A company system and a building system are not the same purchase, and shared buildings are where that becomes obvious. The landlord wants to know who is in the building. Each tenant wants to know who came to see them, and would rather the landlord and the other tenants did not. Both are reasonable, and the arrangement has to be decided before a tablet appears in the lobby.
Two records, one lobby
The building record answers the evacuation question and belongs to whoever is responsible for the premises. The tenant record answers who visited us, and belongs to the tenant as controller of that data. In practice one sign-in feeds both: the lobby knows a person is inside and which floor they went to, the tenant knows who they were and who they came to see.
What must not be shared
A tenant's visitor names are that tenant's business. A shared list that lets every firm in the building see who visited the others is a data-protection problem and a commercial one, and it is the arrangement several cheap deployments end up with by accident. Ask a vendor directly how tenant separation works, and get the answer demonstrated rather than described.
Who buys, and what that changes
When the landlord buys, expect a lobby-first product, one badge design and a limited say for tenants. When a tenant buys, expect a floor-level desk and a landlord asking why their building list is incomplete. Neither is wrong; the trouble comes when both buy separately and the building ends up with two sign-ins and one very confused visitor.
The visitor's experience decides adoption
Whatever the arrangement, a visitor should sign in once. Two screens in one lobby is the failure mode that guarantees people walk past both. If the building and the tenants cannot agree on one flow, the least bad answer is usually the lobby taking the sign-in and passing the arrival to the tenant, because the lobby is where the visitor already is.
Questions people ask about company visitor management system
Should the landlord or the tenant own the visitor record?
Both hold part of it. The building needs presence for evacuation; the tenant holds who the visitor was and who they came to see, as controller of that data.
Can tenants see each other's visitors?
They should not. Ask for tenant separation to be demonstrated before purchase, because some cheap deployments share a single list.
What if the building already has a system we dislike?
Sign in once in the lobby and use the arrival notification into your own tools. Two sign-ins in one lobby means neither gets used properly.