Visitor Management System Pricing & Plans | Tailored Solutions

Prices & Plans

You shouldn't have to pay for features you don't need.

Every organisation is different. Its locations, workflows, security requirements, visitor volumes, integrations and operational priorities are different too.

So why should they all buy the same package?

We don't offer Bronze, Silver and Gold plans — or bundle dozens of features into packages simply because that makes pricing easier to publish.

Instead, we build each solution from the components you actually need.

With 54 distinct building blocks, we can configure a visitor, reception and access management solution around your requirements rather than asking you to adapt your requirements to our software.

Tailored Solutions

With 54 distinct building blocks, we can configure a visitor, reception and access management solution around your requirements.

54 distinct building blocks
0 one-size-fits-all packages

The result is straightforward:

You pay for what you need. You don't pay for what you don't.

How does our pricing work?

There is no single price for our solutions because there is no single configuration.

A reception that needs visitor registration and badge printing has very different requirements from a high-security industrial site requiring identity verification, access control integration, safety instructions, evacuation reporting and multiple unattended kiosks.

Before preparing a quotation, we therefore establish:

  • What problems need to be solved
  • Which processes should be automated
  • Which users and visitors need to be accommodated
  • Which security and compliance requirements apply
  • What hardware is actually required
  • Which existing systems or hardware can be retained
  • Which integrations are necessary
  • What level of support and maintenance is appropriate

We then propose only the software, hardware and services necessary to meet those requirements.

No unnecessary extras. But equally important: no missing components that become unexpected costs later.

Build your solution from individual components

Instead of packaging functionality into a handful of predefined plans, our services can be selected individually.

Depending on your requirements, your solution might include:

Registration

Register visitors, contractors, employees or other users quickly and securely.

Pre-registration

Allow hosts or authorised users to register expected visitors before they arrive.

Notifications

Automatically inform hosts, reception teams or other users when a visitor arrives or when action is required.

Badging

Create and manage professional visitor identification.

Reporting

Generate the operational, security, compliance and management information your organisation requires.

Fire & Evacuation Lists

Know who is on-site and provide accurate information when it matters most.

Dashboards

Provide real-time operational visibility and management information.

Security & Access

Visitor reviews security instructions. Access can be granted or denied.

And these are only examples. Your solution is assembled from our portfolio of 54 building blocks, based on what your organisation actually requires.

The same principle applies to hardware

Hardware is selected in exactly the same way.

You may need a sophisticated self-service reception kiosk — or you may not need a kiosk at all.

Depending on the application, we can incorporate components such as:

  • Cameras
  • QR code readers
  • Electronic ID readers
  • Passport and document scanners
  • Badge printers
  • Badge dispensers
  • Touchscreens
  • Identification and authentication devices
  • Other specialist peripherals

We determine what adds value to the application rather than adding hardware simply because it belongs to a particular package.

In some projects, custom programming, integrations or specialised functionality may also be required.

And because the solution becomes part of your working environment, we can design and brand both the hardware and software to match your corporate identity and house style.

What does a visitor management solution cost?

Although every project is individually configured, we understand that organisations need an indication of the likely investment before starting a discussion.

As a general guideline:

Hardware: approximately €1,500 to €20,000 per unit or configuration, depending on the equipment and specification.
Recurring costs: typically approximately €150 to €350 per month for many configurations.

These figures are indicative ballpark ranges, not quotations. More complex, multi-location, highly customised or high-service-level installations can fall outside these ranges.

An exact price can only be determined once we understand what you need the solution to accomplish.

CAPEX or OPEX? You can choose.

We recognise that the technically best solution also needs to fit the financial and procurement requirements of your organisation.

That is why solutions can be structured around CAPEX, OPEX or an appropriate combination of both.

CAPEX — Purchase your hardware

You can purchase the required hardware directly from us.

Alternatively, you are free to provide your own hardware.

We do not require customers to replace suitable equipment simply for the sake of standardisation. Customer-supplied equipment does, however, need to meet the necessary technical and compatibility requirements.

We can provide recommendations and specifications to help you select suitable equipment.

This gives organisations the opportunity to make use of existing infrastructure or their preferred hardware suppliers where appropriate.

OPEX — Rent instead of buying

If you prefer to avoid the initial capital expenditure, equipment can also be rented.

A typical rental period is three years, although this can be adapted to suit your organisation's budget, procurement policies and financial requirements.

This can turn a larger initial hardware investment into a predictable operating expense.

The objective is not to force a particular financing model, but to find the structure that works best for your organisation.

What is included in the recurring costs?

Recurring costs depend on the services and service levels your organisation requires.

They can include both software maintenance and hardware maintenance.

Software Maintenance

Software maintenance can include:

Hosting

Server hosting in the appropriate geographic location according to the requirements of the application and organisation.

