What it does, what it replaces, what it costs and which questions to ask before you choose one. Written for the person buying, not the person selling.
A visitor management system — sometimes searched for as a "visiting system" — is software that records who visits a workplace, when they arrived and when they left. It replaces the sign-in book at reception and produces an evacuation list that is accurate in real time. A complete system covers the whole visit: pre-registration before the guest arrives, check-in at the door, a badge to wear, a notification to the host, and check-out when the visit ends.
The sign-in book on the desk, the printed list that is never right during a drill, and the label printer with its stickers. All three rely on someone remembering to write — and to sign out.
Reception, which stops being the one who keeps track of everybody. The fire safety officer, who owns the evacuation list personally. And the host inside the office, who wants to know the guest has arrived without anyone having to call.
A visitor management system is not an access control system. It opens no doors and does not replace your key cards. It keeps track of the guests — the people who have no card and whose whereabouts nobody else knows.
Six things, in the order a visit happens. This is how Reonoma does them; other systems solve them in similar ways.
The host invites the visitor from their ordinary Outlook calendar, and the visit is created from the invitation. No separate booking system to learn and forget.
The visitor scans a QR code on their phone or checks in on a tablet at reception. Pre-registered guests are recognised at once; walk-ins enter their name in the same flow.
The docking station writes the visitor's name onto an e-paper badge. The badge has no battery, is never charged, and is rewritten for the next guest when it is returned.
The host gets an email the second the guest checks in — and an SMS on Pro and above. Nobody at reception has to track down the right person.
The same event that writes the badge puts the name on the evacuation list. The list lives on a phone, so it comes along to the assembly point.
The badge back in the dock ends the visit and clears the guest from the list. Afterwards, visitor patterns and peaks show in the admin panel, and everything exports to Excel.
The whole flow in detail is on the platform page.
The words get used interchangeably, but they mean different things and solve different amounts.
The book on the desk where the guest writes name, company and time by hand. It is cheap and demands nothing — except that everyone signs out, which nobody does. A digital visitor log is the same thing on a screen: better handwriting, same forgetfulness.
The log in binder form, often with a printed label per visit. The same weakness as the log, plus a label printer to keep running. This is what most of our customers had before they switched.
Registration happens because of an event — someone scans, someone puts a badge in a dock — not because someone remembers to write. That is why the list is right. It is also the only one of the three that can tell the host the guest is here.
A visitor management system has two costs: the software, which is a subscription, and the hardware, which is bought once. Here are Reonoma's prices — all excluding VAT, and a year costs ten months.
| Part | Price | What is included |
|---|---|---|
| Standard | 595 SEK/month or 5 950 SEK/year | Up to 40 visitors a week (about 175 a month), Outlook pre-registration, SMS to hosts, email support |
| Pro | 1 195 SEK/month or 11 950 SEK/year | Up to 150 visitors a week (about 650 a month), kiosk check-in, analytics, multiple buildings, returning visitors |
| Enterprise | Quoted | Volume to suit, visitor app with automatic check-out, account manager, support by phone |
| Starter kit | 6 450 / 7 900 / 9 350 SEK | One docking station and five, ten or fifteen badges. One-off. |
| More badges | 349 SEK each, 1 590 SEK for five, 2 990 SEK for ten | A badge is rewritten thousands of times, so the number depends on how many guests you have inside at once |
A reception with a five-badge starter kit on Standard therefore pays 6 450 SEK once and then 595 SEK a month. Work it out for your own reception in the kit builder, or see all plans side by side.
A visitor management system collects names, companies and times — personal data under the GDPR. The questions to ask are where the data lives, how long it is kept and who can see it. Reonoma's answers: application and database run on Supabase GmbH in Frankfurt and Hetzner Online GmbH in Germany, inside the EU with no third-country transfer. Visitor records are deleted automatically eight days after check-out. Data is encrypted with TLS 1.2 or higher, access is role-based, passwords are bcrypt-hashed, and backups are taken daily and kept for fourteen days. A data processing agreement is included. The details are in the privacy policy.
During an evacuation you must be able to say who is in the building. For employees there is usually an access control system; for guests there is only what the visitor management system knows. A list that depends on the guest having signed out is a guess. A list that depends on the badge having come back to the dock is an answer. That is exactly what Gårö Plåtprodukter were missing with their binder.
There is nothing to install on site beyond the docking station, which connects with one network cable.
We create your organisation, add your logo and colours, and you get a login to the admin panel. Employees are imported from an Excel list.
The starter kit ships with the docking station and badges. The dock gets power and network through a single PoE cable, or via the adapter in the shop.
The add-in is installed from an XML file by your IT department or by us together with you. From then on hosts pre-register visits from the calendar as they always have.
Step by step in the getting-started guide.
Whichever system you are looking at. The answers separate vendors more than the feature lists do.
If the answer is "the visitor presses a button", the list will be wrong. Ask what happens when nobody presses it.
Country, provider, and whether anything leaves the EU. Ask for the data processing agreement.
A clear number of days, and deletion that happens automatically. "Until you delete it" is not an answer.
Labels, rolls and ribbon are a running cost that tracks volume. A badge that is rewritten costs nothing per visit.
In a workshop, reception is often whoever happens to walk past. The system has to let the guest handle check-in alone.
A server of your own, drivers, a PC to keep updated — or a dock on a network cable and an add-in in Outlook.
A support address is the minimum. Ask who answers, in which language, and how long it takes.
No — no law requires a visitor management system as such. But the Civil Protection Act requires systematic fire safety work, and during an evacuation you must be able to say who is in the building. That is where the sign-in book fails and where a visitor system makes the difference: what the law demands is the answer, not the tool.
Standard is sized for up to 40 visitors a week — about 175 a month — and Pro for up to 150 a week. The allowance is a meter, not a stop: each visitor above it is 10 SEK. Enterprise is scaled to your volume. The number of badges is not set by visits per week but by how many guests you have inside at the same time, since a badge is back in the dock as soon as a visit ends.
Yes. Pre-registration through Outlook is the most convenient way to create visits, but walk-in visitors register themselves at check-in, and visits can be entered directly in the admin panel. Employees can be imported from Excel whichever email system you use.
Visitor records are deleted automatically eight days after check-out. What remains afterwards is anonymised statistics — visits per day and week — that cannot be tied to a person.
Yes — from Pro upwards, several buildings or sites are managed in the same admin panel with one evacuation list per site. Each site has its own docking station and badges.
An access control system governs which doors employees can open with their card. A visitor management system keeps track of guests, who have no card. They complement each other: access control knows which employees are inside, the visitor system knows which guests.
Answer six questions and get the kit and plan that fit — or book a demo and we will show the system on site.