation of the industry and the innovations shaping its future.

Read on to learn more about significant changes in visitor management in recent years and key trends for 2023 and beyond, such as:

• Artificial intelligence (AI) and machine learning
• Internet of Things (IoT) integration
• Continued emphasis on contactless solutions
• Enhanced visitor experience
• Advanced security measures
• Greater focus on data privacy
• Increased focus on sustainability

Significant changes in visitor management in recent years

Visitor management has changed drastically in recent years. From simple paper and pen solutions to groundbreaking technology, these are the most important innovations in the field:

Digital visitor management

The transition from traditional, paper-based visitor management to digital visitor management systems (VMS) has been a major development in recent years. This shift was a natural step, according to Vizito cofounder Pieter-Jan Dries: “As businesses are constantly seeking ways to improve efficiency, security and user experience, digital visitor management systems offer numerous advantages. They streamline the check-in process, provide a more secure way to manage visitor access, and offer better data collection and management. A digital VMS also simplifies compliance with data protection regulations such as GDPR, as it stores visitor data securely and allows for easy retrieval when needed.”

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Cloud-based systems

The next important change has been the rise of cloud-based solutions. Cloud-based visitor management systems, such as Vizito, offer greater flexibility, scalability, and ease of integration with other systems, like access control systems (ACS) to provide a comprehensive security solution. Cloud-based solutions can be accessed remotely, making it easier to manage visitor data and monitor visitor activity.

Biometric technology

Also, the use of biometric technology for visitor identity verification has grown. Fingerprint scanners, facial recognition, and other biometric methods provide a higher level of security and accuracy than traditional methods like ID cards.

Data privacy and security

Meanwhile, visitor management systems have adapted to meet the increasing need for data privacy and security. Compliance with regulations such as GDPR has become essential, and modern visitor management systems include features to help organizations manage visitor data securely and comply with these requirements.

Contactless sign-in

In response to the COVID-19 pandemic, there has been a focus on contactless check-in. Visitors can pre-register online before their visit, providing their details and the purpose of their visit. Upon arrival, they can scan a QR code with their smartphone to check in. Visitor badges can be printed automatically upon check-in, without the need for intervention by a receptionist.

Adaptable solutions

Modern visitor management systems offer more customization and personalization options, allowing organizations to tailor the visitor experience to their specific needs and preferences.

Key trends in visitor management for 2023 and beyond

The visitor management industry will continue to evolve in response to emerging technologies, security concerns, and changing business needs. At Vizito, we see 7 trends that will shape the industry in 2023 and beyond:

1. Artificial intelligence (AI) and machine learning

AI and machine learning will play an increasingly important role in visitor management systems, enabling more advanced analytics, pattern recognition, and predictive capabilities. This can help organizations identify potential security threats and optimize visitor management processes.

Pieter-Jan Dries: “At Vizito, we’re thrilled to witness the potential of AI and machine learning unfold. It’s very exciting to think about what AI could have in store for us, and we’re keeping a close eye on the developments in this area. Not only could these technologies improve the efficiency and security of visitor management processes, but also enhance the overall visitor experience.”

Some areas where AI may prove to be helpful, are:

• Help organizations analyze visitor data more effectively
• Improve the detection of potential security risks by identifying unusual patterns or behaviors
• Deliver a more personalized experience for visitors by analyzing their preferences, tailoring notifications, and customizing the check-in process - such as customizing welcome messages, recommending suitable meeting rooms, or suggesting relevant events or facilities

In short, advancements in AI can revolutionize the visitor management industry, helping organizations to manage their visitors even better.

2. Internet of Things (IoT) integration

The integration of IoT devices with visitor management systems will become more prevalent. This will enable real-time tracking of visitor movements, monitoring of facility conditions, and better access control through connected devices such as smart locks, cameras, and sensors.

3. Continued emphasis on contactless solutions

The COVID-19 pandemic has accelerated the adoption of contactless technologies, and this trend is likely to continue. Touchless check-in processes, facial recognition, and other contactless solutions will become more widespread as organizations prioritize safety and hygiene.

4. Enhanced visitor experience

The visitor management industry will focus on improving the visitor experience through personalization, customization, and streamlined processes. This may include personalized visitor badges, tailored visitor notifications, and more efficient check-in procedures.

