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Visitor Management Systems for Apartments: What You Need to Know

In today's fast-paced world, apartment communities strive to provide enhanced security measures while ensuring convenience for residents and their guests. 

One key solution that addresses both aspects is a visitor management system.

In this article, we will explore the benefits of implementing a visitor management system in apartment complexes, how they work, and the average cost associated with such systems. 

What is an apartment visitor management system?

A visitor management system (VMS) for apartments is a platform that allows property managers or building owners to use technology to screen, monitor, and track every visitor or guest who enters the building.

By using a VMS, property managers can enhance the security of their building while improving the guest experience. 

The system typically consists of software, hardware, and databases that work together to provide a comprehensive solution for managing visitors.

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The difference between visitor and guest management systems 

In the context of multifamily properties, there is a distinction between visitor management systems and guest management systems based on whether the individual is expected or invited.

Visitor Management Systems 

  • Purpose: VMS systems are designed to manage individuals who show up to a multifamily property without prior invitation or expectation to ensure security and safety.
  • Features: Visitor management systems often include features like visitor registration, check-in/check-out processes, ID scanning, and visitor badges.

Guest Management Systems 

  • Purpose: Guest management systems are designed to provide convenience and controlled access for guests who have been pre-authorized to access the property such as friends, family members, or service providers. 
  • Features: Guest management system features include guest registration, issuance of temporary access credentials or passes, and the ability to specify access permissions and duration for each guest.

It's important for multifamily properties to have a comprehensive system that can handle both visitors and guests effectively, ensuring the security of the property while providing a convenient and welcoming experience for residents and their invited guests.

Curious about LittleBird's Visitor Management System? Watch how it works in the video below. 


How Does a Visitor Management System Work?

A visitor management system typically consists of three main components: registration, verification, and access control. 

When a visitor arrives at the apartment complex, they register their details and the purpose of their visit, which can be done through self-service kiosks, mobile apps, or online pre-registration. 

The system may also require the visitor to present identification such as an ID. 

Once verified, the visitor can be granted temporary access to the property or specific areas using access cards, unique access codes, or mobile app credentials.

Creating a safe & secure environment

By implementing a visitor management system, the property can effectively maintain a safe and secure environment by eliminating possible trespassers. 

In the unfortunate event of a security breach, the stored information becomes a valuable resource for identifying intruders and aiding in investigations.

In addition to enhancing security measures, a visitor management system offers the advantage of providing temporary access to visitors for specific areas within the property, such as common areas or facilities. 

This feature allows unexpected guests to enjoy a seamless experience without the need for constant guidance or assistance. Whether it's exploring a shared lounge, accessing a fitness center, or using other amenities, visitors can navigate the premises comfortably and independently.

The Advantages and Disadvantages 

Implementing a visitor management system offers numerous advantages including the following:

  • Enhances security by ensuring that only authorized visitors gain access to the premises. 
  • Reduces disturbances by allowing residents to screen and approve their guests, minimizing the presence of unwanted individuals.
  • Provides valuable insights through visitor tracking and reporting, enabling property managers to monitor entry and exit activity.

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However, there can be some challenges associated with these systems as outlined below: 

  • If not properly implemented or maintained, visitor management systems may experience technical issues, leading to delays or inconveniences during the check-in process. 
  • The initial setup and integration of the system may require some time and resources.

What is the Average Cost for a Visitor Management System?

For a basic visitor management system, the cost can range from around $500 to $2,000 per year. 

These systems typically include essential features such as visitor registration, check-in/check-out, visitor badges, and basic reporting capabilities.

For a more advanced and comprehensive visitor management system that offers additional features and integrations, the cost can range from $2,000 to $10,000 per year or more. 

These systems may include features such as ID scanning, background checks, pre-registration, mobile app integration, visitor analytics, and advanced reporting.

It's important to note that these cost ranges are approximate and can vary significantly based on the specific needs and requirements of the apartment property. 

Some vendors may also offer different pricing models, such as monthly subscriptions or one-time licensing fees, so it's advisable to contact vendors directly to get accurate pricing information tailored to your specific situation.

Final Thoughts…

  • Visitor management systems play a vital role in enhancing security, convenience, and overall resident satisfaction in apartment communities. 
  • They provide efficient registration, verification, and access control processes for visitors, reducing security risks and unwanted disturbances. 
  • While the implementation cost can vary, the long-term benefits and peace of mind make them a worthwhile investment. 
  • Consider exploring comprehensive solutions like LittleBird's visitor management system, which includes video intercoms and a mobile app, offering a seamless and integrated experience for both residents and their guests.

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