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

Just a decade ago, many companies still used paper sign-in sheets. Visitor management - if it existed at all - was slow and error-prone. Handwritten logs were hard to read and easy to fake. Visitor badges were generic and offered little security.

Today, visitor management looks completely different. Modern systems use automation and smart technology to deliver a fast, secure experience for visitors and organizations alike.

And things are moving fast. We asked Vizito’s founders Pieter-Jan Dries and Steven Gilissen how they see the future of visitor management. In this post, we explore the industry’s transformation and the trends shaping what comes next.

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

Moving from paper-based to digital visitor management has been one of the biggest shifts in the industry. Vizito cofounder Pieter-Jan Dries explains: “Businesses always look for ways to improve efficiency, security, and user experience. Digital visitor management systems deliver on all three. They streamline check-in, improve access control, and make data management easier. They also simplify GDPR compliance by storing visitor data securely and making it easy to retrieve 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 and scalability. They also integrate easily with other systems, like access control systems (ACS), to provide a strong security solution. Since you can access them remotely, managing visitor data and monitoring activity becomes much easier.

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 the growing need for data privacy and security. Compliance with regulations such as GDPR has become essential. Modern systems now include features that help organizations manage visitor data securely and meet these requirements.

Contactless sign-in

The COVID-19 pandemic put contactless check-in in the spotlight. Visitors can now pre-register online before their visit, providing their details and the purpose of their visit. Upon arrival, they scan a QR code with their smartphone to check in. Visitor badges print automatically - no receptionist needed.

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 a bigger role in visitor management systems. They enable better analytics, pattern recognition, and predictive capabilities. This helps organizations spot security threats and improve their processes.

Pieter-Jan Dries: “At Vizito, we’re excited to see what AI can do for visitor management. It could improve efficiency, strengthen security, and enhance the visitor experience. We’re keeping a close eye on the developments.”

Some ways AI can help:

• Analyze visitor data more effectively
• Detect unusual patterns that may signal a security risk
• Personalize the check-in experience with tailored messages, meeting room suggestions, or relevant notifications

AI has the potential to transform visitor management for the better.

2. Internet of Things (IoT) integration

IoT devices will increasingly integrate with visitor management systems. This will enable real-time tracking of visitor movements and monitoring of facility conditions. Connected devices such as smart locks, cameras, and sensors will also improve access control.

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. Visitor management systems will continue to add advanced security features such as biometrics, multi-factor authentication, and integration with access control, video surveillance, and alarm systems.

The future may even bring unified security platforms that combine a visitor management system, access control, CCTV, and alarm systems into a single solution. These platforms could offer centralized management, monitoring, and control. This would simplify security management and help organizations respond more effectively to 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 concerns are growing. People are more aware of data breach risks than ever. As privacy regulations evolve, visitor management systems must keep up. Compliance with GDPR and CCPA is becoming a baseline expectation, not an option. Systems will need stronger data protection and more transparent data handling.

VMS providers, like Vizito, stay on top of this. Pieter-Jan Dries: “We actively work to ensure our VMS complies with relevant data protection regulations, such as GDPR in the European Union and other local data privacy laws. This means implementing appropriate data processing and storage policies. We also provide 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 is a growing focus on sustainability within the visitor management industry. The emphasis is on reducing waste, energy consumption, and environmental impact. This may involve using eco-friendly materials for visitor badges, adopting energy-efficient technologies, and promoting digital solutions that minimize paper usage.

These trends highlight how quickly the visitor management industry is evolving. Staying up to date with new technologies and changing business needs is essential to remain competitive.

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

Companies and VMS providers face several real challenges in the years ahead.

Data privacy and security concerns

Companies must ensure their systems comply with data protection laws, both local and international. Visitor data needs to be protected against unauthorized access and 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

Environmental concerns are growing. Companies and providers should think about the environmental impact of their visitor management solutions. This means going paperless, optimizing energy use, and choosing eco-friendly hardware.

Compliance with regulations

Companies must stay informed about local, national, and international regulations related to visitor management. Their systems need to comply with these requirements. This includes visitor screening for security purposes, following industry-specific guidelines, and maintaining accurate visitor records.

Evolving security threats

New threats can emerge at any time. Companies must stay vigilant and regularly test their systems against evolving risks. This means running security audits, applying software updates, and adding new features when needed.

Vizito, as a forward-thinking VMS provider, takes active steps to stay ahead of the curve. The company continually invests in research and development to identify and incorporate the latest technologies into their VMS. This ensures the solution keeps up with 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.