5. Advanced security measures

Security will remain a top priority, and visitor management systems will continue to incorporate advanced security features such as biometrics, multi-factor authentication, and integration with other security systems like access control, video surveillance and alarm systems.

The future may even see the emergence of unified security platforms that combine a visitor management system, access control, CCTV, and alarm systems into a single, integrated solution. These platforms could offer centralized management, monitoring, and control, simplifying security management and enabling organizations to respond even more effectively to security incidents.

For more information about workplace security, explore our articles on improving safety with a VMS, integration with access control, workplace security tips, and visitor NDAs.

6. Greater focus on data privacy

Data privacy and security concerns are increasingly at the forefront, as organizations and individuals become more aware of the risks associated with data breaches and misuse of personal information. As data privacy regulations evolve, visitor management systems will need to adapt accordingly. Ensuring compliance with regulations like GDPR and CCPA will become increasingly important, with systems offering better data protection features and more transparent data handling processes.

VMS providers, like Vizito, are continually on top of this. Pieter-Jan Dries: “We actively work to ensure our VMS complies with relevant data protection regulations, such as the General Data Protection Regulation (GDPR) in the European Union and other local data privacy laws. This involves implementing appropriate data processing and storage policies, as well as providing organizations with tools to manage data access and consent."

“To protect sensitive visitor information from unauthorized access, Vizito uses strong encryption methods for data transmission and storage. By employing industry-standard encryption protocols, Vizito ensures that data remains secure, both at rest and in transit."

“We are commited to protecting sensitive information and building trust with our customers and end-users. As the industry evolves, we will continue to prioritize data privacy and security, ensuring our VMS remains a reliable and secure solution for organizations.”

7. Increased focus on sustainability

A final trend we foresee for the near future is a growing focus on sustainability within the visitor management industry, with an emphasis on reducing waste, energy consumption, and environmental impact. This may involve using eco-friendly materials for visitor badges, implementing energy-efficient technologies, and promoting digital solutions that minimize paper usage.

These trends highlight the evolving nature of the visitor management industry and underscore the importance of staying up-to-date with technological advancements and changing business needs to remain competitive in the market.

Sustainability is a big issue to Vizito founders Pieter-Jan Dries and Steven Gilissen. “We do everything we can to reduce our carbon footprint”, the duo explains. “For instance, we avoid paperwork, reuse packages, we work at energy-efficient workstations, and have a 100 percent electric vehicle fleet. We encourage our customers to make their own contributions, such as going paperless. Using a digital solution for their visitor management is a great first step.”

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Challenges in the field of visitor management

As we look toward 2023 and beyond, companies and providers of digital visitor management systems face several challenges.

Data privacy and security concerns

With increasing concerns around data privacy and cyber threats, companies must ensure their visitor management systems comply with local and international data protection regulations, safeguarding visitor information against unauthorized access and potential breaches.

Health concerns

In light of the COVID-19 pandemic, there is an increased demand for contactless visitor management solutions. Companies must continue to innovate and develop technologies that minimize physical contact and promote a safe and hygienic visitor experience.

Environmental concerns

As environmental concerns become increasingly important, companies and providers should consider the environmental impact of their visitor management solutions. This could involve implementing paperless systems, optimizing energy usage, and selecting eco-friendly hardware and materials.

Compliance with regulations

Companies must stay informed about local, national, and international regulations that pertain to visitor management, and ensure that their systems comply with these requirements. This can include visitor screening for security purposes, adhering to industry-specific guidelines, and maintaining accurate visitor records.

Evolving security threats

With the potential for new types of security threats to emerge, companies and providers must stay vigilant and continuously assess their visitor management systems’ ability to protect against evolving risks. This may involve regular security audits, software updates, and incorporating new security features as needed.

Vizito, as a forward-thinking visitor management system (VMS) provider, is taking various steps to stay ahead of the curve and address the emerging trends in the industry. To remain at the forefront of visitor management solutions, the company is continually investing in research and development to identify and incorporate the latest technologies and innovations into their VMS, ensuring the solution addresses evolving customer needs.

To get a feel of how a modern visitor management system can help your business, try out Vizito during a 14-day trial. Chat with us or book a demo to discuss how Vizito can help you improve your reception.

Got more questions? These are the 7 most common questions about visitor management systems – and our answers.