Visitor management systems (VMS) are becoming increasingly essential as businesses adapt to the demands of hybrid offices, yet choosing the right solution can be a complex and challenging task.
The latest research underscores the growing importance of VMS, with the market size estimated at USD 2.43 billion in 2023 and projected to rise to USD 2.75 billion in 2024. This upward trajectory is expected to continue, with the market reaching USD 6.04 billion by 2030, driven by a compound annual growth rate (CAGR) of 13.87%.
Given the rapid growth and increasing complexity of the VMS market, it's more crucial than ever for businesses to invest in solutions that not only meet immediate needs but also offer scalability for the future.
Whether your focus is on improving operational efficiency, tightening security protocols, or creating a seamless experience for visitors, the right VMS can significantly enhance your hybrid office management experience.
For those starting out or updating your visitor management system from pen and paper, make sure to check out our beginner guide: What is Visitor Management (Definition, Types, & Guide).
Why Does Visitor Management Systems Matter in 2024?
Visitor management systems streamline the entire process of welcoming and handling guests, ensuring a smooth and secure check-in experience.
By automating visitor registration, offering contactless check-in options, and integrating seamlessly with tools like Google Calendar and Slack, VMS enhances operational efficiency and ensures compliance with security protocols.
Visitor management software goes beyond simply tracking visitors; it’s a key component of modern office security and efficiency. These advanced systems make visitor registration and management more traceable and secure, replacing outdated paper logs and manual processes.
By adopting visitor management apps, organizations ensure a more secure, efficient, and user-friendly check-in experience.
The significance of these systems in today’s offices and institutions cannot be overstated. They not only provide secure access but also elevate the overall visitor experience, making them indispensable in a technology-driven world.
This is especially critical in hybrid environments, where visitor traffic can be unpredictable, helping organizations maintain a safe and welcoming atmosphere.
What to Look For in Visitor Management Systems?
When selecting a visitor management system, it is important to choose one with features that meet your company’s requirements and office’s needs and enhance the overall experience for both visitors and administrators.
A comprehensive system should address visitor convenience, streamline the check-in process, and integrate seamlessly with existing infrastructure.
Visitor Experience
A visitor management system should prioritize creating a smooth and efficient experience. Key aspects to consider include:
- Self-service and touchless check-in: Offering visitors the convenience of self-service check-ins reduces wait times and enhances their overall experience.
- Customizable interface: Personalize the check-in process to align with your brand identity, ensuring a professional and cohesive visitor experience.
- Visitor badges: Enhance security by easily identifying guests within your premises.
- Multilingual support: Cater to a diverse visitor base by providing language options, eliminating potential barriers to a smooth check-in process.
Visitor Flow and Admin Configurations
Efficient visitor flow and robust administrative configurations are essential for maintaining a secure and streamlined check-in process. By incorporating the following features, you can significantly improve both security and convenience:
- Pre-registration and tailored check-in flows: Allow visitors to pre-register, ensuring compliance with your company's security protocols while minimizing time spent at reception. This helps:some text
- Ensuring compliance with required security practices.
- Streamlining the visitor experience by removing unnecessary steps.
- Sending instant notifications to hosts, who can greet guests promptly.
- Customizable notifications: Control who receives alerts to ensure only relevant stakeholders are informed, preventing unnecessary disruptions.
- Document & NDA signing: Enable visitors to complete necessary paperwork during check-in, ensuring legal compliance and efficiency.
- Detailed reporting & analytics: Gain valuable insights into visitor patterns and behaviors, helping you optimize security and the visitor experience.
- Data privacy & compliance: Securely manage visitor information, adhering to privacy regulations and protecting sensitive data.
- Emergency alerts: Equip your system with the ability to send out alerts instantly in case of emergencies, ensuring the safety of everyone on-site.
Integrations
For a visitor management system to be truly effective, it must integrate seamlessly with your existing infrastructure. Key integrations to consider include:
- Access control systems: Ensure that only authorized visitors can enter secure areas, enhancing overall security and preventing unauthorized access.
- WiFi network: Automatically provide visitors with (temporary) WiFi access upon check-in, so they don’t need to ask receptionists, making their experience smoother and reducing interruptions for your team members.
