Organizations across different sectors, from schools to businesses and hospices, are increasingly adopting digital visitor sign in systems. This shift is a response to the growing concerns about security, which has become more prevalent recently. The traditional visitor book no longer meets the requirements as it poses security risks and does not provide a reliable log of visitor activity.
When evaluating choices for a visitor sign in system, it is important to consider key criteria of the system to make sure you make the right investment. Keep reading to find out!
Essential Checklist for Choosing a Visitor Sign In System
Compatibility and Integration
Can your visitor sign-in system connect with other software such as Outlook, Microsoft 365, and Azure AD?
When searching for a visitor sign in system, it is important to find one that can seamlessly integrate with your existing software and systems. That system will accommodate the software within the organization you have already invested in. Therefore, you can enhance office productivity without making extensive changes. This approach saves you and your team from the inconvenience of adapting to a new system.
User Experience
When visiting an unfamiliar site or workplace without knowing where to go or whom to notify upon arrival, visitors might have a disorienting experience initially. Therefore, a well-designed and efficient office sign-in system is created to bring a welcoming atmosphere for visitors, allowing them to quickly acclimate to the new surroundings.
Even a straightforward instruction like “Please check-in and someone will greet you” can have a significant impact on both visitors and staff members. Furthermore, implementing a clear and concise check-in system is a helpful guide for visitors. It also outlines their expected conduct and the policies they are obligated to follow.
Customization Options
The check-in processes should be able to adapt according to different guests. A highly effective visitor management system should not only enhance office security but also automate the check-in process by providing required documents (such as NDAs) when necessary and automatically printing guest badges.
Data Security and Privacy
Before selecting the appropriate visitor sign in software, one of the most critical factors to consider is data privacy. Cloud-based visitor logs contain a vast amount of data, from personal information of visitors and employees to timestamps of movements, location data, and confidential organizational information. Therefore, it is vital that the chosen platform adheres to data storage, residency, and deletion policies at all stages.
Reporting and Analytics
An essential feature that your visitor sign in system should possess is the capability to generate reports to provide valuable insights about your visitors. These reports should offer filtering options based on date and time, including real-time data. And it should be exportable in CSV or PDF formats for your ease of use. This feature enables easy distribution and analysis by stakeholders throughout the organization.
Scalability
For the majority of businesses, you must strive for growth over time. Therefore, ensure that your visitor sign in system can evolve alongside your company, even as it expands into a large enterprise. It is essential to seek out a scalable system that can effectively handle large volumes of data.
Additionally, a system that can operate across multiple locations is also advantageous. This way, as your business expands with more offices in different places, you can maintain a secure and comprehensive visitor tracking capability throughout the entire organization, regardless of geographical location.
Hardware Requirements
With SaaS software, it is crucial to consider the ongoing monthly expenses associated with leasing the system. To minimize these costs, it is advisable to select a visitor sign in system that can be operated on low-cost, commonly available hardware. Some common choices are touchscreen devices and computers already present in the office.
At the same time, it is wise to avoid systems that necessitate expensive proprietary software, as these are normally costly to purchase and maintain. By choosing a system with these criteria in mind, organizations can minimize their overall expenses while still obtaining the benefits of an efficient visitor sign in solution.
Cost and ROI
While many businesses tend to focus solely on the initial purchase price, it is crucial to consider the total cost of ownership of the system. Often, peripheral expenses like print refills for ID badges and RFID cards are overlooked. It is essential to assess the cost of these elements when exploring different visitor check-in systems.
It is helpful to get to know about the average number of print refills required per year to calculate the additional expense. Additionally, most software providers require ongoing license fees beyond the first year. You should be cautious of user fees as well, as adding users to the system can potentially increase monthly costs.
How to Optimize A Visitor Sign In System
- Integration with other systems: The capacity of integration with other systems is crucial. You should ensure that the visitor sign in system can seamlessly integrate with existing software and tools such as Outlook, Microsoft 365, Slack, and other relevant platforms. This integration allows for efficient data sharing and ensures a streamlined workflow.
- Real-time updates and notifications: Real-time updates and notifications are essential. The visitor sign-in system should immediately notify relevant personnel when visitors arrive and complete the check-in process. This real-time information enables prompt responses and enhances overall security and efficiency.
- Mobile compatibility: A visitor sign in system that is compatible with mobile devices to facilitate on-the-go access and convenience allows visitors to check-in using their smartphones or tablets. As a result, staff members can manage visitor information from anywhere, anytime.
- Self-service capabilities: A visitor sign in system should allow visitors to complete the check-in process independently. This capacity reduces administrative burdens and improves the overall visitor experience. Self-service features may include self-registration, badge printing, and access to relevant information or resources, making it advantageous for both visitors and staff.
Wrap Up
As offices reopen and prioritize employee safety, it is crucial to invest in a workplace technology solution that guarantees security.
With Acall, you can take advantage of easy-to-use visitor sign-in software. Discover our full solution with a demo today to create a secure and healthy workplace environment!
