VMFree
www.vmfree.co.uk
- Last checked
- 1 Sept 2026
- Sources
- 13
- Evidence confidence
- Medium
Product media
Buyer notes
What to know about VMFree
VMFree is a straightforward freemium visitor and contractor management platform aimed at organisations that need a low-friction, cloud-hosted sign-in system with emergency roll-call and basic reporting. The product emphasizes browser-based deployment with an Android app and tablet support, and the vendor advertises UK cloud hosting with encryption and Cyber Essentials Plus certification. The free tier covers core needs (30-day history, fire report, future bookings) making it attractive for schools, small offices and events; paid tiers expand retention, badge printing and photos.
- Best for
- Schools and small-to-mid offices wanting a free or low-cost starter system
- Known strength
- Freemium model with usable free tier for trial or low-volume sites
Strengths
- Freemium model with usable free tier for trial or low-volume sites
- Emergency evacuation/fire report and real-time roll-call functionality
- UK cloud hosting with encryption and described Cyber Essentials Plus certification
Fit considerations
- Vendor states there are no integrations available — may limit workflows that need directory, access control or calendar sync
- Feature set is oriented to visitor tracking and badges; advanced workforce/location tracking (geotracking) is not supported
Questions to ask
- What are the SLAs, uptime and backup policies for paid plans and is UK data residency contractually guaranteed?
- Does the Standard plan include CSV export and which fields are available in exports?
- Is iOS app support or kiosk-mode hardware certification planned or available?
- How well does VMFree match your busiest visitor, contractor, or reception workflow?
Implementation notes
- Self-serve onboarding: account creation, then download Android app or use web dashboard; vendor supplies login credentials
- No hardware required — works via browsers and Android devices; ensure recommended bandwidth (vendor suggests 2. 5 Mbps) for optimal performance
Scoring criteria
How VMFree scores
Every system is scored against the same published-data criteria. Public scores are intended as comparison prompts alongside your own procurement needs.
Customer review sentiment
2. 3/5 from 0 published reviews across 1 source
18 point weighting · No public review count capturedVisitor and contractor workflows
5 visitor, contractor, badge, host, delivery, identity, and QR workflow signals
10 point weighting · Published vendor and profile signalsEvacuation management
3 evacuation, mustering, roll-call, occupancy, or emergency signals
7 point weighting · Published vendor and profile signalsAdvanced reporting
3 reporting, analytics, audit, export, or visitor-history signals
7 point weighting · Published vendor and profile signalsPublished feature breadth
8 documented capabilities
10 point weighting · Published vendor and profile signalsMobile and kiosk flexibility
Android; Software only
8 point weighting · Published vendor and profile signalsOngoing free access
Published ongoing free plan
6 point weighting · Published vendor and profile signalsDeployment and integrations
2 published deployment and integration options
7 point weighting · Published vendor and profile signalsIndustry coverage
9 documented sectors
5 point weighting · Published vendor and profile signalsSource coverage
13 vendor pages analysed, 1 review source captured
5 point weighting · 13 source pages analysedVisitor management focus
100% fit against visitor-management-specific positioning signals
5 point weighting · Published vendor and profile signalsAccess-control integrations
1 access-control integration signal
5 point weighting · Published vendor and profile signalsRegional hosting and data residency
No public evidence captured yet
3 point weighting · Published vendor and profile signalsPricing transparency
3 published pricing plans
4 point weighting · Published vendor and profile signalsA lower score can mean the directory found less public evidence, not that a product cannot support the workflow. Use these criteria as shortlist prompts alongside your own procurement needs.
Overview
VMFree is a browser-based, cloud-hosted visitor, staff and contractor management system offering a freemium sign-in app and tablet deployment. It provides real-time tracking, host notifications, photo ID and custom badge printing, plus emergency (fire/evacuation) reports and basic attendance reporting.
The vendor states UK-based cloud storage with encryption in transit and at rest and Cyber Essentials Plus certification. VMFree offers a permanently free base tier with paid Standard and Education subscriptions that increase data retention and add badge printing, photos and multi-user support.
The platform is accessible via desktop browsers and an Android app.
Best for
- Reception modernisation and paperless check-in
- Organisations needing simple emergency roll-call
- Schools requiring visitor/staff tracking
- SMEs wanting a low-cost/freemium trial
- Sites needing contractor sign-in oversight
Target industries
Key capabilities
Security & compliance
Photo capture for identification, custom visitor badges and GDPR-aligned cloud storage.
Deployment
Browser-based web dashboard plus an Android app and tablet-ready sign-in application.
Evacuation & safety
Generate fire/evacuation reports and real-time roll-calls to account for people on site.
Visitor journey
Automated sign-in/sign-out, future bookings and host notifications to streamline arrivals.
Contractor management
Register and track contractors, allow future bookings and view real-time on-site status.
Integrations
Vendor states no integrations are available at this time.
Reporting
30-day visit history on free tier; longer retention and CSV export on paid tiers.
Support
Vendor provides live chat, email support and an online knowledge base for onboarding.
Pricing
Vendor states the base version is free forever and paid premium subscriptions are available; listed prices exclude VAT.
Free
Base feature set including tablet app, visitor book 30-day visit history, custom hosts, future bookings and fire report.
- Visitor Book In & Out
- Tablet Application for Visitor Booking
- 30 Day Visit History
- Fire Report
Standard
Adds custom badge printing, badge designer, visitor photos and up to 3 years visit history.
- Custom Badge Printing
- Custom Badge Designer
- Visitor Photos
- Up To 3 Years Visit History
Education
Education tier with student sign-in features (late sign in, early leavers, reason management) and host list sync.
- Student Late Sign In
- Student Early Leavers
- Host List Sync
- All Free Features
Comparison data
Published signals used in the Overall Score ranking.
- Free access
- Ongoing free plan
- Mobile apps
- Android
- Pricing approach
- Fixed tiers
- Deployment complexity
- Self serve
- Hardware requirement
- Software only
Customer review summary
What users like
- Freemium model with usable free tier for trial or low-volume sites
- Emergency evacuation/fire report and real-time roll-call functionality
- UK cloud hosting with encryption and described Cyber Essentials Plus certification
What users dislike
- Vendor states there are no integrations available — may limit workflows that need directory, access control or calendar sync
- Feature set is oriented to visitor tracking and badges; advanced workforce/location tracking (geotracking) is not supported
Review sources
Deployment & integrations
- Cloud-based (UK cloud) - browser access and Android app (tablet-ready)
- No integrations available (vendor statement: does not integrate with other systems)
Security, compliance & support
- Cyber Essentials Plus certification (per vendor )
- UK-based cloud storage with encryption in transit and at rest
- GDPR data handling / compliance statements
- Live Chat and email support (support@vmfree. co. uk)
- Online knowledge base / documentation (vendor help site)