- Employee directory: Support a hybrid office environment by helping to recognize remote teams, even those who only come to the office once in a while. This integration also works in tandem with other workspace management tools, such as hot desking software and room scheduling platforms, to ensure a seamless office experience.
10 Best Visitor Management Systems for 2024
With these in mind, discover our top 10 picks based on the latest data available as of August 2024:
- Archie - Best for SMEs that need a feature-rich and cost-effective visitor management system.
- Envoy - Best for bigger enterprises with complex visitor management needs.
- Sign In Enterprise - Best for organizations that prioritize security and compliance in highly regulated industries.
- Teamgo - Best for companies looking for a flexible, customizable visitor management system with comprehensive security features.
- Skedda - Best for companies that look for integrated space scheduling and visitor management to enhance space utilization.
- SwipedOn - Best for businesses seeking a user-friendly visitor management system that’s easy to implement and scale.
- Sine (Honeywell Forge) - Best for industries requiring a customizable, secure visitor management solution that integrates with broader operational systems.
- WorkInSync - Best for modern workplaces looking for an all-in-one platform that seamlessly integrates visitor management with robust hybrid workspace tools.
- Kadence - Best for hybrid offices with only basic visitor management needs, with a handy AI assistant.
- Robin - Best for organizations seeking a comprehensive hybrid workplace solution that integrates visitor management with desk and room booking.
In this carefully compiled list, you’ll find all the pros and cons of each product, from the best features to pricing and everything in between, to make the most informed decision for you and your business.
1: Archie
Best for: SMEs that need a feature-rich and cost-effective visitor management system.
Archie is an ideal choice for small to medium-sized companies seeking a cost-effective yet comprehensive visitor management solution for their office.
With an all-encompassed go-to plan, Archie offers a rich feature set for you to handle visitors to the office with ease and in compliance.
Designed to optimize the visitor experience, Archie ensures a seamless and efficient journey for every guest, from registration to departure.
Why I Choose Archie:
Archie is among a few visitor management systems on the market that strike the perfect balance between cost and functionality.
If you need a solution with advanced features to streamline your visitor management operation, ensure compliance requirements, and also prioritize seamless visitor experience, Archie delivers just that in the most competitive pricing plan.
The platform also offers helpful integrations to optimize visitor management functions, including door access, WiFi access, and daily productivity tools like calendars and Slack. (Archie also prioritizes integrations with invoicing software for those who need to streamline visitor management for their co-working space!)
Standout Features:
- Advanced Guest Registration: Supports both pre-registration and walk-ins with ease.
- Instant Host Notifications: Notifies hosts immediately when their guests arrive.
- Detailed Visitor Log: Tracks check-in and check-out times, records compliance documents, and offers the option to manually log out visitors or automatically mark all as logged out at the end of the day.
- Integrated Workspace Management Insights: Insights of visitors can be integrated with other workspace management data, such as facility usage, for comprehensive insights.
- Tool Integration: Connects with Google Calendar, Teams, and Slack to ensure updates are reflected in daily-use tools.
Archie Pricing:
Archie comes with a complete solution, meaning you have every single feature and integration as a part of the main plan.
A free demo is available, and the pricing starts at $159/month, which includes 25 resources (desks, rooms, offices). Additional resources can be added for just $2.20 per month each.
Featured User Quote:
“The magic happens as soon as guests arrive – hosts are promptly notified, ensuring visitors aren't left waiting around. It's fantastic! Additionally, I must commend Archie's support, which has been great, especially when we first rolled it out.” - Ahmed B., 2024 G2 review.
2: Envoy
Best for: Bigger enterprises with complex visitor management needs.
Envoy is a well-known player in the visitor management space, offering a comprehensive solution that goes beyond just visitor management.
It includes features like visitor registration, badge printing, host notifications, and detailed analytics. However, you might need to upgrade to a higher tier to unlock the advanced features you need.
Why I Choose Envoy:
Envoy covers all bases with features like pre-registration, customizable sign-in workflows, and compliance options for NDAs.
Its integration capabilities with enterprise-level tools, combined with features like automated visitor screening and real-time analytics, make it a powerful asset for companies that need to manage visitors across multiple locations and in complex operations.
Standout Features:
- Touchless Sign-In: Mobile-based, touchless sign-in enhances visitor convenience while meeting essential post-pandemic health and safety standards.
