I recently had a client request to supply some Visitor / Guest Management software for a office reception that saw between 5 and 30 visitors a day.  They felt that their sign in log book made the company look old and out of touch.

Free Visitor Management Software Badge with Logo & Photo

Free Visitor Management Software Badge with Logo & Photo

After an hour of research I could only find $1000+ software that did what we wanted or $400 that I didn’t even print logos, never mind photo’s.I spent a few hours and built the software using Microsoft Access.

Click here to DOWNLOAD  my COMPLETELY Free Visitor Management Software.

It has the following features:

  1. VERY easy to modify to substitute your logo’s for your badges and input screen
  2. is incredibly easy to use
  3. lets you use photos
  4. provides one button to export all of the data to Excel, PDF, and many other formats
  5. provides one button to DUPLICATE an existing entry so if you have to check in 10 people, it will be fast
  6. provides and easily modifiable notice for emergencies – legally required in some jurisductions
  7. provides an easily modifiable notice for wireless settings

To use this software fully you need to have three things:

  1. Microsoft Access 2007, 2010 or newer.  If you don’t you have Access, you download a FREE runtime version direct from Microsoft HERE (select the 32bit Version).
  2. If you want to insert pictures into the software, you need a cheap web cam.  Any will do, when you get your webcam set it up to take low quality still pictures
  3. A small label printer capable of 2″ x 4″ printing.  I used a Seiko Epson 440 and a cheap knock off version of the SLP-SRL 2″x4″ shipping label.  Note that to get the quality set to what I wanted I set the ADVANCED SETTINGS on the Label printer to DITHERING 6×6 and FINE print.  I also had to set the printer to print PORTRAIT.

To modify the software:

  1. just make sure Access 2007 (or newer) is installed on your PC
  2. HOLD DOWN THE SHIFT KEY and double click the database file (Visitor-Management.mdb).  Holding down the SHIFT will put the database into EDIT mode
  3. press F11 key on your keyboard which will open up the database menu on the left
  4. Right click on the rptBadge form and select DESIGN VIEW make your changes.

To setup your label printer defaults (i.e. page \ label size) in this or any other Microsoft Access report just:

  1. open the RPTBADGE in DESIGN MODE,
  3. set the page size (and other settings if desired)



  1. click the Office Button (or FILE in Access 2010) and click OPTIONS
  2. Click TRUST CENTER, then the TRUST CENTER SETTINGS button
  3. Click TRUSTED LOCATIONS, then the ADD NEW LOCATION button
  4. fill in the path to the database.

Note that I have tested this software running from a Server and had no problems.

This software is FREE for you to use, modify or incorporate into your own software as long as you leave this READ ME file in the package and you leave the www.URTech.ca links on the forms and reports.

As with all things on my sites, this is a USE AT YOUR OWN RISK piece of code, but thus far I have not found or heard of any issues with it.

Click here to DOWNLOAD my COMPLETELY Free Visitor Management Software. – UPDATED – May 9 2012

Below are some screen shots of the software:

Free Visitor Management Software Data Entry Form


imran ahmed · October 31, 2019 at 3:46 am

how can we add new field and add this field into table

    Ian Matthews · November 14, 2019 at 9:10 pm

    Hi Imran;

    We no longer provide development for this product but Access is pretty easy so you should be able to find someone locally than can give you a hand.

imran · October 24, 2019 at 9:07 pm

how can we modify the software code

    Ian Matthews · October 28, 2019 at 7:30 pm

    You open any Microsoft Access database (specifically, the .MDB file) in ‘design mode’ by holding the SHIFT key on your keyboard when you try to launch it (i.e. double click, enter key, right click > OPEN WITH > MS ACCESS…)

Juan Manuel Ramallo · November 19, 2015 at 7:18 am

I think you have a great point of view in this issue.
The credential just look awesome.
I get in this site looking for what you are explaining.
Kind regards From Argentina.

Prashanth · June 15, 2015 at 6:07 am

Hi,I am trying to use this software in my office.When I click photos webcam option doesn’t get.It will ask us to paste the pictures from desktop and also can we get the monthly report from this software.

    Ian Matthews · July 28, 2015 at 7:47 pm

    The photos feature is only pointing to a folder and will not start your webcam to take a pic, so the process you are following of browsing to your pictures is what was intended. Take the picture using your webcam first and then use the software to select the picture and print the badge. As for reports, I am no longer working on this software but it would be VERY easy for someone to modify it as the code is simple Access.

Itu Baba · September 16, 2014 at 5:27 am

can see so many satisfied people saying “Thank You” but is that all ?
used your software and charged a client so I really need to say a paypal thank you !. please let me have your paypal account.

Also willing to pay to anybody done great simple modifications to this works too.

    Ian Matthews · September 18, 2014 at 7:21 pm

    My paypal is calgarytech@yahoo.com and if anyone is using this thinks it is worth a few dollars, I would be greatful (although that is not why I wrote the code).

Questions or Comments?