what is visitor management

What Is Visitor Management & How Does It Work?

It gets harder and harder to control the flow of visitors when companies and organizations keep growing. The visitor management system fills that need. These systems make it easier to track visits and guarantee that everyone is safe and accounted for. We’ll examine what is visitor management system is, its functions, and its significance in detail in this brief guide.

What is visitor management?

The practice of allowing customers and/or staff onto your company’s property and overseeing their stay is known as visitor management. Check-in, registration, and sign-in for visitors are but a minor portion of the entire procedure. It makes sure businesses monitor, log, and keep track of every individual who visits their premises.

Sometimes, all that’s needed for a visitor management system is a notepad with the visitor’s name, contact information, and reason for visiting. At other times, it could include additional services like alerting the host, escorting the guest to their location, and providing them with a company badge.

It’s worth noting that there are certain factors that are unique to an organization’s structure or facility, industry, and guest situations. These factors include visitor protection, security, arrival notifications, tracking, and ensuring compliance with laws. Recently, the adoption of a modern visitor management system has become increasingly popular in Southeast Asian countries such as Singapore, Indonesia, Malaysia, and others.

How Does Visitor Management Work?

A visitor management system like Acall collects and stores visitor data in a database. This information might contain the name, contact details, and reason for the visit. In addition, the system has the ability to take a picture of the visitor and generate a pass or badge that serves as their identity while they are on the premises.

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A visitor signs in on a tablet or computer

Visitors are usually asked for some basic information upon arrival, like their name and the reason for their visit. After that, this data and any other pertinent information are added to the visitor management system. In order to authenticate the visitor, the system might also take a picture of them or scan their ID.

The employee gets notified about their guest

Enabling the visitor to speak with their contact person right away will help expedite the reception procedure. Establish a method for sending host alert messages to staff members using the channels of communication that they choose. This usually includes voice calls to landlines and cell phones, as well as text, email, and instant messages sent to Microsoft Teams, Slack, Google Chat, and other platforms.

The employee greets their visitor

Upon obtaining the visitor’s data, the system will normally print a pass or badge that serves as the visitor’s identity while they are on the property. Depending on organization policies, the visitor may additionally need to sign in and leave the premises. The staff member is aware of who to say hello to in the lobby, eliminating uncomfortable encounters.

7 Most Essential Features Of Visitor Management System

Establishing a productive visitor management system ought to be at the forefront of your concerns. It can assist you in gathering visitor information, which will guarantee the security of both guests and staff and boost output. Read on to learn these essential features for putting your guest management system into practice.

Customized check in process

It could be time to put in place a visitor management system if you want to invest in resources that greet clients and guests at the front door or even before they do. With everything from user-friendly check-in kiosks to software interfaces that integrate your brand identity, personalized visitor badges including business logos, and personalized invitations to your website, Sine has everything you need to help create a great visitor experience. 

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Notifications via multi-channels

The visitor management system should notify all staff members upon the arrival of any new visitors. Employees should immediately message other employees to let them know about any changes, such as a sick day or forgotten appointment.

The days of writing something down and keeping it on your desk are long gone, whether it’s a contract, a nondisclosure agreement, or any other kind of legal paperwork. A visitor management system can securely send and preserve digital papers that you need the guest to sign prior to their arrival.

Digital visitor log

Businesses that communicate, manage, and connect with visitors and guests can benefit from the automation and streamlining provided by digital visitor management. Digital visitor management systems may significantly improve an organization’s visitor experience, especially in light of the post-pandemic explosion in expenditure on digital transformation. It is crucial to be able to provide visitors, guests, customers, and employees with compelling digital experiences.

Getting an NDA has many benefits, like being convenient, time-efficient, and able to collaborate with people in many legal jurisdictions. Any organization would be wise to keep an electronically signed copy of all documents on file in the cloud, as hard copies are never located when needed.

An additional benefit of having a digitally signed NDA is that should you choose to need it, no visitor will be allowed to proceed with the sign-in procedure without giving their signature. As a result, you can guarantee that everyone entering your property has previously signed a confidentiality contract with your company.

Badge printing

Your security personnel can identify and verify that guests are welcome with the use of badges, which aids in onsite security. Furthermore, you can alter your badges according to the various kinds of visitors. For ease of identification, you may wish to designate auditors with white badges and contractors with blue badges.

Integrations

A visitor management system enhances your security by integrating smoothly with the technology you already have. Credential checks, emergency response, ID scans, blocklists, secured WiFi, and checks on history are a few examples of integrations.

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Statistics 

Real-time statistics are available on all of your devices and locations through your VMS. It gives you the ability to see significant visitor trends, which enhances your overall security. This contains the identity of each guest, their arrival and departure times, and the frequency of their visits. You can use these insights to make more informed decisions about things like physical occupancy at each of your buildings, or you can retrieve reports and send them to security personnel for auditing.

Conclusion

Any kind of business or industry should have a visitor management system as a basic component of their workplace security setup. Ultimately, your VMS serves as an essential safeguard for your employees, assets, and company. 

With Acall’s simple and contemporary process, you can make the greatest first impression possible on your guests and visitors. Contact us to make a daring move toward a more productive and enjoyable workplace.

1. What is the purpose of a visitor management system?

A visitor management system streamlines the process of welcoming, tracking, and managing guests who enter a facility. Its purpose is to enhance security by monitoring who is entering and leaving the premises, improve efficiency by reducing the administrative workload on front desk staff, and provide a professional and welcoming experience for visitors.

2. What are the benefits of having a customized check-in process in a visitor management system?

A customized check-in process allows the system to cater to the specific needs and branding requirements of an organization. It can provide a personalized experience for visitors by addressing them by name, guiding them through relevant sign-in procedures, and even alerting the appropriate staff member of their arrival. Additionally, it can help enforce specific security protocols and compliance measures.

3. How do integrations enhance the functionality of a visitor management system?

Integrations allow a visitor management system to communicate with other software systems used within the organization, such as calendar tools, email services, messaging apps, or access control systems. This connectivity ensures a seamless flow of information, reduces the need for manual data entry, enhances the accuracy of records, and can trigger actions in other systems based on visitor activity, such as automatically booking conference rooms or sending customized welcome messages.

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