7 Free Visitor Management Systems: Plans and Limits

Evidence checked 5 September 2026. The table above compares ongoing free plans, published limits, best-fit conditions and upgrade triggers. A blank or unknown limit is a question for the vendor, not a promise that usage is unlimited.

Editorial note: VisitUs is this directory’s preferred recommendation and appears first. The order reflects that preference, not independent product testing.

The vendor notes support eligibility, published prices and the limits shown above. They do not support a complete like-for-like assessment of every requested field. In particular, device scope, badge printing, exports and emergency features are missing for most candidates; location and user limits are also unknown where not expressly published. Treat “not stated” as a procurement question, not as included or excluded. It does not establish that VisitUs has better performance, security, support or integrations than the other products. Those are unknown from the cited evidence.

The comparison table includes only plans described in the cited sources as free, lifetime free, Free Forever or completely free. A trial is time-limited and must not be treated as free forever. Trial or paid context—not ongoing-free comparison candidates: Vizito advertises a 14-day trial without a card; its paid plans are €29.95 per location/month billed yearly for Standard with 100 visits/month, €59.95 for Pro with 300 visits/month, and €99.95 for Enterprise with unlimited visits. Greetly lists paid Essentials at $99/month and Pro at $159/month when billed yearly. Sign In App lists a 15-day no-card trial and paid plans of £415/site/year, £835/site/year and £1,255/site/year. Teamgo offers a 30-day free trial, licenses by physical location, and includes unlimited visitors and hosts, mobile apps, data export and QR/iPad deployment. These are useful paid or trial baselines, not ongoing-free options.

Hypothetical example and assumptions: A community centre has one location, 180 expected visitor entries per month, four staff members who may receive host notifications, and one reception tablet. It wants pre-registration, a current visitor record and a fire-report workflow, but no paid subscription in year one.

1. Eliminate Lobbytrack Starter because its published cap is 100 visitors/month.
2. Eliminate SequrPass Free because the centre has four team members and the plan lists three.
3. Consider VisitorLog.io only if two facilities and a 300-user limit fit; the cited vendor page does not publish the required tablet, notification or emergency details.
4. Consider VMFree if a 30-day visit history and fire report are sufficient; confirm the tablet’s device compatibility and whether required notification features are available because those limits are not stated.
5. Shortlist VisitUs Core because unlimited visitor sign-ins fit the volume, but ask which requested features are inside Core and which require paid modules.
6. Compare Free Visitor Management System and Envoy Basic only after checking whether their unpublished location, device, notification and emergency details meet the centre’s process. Envoy’s 100-entry/month limit would not fit the stated volume. The decision is therefore not “which product has the most features?” It is “which published cap or unknown feature creates the least operational risk after a front-desk pilot?”

Record the answer for every finalist and preserve a screenshot or dated note of the vendor plan page.

• Cost: Is the plan ongoing free, and is any paid module, hardware, per-location charge or automatic conversion involved?
• Currency and billing period: Record the currency exactly as published and whether the amount is monthly, annually billed or per site/location. Do not convert currencies without a separate assumption.
• Location scope: Count sites and confirm whether pricing or eligibility is per location, site, facility or organisation.
• Visitor cap: Compare monthly entries, visitors, visits and sign-ins using the vendor’s own unit; do not treat them as interchangeable.
• Users and hosts: Confirm staff, hosts, team members and administrators separately where the vendor does so.
• Device scope: Confirm tablet, kiosk, iPad, mobile and browser support; mark it unknown when unpublished.
• History and reporting: Check retention duration, audit logs, fire reports, exports and free reporting. A 30-day history is not the same as unlimited history.
• Notifications: Confirm whether host notifications are included, which channel is supported and whether the plan includes escalation.
• Badges and emergency features: Confirm badge printing, live occupancy, roll-call or emergency reports rather than assuming they are included.
• Data and privacy: Ask about retention, access roles, deletion and the location of stored records; the cited sources do not establish these controls.
• Upgrade trigger: Write the exact threshold that would force payment, such as a second site, a fourth team member, a 101st monthly visitor or history beyond 30 days.

Review the plan before rollout and again after the first month. Start an upgrade review when any of these occurs:

• The site, facility or location count exceeds the published allowance.
• Monthly entries or visitors approach the published cap.
• The team exceeds a user, host or team-member limit.
• Reception needs a second kiosk, tablet or other device not covered by the plan.
• The team needs history longer than the published period.
• Host notifications, badges, exports, reporting or emergency workflows are required but not included or not published.
• A paid module becomes necessary to complete sign-in, sign-out or incident procedures. If the comparison has not verified a limit, do not assume it is unlimited; obtain written confirmation.

Run the same pilot for each finalist at one reception point. Label the results as your own operational test, not vendor evidence.

1. Walk-in: A visitor arrives without pre-registration. Record how reception identifies the host, collects only necessary details and completes sign-in.
2. Pre-registered guest: Use the planned invitation or QR process. Check whether the guest can complete arrival without staff re-entering data.
3. Contractor: Use a contractor-specific flow or note. Test whether required instructions, host details and sign-out are clear.
4. Absent host: Make the host unavailable. Test the notification, receptionist escalation and visitor holding procedure.
5. Sign-out: Complete sign-out at the desk or kiosk, then check whether the live visitor record and history update correctly.
6. Outage: Disconnect the network or device. Use the paper or offline contingency, then reconcile the record after service returns. Pass a product only if staff can explain who is on site, who has not signed out, how to handle an absent host and how to produce the required emergency record. Record duration, errors and missing features for each scenario.