- Seamless Tool Integration: Integrates with popular tools like Slack for instant notifications, ensuring smooth communication and coordination between teams and visitors.
- Visitor Logs and Analytics: Detailed logs and analytics provide insights into visitor patterns, helping to improve management strategies and security.
Envoy Pricing:
- Envoy’s Basic plan is free for checking in (unlimited guests) and notifying hosts.
- The Standard plan is $109 per location/month (billed annually) to have badge printing and legal document features.
- The Premium plan is at $329 per location/month (billed annually) for more advanced visitor management features.
Featured User Quote:
“Our employees receive a text on their mobile device and an email in their Inbox immediately when their guest arrives and checks in. When the receptionist is not available at the lobby entrance, the Envoy device can easily notify hosts of their guests with no delay. It's a perfectly seamless solution for our company's needs.” - 2024 G2 verified user review.
>> Check out Envoy here.
3: Sign In Enterprise
Best for: Organizations that prioritize security and compliance in highly regulated industries.
Sign In Enterprise is a versatile visitor management system designed to meet the needs of organizations focused on high security, compliance, and data protection.
It offers a suite of features, including customizable workflows, visitor screening, and detailed reporting, all within a secure, cloud-based platform.
Sign In Enterprise is built to handle the complexities of industries with stringent regulatory requirements, providing a seamless, secure experience for both visitors and administrators.
Why I Choose Sign In Enterprise:
With features like robust visitor screening, comprehensive audit trails, and advanced data protection, Sign In Enterprise is designed for industries where regulatory compliance is paramount.
The platform’s ability to customize workflows and integrate with other security systems ensures that it meets the specific needs of each organization.
For businesses in sectors like healthcare, finance, or government, where security is non-negotiable, Sign In Enterprise provides the peace of mind and functionality required to manage visitors effectively.
Sign In Enterprise is also high-praised with its timely and dedicated customer support.
Standout Features:
- Customizable sign-in processes: Tailor the sign-in experience with custom fields and workflows to meet specific business needs.
- Electronic document signing: Enable digital signing of documents like NDAs during check-in, ensuring secure and compliant record-keeping.
- Visual identification and watchlists: Capture visitor photos for easy identification and use watchlists to flag and prevent unauthorized access.
Sign In Enterprise Pricing:
No free demo and detailed pricing is not disclosed.
Featured User Quote:
“The feature I appreciate is being able to message customer support through their chat box. The system is easy to use and learn but allows you to connect with 3rd party programs in a way that helps our business function.” – Verified G2 review.
>> Check out Sign In Enterprise here.
4: Teamgo
Best for: Companies looking for a flexible, customizable visitor management system with comprehensive security features.
Teamgo is an Australia-based visitor management system tailored for organizations that value flexibility and ease of use. It offers a wide range of features, including digital visitor logs, pre-registration, contactless check-ins, and emergency notifications.
Teamgo’s intuitive interface makes it easy for businesses of all sizes to implement and manage visitor processes efficiently.
With a strong focus on customization, Teamgo can adapt to various industries, providing a reliable solution that enhances both security and visitor experience.
Why I Choose Teamgo:
Teamgo stands out with its ability to be tailored to different industries, making it suitable for diverse environments, from corporate offices to schools and healthcare facilities.
Its cloud-based platform ensures accessibility and scalability, while features like contactless check-ins and emergency notifications cater to modern safety requirements.
Teamgo’s commitment to providing a customizable, straightforward solution makes it an excellent choice for companies wishing to “turn this chaos into calm” in handling visitors.
Standout Features:
- Customizable Sign-In and Compliance: Tailor sign-in flows with custom branding, digital document signing, and compliance tools, ensuring a seamless and branded visitor experience.
- Advanced Security and Visitor Management: Enhance security with watchlists, photo capture, badge printing, and real-time reporting, while managing visitor records and health screening for compliance.
- Employee and Integration Solutions: Streamline employee sign-ins, remote work tracking, and integrations, all managed through a secure web dashboard with multi-location support and 24/7 assistance.
Teamgo Pricing:
Teamgo offers a free 30-day trial period, no credit card required. There are three pricing packages priced at $29, $99, and $199, respectively, with higher volume licensing and more dedicated support.
>> Check out Teamgo here.
5: Skedda
Best for: Companies that look for integrated space scheduling and visitor management to enhance space utilization.
