Museum visitor management software for the staff entrance and the reading room.
Museum visitor management software records the researchers, couriers and contractors who come to see your staff. vFound Visitors signs them in on their phone, shows your reading room or site rules and emails the host. It does not sell tickets. It costs US$67/month per site, billed yearly at US$804.
vFound Visitors is museum visitor management software for the people who come to see your staff, not the galleries: researchers, art couriers, lenders, conservators and contractors sign in on their phone, and their host is emailed.
It does not sell admission tickets or count gallery visitors. It keeps a record of who came behind the scenes, who they saw and what they agreed to.
Reviewed
Fit and limits
- Who it is for
- Museum staff entrances and reading rooms that sign in researchers, couriers, lenders and contractors.
- Price
- US$67/month per site, billed yearly at US$804. 14-day free trial we set up with you, then yearly by invoice.
- What it replaces
- A paper visitor book at the front desk, with sign-in from a phone, an email to the host and a printed badge.
- What it does not do
- It does not sell admission tickets or count gallery visitors.
- It does not record which collection items a researcher saw.
- Only with vFound Enterprise
- More than one site, single sign-on, two-step sign-in and deployment in your own country are only available with vFound Enterprise, which is scoped and priced for your organisation. What Enterprise includes
Key facts
| Price for one site | US$67/month per site, billed yearly at US$804. Prices in EUR, GBP, CAD and AUD |
|---|---|
| What is included |
|
| Limits | No limit on records, team members or storage. Other limits: 50,000 people on the people list, shared by Parcels, Equipment and Visitors, 10,000 self-service kiosk actions per site a day, 10 API keys and 25 webhook addresses. |
| Languages | Visitors see pages and emails in 13 languages: English, Spanish, French, German, Dutch, Italian, Portuguese, Polish, Swedish, Turkish, Japanese, Simplified Chinese and Arabic. The staff workspace is in English, Spanish, French, German, Dutch, Italian and Arabic. |
| Where data is held | Hosted by OVHcloud in Singapore, with an encrypted copy of backups in Canada. When AI assistance is on, vFound AI reads the photo or text in Australia. Deployment in your own country comes with vFound Enterprise. |
| How to start | 14-day free trial we set up with you, then yearly by invoice. Request a trial |
Facts from the field
Figures and rules published by operators, regulators and industry bodies, each linked to its source.
- The Museum of English Rural Life asks everyone using its collections to register before a first visit and show photo ID on arrival, and each researcher in a group registers individually. The Museum of English Rural Life
- The United States Holocaust Memorial Museum offers on-site reference services by appointment only, and every visitor shows photo identification to enter its research centre. United States Holocaust Memorial Museum
See a visit from sign-in to roll call in one short film.
See everything in vFound VisitorsA morning at the staff entrance
A researcher has an appointment in the reading room, a courier is escorting an artwork for a new exhibition and a contractor is due in the stores. Each should be expected, agree to the right rules and be on one list.
Read more
- 1Before
Expected by appointment
Staff invite the researcher with the time and the host, and the researcher gets a QR pass by email. A request from your public registration link can wait for approval.
- 2Arrive
The rules for that visit
A Researcher type can show your reading room rules, and a Contractor type your site rules. The text each visitor agreed to is kept with the visit.
- 3Host
The curator is told
The host is emailed when the visitor signs in and can reply that they are on the way.
Photo ID at the reading room desk
A visitor type can ask staff to record a visual check of a physical photo ID, and for a private visitor photo. vFound records who checked and when. It stores no ID document image or number and runs no facial recognition, watchlist or background check.
The fire alarm in the stores
The live roll call lists the visitors signed in to vFound, and several team members can mark them safe from their own phones. It is not a staff register. It does not list the public in the galleries. Anyone still signed in after the day ends is signed out automatically once they have been in for 12 hours, and the record shows it was automatic.
Check the fit for your museum
Read more
| Your requirement | Fit | What to check |
|---|---|---|
| Researchers by appointment | Yes | Invite with a time and host, or let researchers request a visit on your registration link and approve it. |
| Reading room rules agreed at sign-in | Yes | Each visitor type shows its own terms, kept with the visit. |
| A researcher for several days | Yes | Daily or weekday passes reuse one QR code on each valid day. |
| Admission tickets or gallery counts | No | vFound Visitors signs in people who come to see your staff. It does not sell tickets or count the public. |
| Collection records for the items a researcher sees | No | vFound records the visit, not which objects or files were brought out. |
Try a research day in the trial
In the 14-day trial, create a Researcher type with your reading room rules and a Courier type, invite a fictional researcher for two days, sign them in from the QR sign and start a practice roll call.
How vFound Visitors works
From invitation to a safe departure.
- 1
Invite ahead, self-register, or use your kiosk.
Send a QR pass, share a registration link, or pair any lobby tablet with a ten-minute code. No visitor app or account.
- 2
Apply the right rules to every visit.
Set questions, terms, badge colour, approval and retention for each visitor type. Require a photo or a staff visual check of a physical photo ID when needed.
- 3
Know who is in, and who is safe.
See everyone on site, print the right badge, and run a live phone-friendly roll call with several marshals at once.
A complete visitor desk, without dedicated hardware.
- Self-registration and kioskPair any lobby tablet, or let visitors register from your QR link.
- Types and approvalsText, dropdown, checkbox and date questions, validated on the server.
- Multi-day passesOne QR pass works once on each valid daily or weekday visit.
- Host repliesHosts get email and answer from a private link without an account.
- Photo badges and visual ID checksOptional private visitor photos, photo badges and staff-recorded visual checks without storing ID documents.
- Couriers and analyticsDelivery visitors appear in Parcels, with visitor patterns in Analytics.
See everything in vFound Visitors
Visitors register on their phone or your paired kiosk, their host hears at once, and a live roll call shows who is safe.
Its own page has the film, the use cases, each screen and the answers to common questions.
See everything in vFound VisitorsOne workspace for everything your desk looks after.
Frequently asked questions
How much does vFound Visitors cost for a museum?+
US$67/month per site, billed yearly at US$804, after a 14-day free trial we set up with you. Visitors and team members are unlimited.
Can museum researchers book a reading room visit?+
Yes. Staff invite the researcher with a time and host, or a researcher requests a visit on your public registration link and waits for approval. Public registration starts switched off.
Does vFound sell museum admission tickets?+
No. vFound Visitors signs in people who come to see your staff, such as researchers, couriers and contractors. It does not sell tickets or count gallery visitors.
Can a museum record a photo ID check for researchers?+
Yes. A visitor type can ask staff to record a visual check of a physical photo ID. vFound stores who checked and when, never an image or number of the ID.
Does vFound record which archive items a researcher saw?+
No. vFound records the visit, the host and the terms agreed. Requests for objects and files stay in your collections system.
Who is on the roll call if the alarm goes in the museum stores?+
The visitors signed in to vFound, and optionally those expected today. It does not list staff or the public in the galleries.
Every researcher expected, every courier on the list.
Request your free trial: a 14-day free trial we set up with you, then yearly by invoice.
Request your free trial