Visitor Management System Showdown: MRI OnLocation vs HID EasyLobby

Visitor Management System Showdown: MRI OnLocation vs HID EasyLobby

In today’s security-conscious world, visitor management systems (VMS) have evolved from simple sign-in sheets to high-tech platforms capable of ensuring compliance, improving safety, and streamlining the visitor experience. Whether you’re managing a hospital, corporate office, government facility, or school campus, choosing the right visitor management software is essential.

In this article, we compare two of the most trusted Visitor Management Systems platforms in the industry: MRI OnLocation and HID EasyLobby. Each system offers robust features, but depending on your specific needs, one may be better suited for your organization.

MRI OnLocation Visitor Management - Monthly Subscription

$899.00

MRI OnLocation helps you create a Safe and Secure facility with Cloud Based Visitor Management! Screen your Visitors with Custom Questions to help improve your Infection Control Efforts! Make your Visitor Screening Kiosk Completely Touchless with a QR Code! Automatically… read more

Small Plan - $899.00 Medium Plan - $2,305.00 Large Plan - $4,118.00

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What is a Visitor Management System?

A Visitor Management System is a digital solution designed to track and manage guests entering a facility. Unlike traditional logbooks, a modern VMS automates the check-in process, verifies identities, prints visitor badges, and integrates with access control systems. These tools are crucial for organizations aiming to:

• Strengthen workplace security

• Ensure compliance with regulations

• Improve visitor experience

• Monitor visitor flow in real-time

• Maintain audit trails

Let’s break down MRI OnLocation and HID EasyLobby across key categories to help you make an informed decision.

Overview of MRI OnLocation

MRI OnLocation (formerly WhosOnLocation) is a cloud-based visitor and contractor management platform with a strong reputation for flexibility and scalability. Designed with compliance and safety in mind, it’s trusted by thousands of organizations globally to manage the presence of people on-site.

Key Features:

• Cloud-based, with multi-location support

• Touchless check-in options via QR code or kiosk

• ID verification and badge printing

• Pre-registration for visitors and contractors

• Evacuation management with real-time roll calls

• Extensive reporting and analytics

• Integration with access control, Active Directory, and other enterprise tools

• Mobile app for hosts and security teams

Best For: Organizations looking for a modern, cloud-based solution with strong contractor and visitor management, particularly those concerned with health and safety compliance.

HID EasyLobby (Secure Visitor Management) is a powerful on-premises solution developed by HID Global, a trusted name in the security industry. Known for its deep integration with HID's card access systems, it provides a robust framework for managing visitors across secure facilities.

Key Features:

• On-premise deployment for full data control

• Visitor check-in with photo capture and badge printing

• Integration with HID access control systems (e.g., HID Edge, VertX, and more)

• Driver’s license scanning and visitor ID verification

• Watch list screening and alerts

• Pre-registration with host notifications

• Customizable visitor badges and passes

• Multi-tenant and multi-lobby support

Best For: Facilities with strict data control policies and existing HID infrastructure, such as government offices, manufacturing sites, and secure data centers.

Feature Comparison: MRI OnLocation vs HID EasyLobby

Deployment Considerations

The first major difference is in deployment. MRI OnLocation is cloud-based, which offers ease of setup, automatic updates, and the ability to manage multiple sites remotely. HID EasyLobby, on the other hand, is an on-premise solution, ideal for companies that require total control over their data and prefer to host systems within their own IT environment.

If you’re a smaller organization or don't have an in-house IT team, MRI’s cloud model is easier to manage. For government or high-security clients who prioritize local hosting and data sovereignty, EasyLobby is a better fit.

Security and Compliance

Security is paramount in visitor management. HID EasyLobby excels with its access control integration, allowing you to assign temporary proximity badges to visitors for controlled access. This feature is a game-changer in facilities with restricted zones.

MRI OnLocation Visitor Management Systems, however, shines in broader compliance scenarios. It offers health screening, document uploads (e.g., COVID-19 declarations), and evacuation roll calls—tools essential for healthcare, manufacturing, and large enterprise campuses.

Ease of Use and Visitor Experience

Visitors expect a smooth, modern experience. MRI OnLocation’s touchless check-in (via QR code or mobile app) reduces wait times and increases safety, especially in post-pandemic environments. You can even pre-register guests, send arrival notifications to hosts, and collect digital signatures on NDAs.

HID EasyLobby provides reliable visitor processing but lacks the mobile-friendly, contactless features found in cloud-based systems. For traditional front-desk environments where staff perform check-ins, EasyLobby is effective, but for self-service or hybrid models, OnLocation wins.

Customization and Branding

Both systems allow for customizable badges with logos, host names, expiration times, and access levels. However, MRI OnLocation also allows branding the entire check-in experience—from email invites to kiosk interface—helping you create a consistent visitor journey.

Integration with Existing Systems

HID EasyLobby is deeply integrated with HID’s access control products, making it the preferred choice for customers already using HID Edge or VertX systems. You can issue temporary access cards and monitor visitor access in real time.

MRI OnLocation, being vendor-agnostic, integrates with a range of platforms like Lenel, Gallagher, Microsoft Active Directory, and more, offering broader compatibility and flexibility for companies with diverse tech stacks.

Scalability and Multi-Site Management

If you're managing multiple locations, MRI OnLocation's centralized cloud dashboard lets you monitor all sites from a single interface. Whether you have two offices or fifty campuses, scaling is seamless.

EasyLobby can support multi-location environments but usually requires individual installations and more IT resources to manage across a large footprint.

Reporting and Analytics

Reporting helps with audits, compliance, and internal reviews. MRI OnLocation provides real-time dashboards, historical visitor logs, and data exports for deep analysis. EasyLobby includes standard reports, but advanced analytics typically require third-party tools or add-ons.

Pricing Overview

Pricing models differ significantly:

• MRI OnLocation uses a subscription-based model, with pricing based on the number of sites and users. This includes regular updates, support, and cloud hosting.

• HID EasyLobby involves a one-time licensing fee, plus optional support and maintenance packages. Hardware (badge printers, cameras, scanners) is typically purchased separately.

While EasyLobby may appear more affordable upfront, MRI OnLocation provides long-term cost-efficiency with fewer IT overheads.

Customer Support and Training

MRI OnLocation offers live chat, knowledge base articles, and webinars, making onboarding easy for new users. HID EasyLobby provides solid phone and email support but often requires in-person or partner-led installation and training.

Which Visitor Management System Is Right for You?

Choose MRI OnLocation if you:

• Need a cloud-based solution with remote management

• Want a modern visitor experience with touchless check-in

• Manage multiple sites and contractors

• Require strong compliance and safety features

• Are scaling rapidly or have a hybrid workforce

Choose HID EasyLobby if you:

• Require full control with an on-premise system

• Already use HID access control infrastructure

• Need robust ID verification and watchlist scanning

• Operate in a high-security or government-regulated environment

• Prefer traditional front-desk visitor handling

Conclusion: Both Systems Offer Powerful Solutions

Whether you prioritize cloud-based flexibility or local control, both MRI OnLocation and HID EasyLobby offer best-in-class Visitor Management System capabilities. By evaluating your operational needs, compliance requirements, IT resources, and budget, you can choose the solution that best enhances your facility’s security and guest experience.

Groove Identification Solutions can help you evaluate, implement, and support both MRI OnLocation and HID EasyLobby, ensuring your visitor management system aligns perfectly with your goals.

Interested in exploring Visitor Management Systems for your facility? Contact Groove Identification Solutions today for a free consultation and demo. Let’s make your check-in process safer, faster, and smarter.

Website: groovebadges.com

Phone: 1-888-940-3645