Skedda is a versatile platform primarily known for its space scheduling capabilities, now enhanced with visitor management features that cater to the needs of simple and secure guest visits as an add-on offering.
Skedda’s VMS function offers seamless booking, visitor tracking, and check-in functionalities, all within a user-friendly interface.
Skedda is ideal for businesses, coworking spaces, and educational institutions looking to streamline both space utilization and visitor management, providing a unified solution that enhances efficiency and user experience.
Why I Choose Skedda:
Skedda excels in environments where managing both visitors and shared spaces is crucial, such as coworking spaces, universities, and corporate offices. Its integration of booking and visitor tracking within one platform simplifies operations, reducing the need for multiple tools.
Skedda’s intuitive interface and focus on efficiency make it a standout choice for businesses aiming to optimize space usage while ensuring a smooth visitor experience.
Standout Features:
- Online Bookings for Visitors: Simplifies the booking process by allowing visitors to make reservations online, ensuring a smooth scheduling experience for both visitors and administrators.
- Integration with Various Tools: Seamlessly integrates with a wide range of tools and platforms, enhancing its functionality within an existing workplace management ecosystem.
- Comprehensive Analytics: Offers detailed insights into visitor data, enabling organizations to monitor and assess trends, peak times, and other crucial metrics.
Skedda Pricing:
Skedda offers a 30-day free trial with no credit card required. You need to sign up for Skedda’s workplace management plan, starting at $99/month (10 resources), and opt for the visitor management module, which charges an additional $99/month.
Featured User Quote:
“We have a hybrid culture and having the visual of our space really helps people reserve the space they need so much more easily. It's so intuitive to use! We also really love the visitor management system - since we don't have a full-time receptionist. Knowing we are expecting a visitor ensures they are greeted when they arrive.” - Verified 2024 G2 review.
>> Check out Skedda here.
6: SwipedOn
Best for: Businesses seeking a user-friendly visitor management system that’s easy to implement and scale.
SwipedOn is a user-friendly visitor management system designed for businesses that prioritize simplicity and efficiency in managing their visitor flow. It offers essential features such as visitor sign-in, badge printing, and instant notifications, all within an intuitive interface.
SwipedOn is cloud-based, allowing for easy setup and scalability, making it a suitable choice for a wide range of industries. Its focus on simplicity without sacrificing functionality makes it a popular option.
Why I Choose SwipedOn:
SwipedOn stands out for its ease of use, allowing organizations to quickly implement the system without the need for extensive training or complex setups.
Despite its simplicity, SwipedOn doesn’t compromise on key features like real-time notifications and visitor logs, ensuring that businesses can maintain security and compliance with minimal effort.
For companies seeking an efficient, hassle-free visitor management solution that can be easily scaled as they grow, SwipedOn is an excellent choice.
Standout Features:
- Employee In/Out Board: Tracks real-time employee presence in the office, enhancing workplace security and personnel management.
- Visitor Arrival Notifications: Automatically notifies relevant personnel when visitors check-in, streamlining the reception process and reducing guest wait times.
- Badge Printing: Provides instant badge printing upon check-in, ensuring a professional experience and improved identification and security within the premises.
SwipedOn Pricing:
SwipedOn offers a 14-day free trial and three pricing tiers for workplace management, including visitor management:
- Standard: $55/month (1 resource)
- Premium: $109/month (3 resources for unlimited devices and QR codes, and more features, but no customized visitor workflows)
- Enterprise: $169/month (5 resources for all advanced features)
You can add more resources with $2/additional resources/month and visitor preboarding feature with $49/month.
Featured User Quote:
“SwipedOn provides a professional reception experience for our vistors and is so easy for them to use. The notifications ensure that our team knows immediately when their visitors have arrived. The ability to have visitors read our health and safety information and policy and sign to confirm is great for ensuring that visitors have received the required information as soon as they arrive.” – Wayne W., 2024 G2 review.
>> Check out SwipedOn here.
7: Sine Core (Honeywell Forge)
Best for: Industries requiring a customizable, secure visitor management solution that integrates with broader operational systems.
Sine, now part of Honeywell Forge, is a comprehensive visitor management system designed for organizations requiring robust security and efficient operational workflows.
The visitor management module to look for is called Sine Core has many advanced features like custom visit types, host notifications, real-time reporting, and NDA signing. You just need to upgrade for SSO and directory integration features.
