In today’s evolving work environment, the ability to track individuals entering a facility, comply with security and regulatory requirements, and rely on accurate, secure data is a necessity.
A visitor management system (VMS) provides a streamlined solution for managing workplace security, enhancing efficiency, and improving the overall visitor experience. More organizations are adopting VMS solutions to strengthen security, optimize workflows, and ensure compliance with industry regulations.
Before selecting a VMS, organizations must decide whether to build an in-house solution or opt for a cloud-based Software-as-a-Service (SaaS) system. Below, we explore the differences, benefits, and potential challenges of each approach.
Key Factors to Consider
- Hosting and accessibility
- Customization and cost considerations
- System security and data compliance
- Ongoing innovation and product updates
1. Hosting and Accessibility
The first major difference between cloud-based and in-house visitor management systems lies in how they are hosted and accessed.
Cloud-Based VMS
- Hosted online and accessible from any internet-enabled device
- Allows remote management and real-time updates across multiple locations
- Quick to deploy, with no need for on-premise hardware installations
In-House VMS
- Installed directly on company-owned servers and devices
- Can only be accessed on-site, limiting remote management capabilities
- Requires physical presence for updates, troubleshooting, or configuration changes
Our Take
Cloud-based systems offer greater flexibility and scalability, making them ideal for organizations managing multiple locations or requiring real-time remote access. In-house systems may be preferable for organizations with strict internal IT policies, but they come with significant accessibility limitations.
2. Customization and Cost Considerations
Many organizations assume that an in-house VMS allows for greater customization, while cloud-based solutions may be more limited. However, each option has its own strengths and trade-offs.
Cloud-Based VMS
- Comes with a broad range of pre-built features, including:
- Digital check-ins with QR codes
- Customizable visitor screening and approvals
- Access control system integrations
- Secure visitor data management
- Real-time visitor tracking
- Integrates with existing workplace tools (calendars, messaging apps, and security platforms)
- Typically available through monthly or annual subscription plans, offering predictable pricing
In-House VMS
- Designed to meet a company’s specific needs from the ground up
- Customization requires extensive planning and development time
- Organizations must hire a trusted development team to build and maintain the system
- Costs extend beyond initial development, including:
- Licensing fees for third-party integrations
- Ongoing maintenance and troubleshooting
- Security patches and compliance updates
Our Take
While in-house systems can offer tailored functionality, they require significant upfront investment and continuous IT support. Cloud-based solutions provide a balance between customization and cost efficiency, offering ready-to-use features with the flexibility to integrate additional tools.
3. System Security and Data Compliance
Security is a critical factor when implementing a visitor management system, as companies must protect sensitive employee and visitor information.
Cloud-Based VMS
- Security and data compliance are managed by the SaaS provider
- Regular security updates and encryption protocols protect against cyber threats
- Compliance with global privacy regulations (e.g., GDPR, HIPAA) ensures secure data handling
- Access control and authentication measures minimize unauthorized entry
In-House VMS
- Data security is fully managed by the company, requiring a dedicated IT team
- Organizations must implement their own cybersecurity measures
- Increased responsibility for compliance with industry regulations
- Risk of outdated security protocols if updates and patches are not consistently applied
Our Take
Cloud-based VMS providers continuously improve security measures, reducing the burden on internal IT teams. While an in-house system offers direct control over security policies, it requires ongoing investment in cybersecurity, IT personnel, and regulatory compliance management.
4. Ongoing Innovation and Product Updates
The ability to keep software up to date is essential in today’s fast-paced business environment.
Cloud-Based VMS
- Regular automatic updates and feature enhancements
- Adapts to changing industry regulations and user needs
- New functionalities are rolled out seamlessly without downtime
- Eliminates the need for in-house IT teams to manually update the system
In-House VMS
- Updates, patches, and new features must be developed internally
- Requires ongoing investment in software development and testing
- Higher risk of the system becoming outdated over time
- Slower response to emerging security threats and compliance changes
Our Take
Cloud-based solutions offer continuous innovation and automatic improvements, ensuring organizations always have access to the latest features and security enhancements. In contrast, in-house solutions require dedicated IT resources to keep the system updated, which can be both time-consuming and costly.
Choosing the Right Visitor Management System
Selecting between a cloud-based and in-house VMS depends on an organization’s operational needs, security requirements, and budget.
Cloud-Based VMS Advantages:
✅ Faster deployment and remote accessibility
✅ Lower upfront costs and predictable subscription fees
✅ Seamless updates, security patches, and compliance management
✅ Extensive integration capabilities with existing workplace tools
In-House VMS Advantages:
✅ Full control over customization and system architecture
✅ Data security managed internally
✅ Tailored to meet company-specific needs
For most organizations, the scalability, cost-effectiveness, and continuous innovation of cloud-based VMS solutions outweigh the benefits of building an in-house system. However, businesses with highly specialized requirements may find value in investing in an internally developed solution.
By carefully evaluating the long-term costs, security measures, and operational impact of each option, organizations can make an informed decision that best suits their visitor management needs.
By Jonathan Davis
Jonathan writes about asset management, maintenance software, and SaaS solutions in his role as a digital content creator at Eptura. He covers trends across industries, including fleet, manufacturing, healthcare, and hospitality, with a focus on delivering thought leadership with actionable insights. Earlier in his career, he wrote textbooks, edited NPC dialogue for video games, and taught English as a foreign language. He holds a master's degree in journalism.