Updates, upgrades and patches

Keeping the system current, secure and properly maintained.

Remote diagnostics

Very short response times and remote investigation when a malfunction or operational issue occurs.

User support

Practical assistance for the people responsible for operating and managing the solution.

The precise scope is defined according to your operational requirements.

Hardware Maintenance

Hardware maintenance can be configured around the level of operational continuity your organisation requires.

This can include:

Coverage windows

The days and hours during which service coverage is required.

Response times

Different organisations have different definitions of what constitutes an acceptable response time.

Labour
Travel and on-site intervention
Spare parts
Customized S.L.A.

The appropriate maintenance agreement therefore depends on the criticality of the installation.

A reception system operating during normal office hours does not necessarily require the same service model as equipment supporting a 24/7 high-security operation.

Again, you only pay for the level of service you actually require.

Why don't we publish fixed pricing plans?

Because fixed packages would contradict the way we believe these systems should be designed.

A conventional pricing table might look convenient:

Basic → Professional → Enterprise

But it creates an inherent problem.

Some customers end up paying for functions they never use, while others discover that a feature they genuinely need is only available by upgrading to a much larger package.

We prefer a different approach.

We start with your requirements and select the appropriate building blocks.

That allows us to design a solution with no unnecessary overkill — and no important functionality left out.

It also makes the commercial proposal easier to understand because we can explain what each component is doing and why it has been included.

What determines the final price?

The investment is primarily determined by the scope and complexity of the solution.

Factors can include the number of locations, number of reception points or kiosks, required software functionality, hardware configuration, visitor volumes, integrations with existing systems, identification requirements, custom programming, branding, hosting requirements, maintenance coverage and required service levels.

This is why two organisations using what appears to be the same type of visitor management system can have very different requirements — and therefore very different costs.

What about ROI?

Price is important, but total value and return on investment are more important.

A well-designed solution can reduce repetitive reception work, eliminate manual processes, improve visitor throughput, reduce administrative effort, improve the accuracy of information, strengthen security processes and provide employees with more time for higher-value activities.

There can also be less obvious benefits: more consistent processes, improved visitor experience, better reporting, faster emergency information and fewer operational errors. This is what we call the V.O.I. or Value on Investment.

For many projects, these operational benefits can substantially outweigh the cost of the system.

Rather than looking only at the purchase price or monthly fee, we therefore recommend evaluating the solution in terms of:

Investment + operating cost versus time saved + costs avoided + operational improvements + security and service benefits.

Where appropriate, we can help identify these factors when defining your solution.

Frequently Asked Questions

How much does a visitor management system cost?

The cost depends on the software functions, hardware and service levels required. As a general indication, hardware configurations typically range from approximately €1,500 to €20,000, while recurring costs for many solutions are typically around €150 to €350 per month. These are indicative ranges only; an exact quotation is prepared after establishing your requirements.

Do you offer fixed pricing plans?

No. Instead of Basic, Professional or Enterprise packages, we configure solutions from 54 individual building blocks. This prevents customers from paying for functions they don't need simply to obtain the functionality they do need.

Can we buy only the functions we need?

Yes. Functions such as registration, pre-registration, notifications, badging, reporting, fire lists and dashboards can be selected according to your requirements.

Do we have to buy hardware from you?

No. You can purchase hardware from us or use your own suitable and compatible hardware. We can provide technical specifications and recommendations for customer-supplied equipment.

Can we rent the hardware?

Yes. Hardware rental is available as an OPEX alternative to purchasing equipment. A typical rental period is three years, but the structure can be adapted to your financial and operational requirements.

Can you customise the system?

Yes. Depending on the project, we can provide custom programming, integrations and specialised functionality. Hardware and software can also be designed and branded to match your organisation's corporate identity.

What is included in software maintenance?

Depending on the agreed service, software maintenance can include hosting in the appropriate geographic region, software updates, upgrades and patches, remote diagnostics and user support.

What is included in hardware maintenance?

Hardware maintenance can be configured to include defined service windows, response times, labour, travel, on-site interventions and spare parts.

Can you give us an exact price before a meeting?

Usually not — because doing so would require us to make assumptions about your requirements.

We would rather ask the right questions first and provide an accurate quotation for what you actually need than advertise an attractive headline price that bears little relationship to the final solution.

Let's find out what you actually need.

You don't need to choose between three arbitrary packages.

Tell us what you are trying to achieve, what problems you want to solve and what requirements your organisation needs to meet.

We will identify the appropriate combination of software, hardware and services and provide a clear quotation based on those requirements.

No unnecessary features. No unnecessary hardware. No one-size-fits-all package.

Just the solution you need.

Contact us for a tailored quotation

Tell us about your project and we'll help you determine the right configuration, investment model and service level.

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