Integrated with other Honeywell Forge products, Sine is a great solution to enhance “performance for buildings” with enterprise-level security and efficiency, which is why it’s popular among sectors such as construction, hospitality, manufacturing, and other large-scale facilities management.
Why I Choose Sine:
Sine excels in environments where both security and operational efficiency are critical, offering features like touchless check-ins and pre-registration that cater to the modern safety standards of big buildings.
Its ability to integrate with existing access control systems and provide detailed reporting ensures that organizations can maintain strict security protocols while managing visitor and contractor flow effectively.
Sine’s adaptability across different industries, from construction sites to corporate offices, makes it one of the top names when searching for a good visitor management system.
Standout Features:
- Legal Agreement Signing: Ensure visitors meet entry requirements by signing NDAs or site rules during check-in.
- Face Recognition for Fast Check-In/Out: Enable face identification for returning visitors to streamline check-in and check-out.
- Pre-Registration Invites: Simplify the check-in process by sending pre-registration invites to visitors through the Sine Dashboard.
Sine Pricing:
The free trial lasts 14 days, and pricing plans include:
- Small Plan: $69 per site/month for 750 check-ins with basic features.
- Medium Plan: $105/month for 1,500 check-ins and adds Active Directory, Outlook plugin, and SAML SSO.
- Large Plan: $209/month for 4,500 check-ins.
- For larger rollouts, the Enterprise plan’s pricing is available upon request.
Featured User Quote:
“We trialed a few systems, including one from a local development company to find a visitor management system that was the right fit for us, and the ease of use for most people, the simplicity for visitors to figure, and well geared interface have made this a software we've stuck with since the day we started testing it. Pure and simply it's the best visitor system that we've ever used.” – Matt M., 2023 G2 review.
>> Check out Honeywell Forge (Sine) here.
8: WorkInSync
Best for: Modern workplaces looking for an all-in-one platform that seamlessly integrates visitor management with robust hybrid workspace tools.
WorkInSync offers a visitor management system as part of its broader suite of hybrid workspace management tools.
Designed to complement its primary focus on streamlining hybrid workspace management, the visitor management features are integrated to enhance the overall employee experience and office security.
It provides necessary functionalities like visitor pre-registration, visitor screening, customized workflows, digital signing, and visitor reports.
Why I Choose WorkInSync:
WorkInSync focuses on hybrid workspace management (desk booking, meeting room scheduling, and employee scheduling) with supplement features for visitor management to ensure a unified approach to managing both visitors and space in ever-evolving office environments.
For companies looking to optimize their workplace management with a single, versatile platform, WorkInSync is among the top considerations.
Standout Features:
- Customized Workflow: Easily invite multiple guests at once with WorkInSync’s visitor management software, and customize the notifications sent to each guest.
- Visitor Registration: Prepare your team for upcoming visitors by adding them to the system, ensuring they know who to expect and any essential details about the visit.
- Visitor Screening: With WorkInSync’s visitor management software, set criteria for office visits, such as requiring proof of vaccination, photographs, and identification documents.
WorkInSync Pricing:
WorkInSync offers 7-day free trials with all features unlocked. However, it only provides quarterly and yearly subscriptions and requires a minimum of 100 users (signed-up employees) across all plans. The price is three-tiered $2.5, $4, and $6 per user per month, respectively.
Featured User Quote:
“The visitors can now check themselves in quickly, which makes it a hassle-free process for every one of us. Plus, the kiosk offers multiple languages, ensuring we accommodate everyone who walks through our doors.” – Harshit V., 2024 G2 review.
>> Check out WorkInSync here.
9: Kadence
Best for: Hybrid offices with only basic visitor management needs, with a handy AI assistant.
Kadence is an innovative workplace management platform that includes visitor management system features, designed to meet the needs of hybrid work environments.
Even though Kadence’s visitor management feature set is not as advanced as WorkinSync (and other recommended platforms on the list), it has no minimum requirements for users (your sign-up employees), serves the basic needs of welcoming and recording visitors to the office, and comes with an AI assistant.
With Kadence, you can invite guests by email, give arrival instructions, enable a self-certification process for guests, check in with mobile, give instant notifications to hosts, and keep track of all your visitor data in one place with other workspace usage insights.
Why I Choose Kadence:
I feature Kadence in this list of best visitor management systems as it well serves the basic visitor needs of small to medium hybrid offices and has a unique AI-powered Front Desk Assistant.
Team members can simply chat with an AI assistant to log a visitor, and it will handle the logistics of sending them instructions, booking a room, and/or registering a parking slot for them.
Its integrated product suite makes it convenient and efficient for both operation managers of compliance-light environments and employees who actually use the tools.
Standout Features:
- AI-Powered Front Desk Assistant: Kadence’s unique AI feature allows employees to invite visitors simply by interacting with a chat interface.
- Visitor Self-Certifying: Allows you to set up custom policies for visitor self-certification before arrival. This ensures that visitors comply with health and safety protocols while reducing the administrative load on-site.
- Visitor Records: Allows you to monitor visitors in real time and access clear data on space usage to manage meeting spaces and building capacity promptly and efficiently.
Kadence Pricing:
Kadence has no free trials, and you need to pay annually, starting at $4 per active user per month, and an extra floor plan setup cost of $250.
Featured User Quote:
“The simplicity of the platform is truly its strength. It's rare to find a tool that's so easy to navigate while still delivering excellent results, making it user-friendly, and it genuinely enhances the overall experience.” – Sabrina N. from G2.
>> Check out Kadence here.
10: Robin
Best for: Organizations seeking a comprehensive hybrid workplace solution that integrates visitor management with desk and room booking.
Robin provides an integrated platform for office administrators, combining room booking, desk booking, and visitor management, with visitor management as an add-on, making it ideal for those seeking a comprehensive hybrid workplace solution rather than just a visitor app.
Robin is another comprehensive workplace management platform that integrates visitor management with tools for hybrid work environments.
While its primary focus is on optimizing workspace utilization through desk booking, room scheduling, and AI-enhanced workplace analytics, Robin also offers a robust visitor management system that ensures a seamless and secure visitor experience.
Robin’s visitor management features include pre- and self-registration, mobile check-ins, arrival notifications, document agreements, badge printing, and more.
Why I Choose Robin:
Robin offers a unified solution to effectively manage both employees and guests visiting offices in modern settings.
Its intuitive design, robust set of visitor management features, comprehensive analytics, and seamless integration with existing workplace tools make it an ideal choice for organizations that want to optimize both their physical office space and visitor interactions in a single, easy-to-use platform.
Standout Features:
- Badge Printing: Automatically prints visitor badges upon check-in, enhancing professionalism and improving identification and security within the premises.
- Automated Arrival Notifications: When a visitor arrives, the host is automatically notified via email or integrated communication platforms like Slack or Microsoft Teams.
- Bulk Invitations for Events: Allows the easy upload of CSV files to send bulk invitations, making it convenient to manage large groups of visitors, such as for events or client meetings.
Robin Pricing:
Robin offers 14-day free trials, and its pricing starts at $15,000 per year.
>> Check out Robin here.
Visitor Management Systems: Comparison and Suggestions
An ideal visitor management system will be different from company to company, depending on your unique visitor volume, security requirements, budget, and preferences.
To help you narrow down options, I group them with common characteristics:
For those looking for a focused visitor management system with enhanced room and desk booking features, Archie, SwipedOn, Envoy, and Teamgo are your go-tos. Skedda also belongs to this category, and I’ll leave a note for its wide-range space implications.
Among them, Archie offers the most straightforward and lowest cost for small offices.
If you're looking for a comprehensive workplace management system with integrated visitor management, check out WorkInSync, Kadence, and Robin.
Lastly, consider Sign In Enterprise or Sine if you need a VMS for high-security, high-compliance environments.
Final Thoughts
Given the many benefits of visitor management systems (VMSs), it’s no wonder there are so many options available on the market. The real challenge now isn’t understanding why you need one but which one to choose.
“How do I pick the right VMS that truly enhances my organization’s visitors' experience when they step into my hybrid office?”, therefore, is the new million-dollar question.
Effective visitor management is essential to ensure a safe, secure, and welcoming workplace. Therefore, choosing the right partner who can help you achieve that goal with ease, enhance your operational strategies, and make the process enjoyable for everyone involved is critical.
I hope this guide provides you with helpful information to navigate your choices. And don’t forget to check out free trials or demos to see them in action!
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