Visitor Management
Visitor Management

Visitor Management” keeps track of how often a public building or site is used, manages visitors’ arrival, and makes sure they have a positive experience while they are there. Numerous procedures are typically involved in visitor management to keep guests and staff in a safe, secure, and appropriate location.

What Can Visitor Management Software Do?

Visitor management is essential to keep the workplace secure and in compliance while providing each visitor with a first-rate impression. However, the conventional method of managing and tracking visitors, which relies on physically gathering and maintaining visitor data, typically with something like a paper-based guest confirmation book, may expose businesses to danger while reducing efficiency and effectiveness.

Things to Look for When Choosing a Visitor Management System

Organizations need a reliable visitor management system to track down and control guests. A visitor isn’t an employee of your company present in your office, whether a prospective client, a contender for an appointment, a vendor, or a lawyer. However, picking a reliable visitor management system is essential as it not only improves security but also provides insightful data for your company’s operations.

As a result, you should choose a visitor management system that is appropriate for your company. Let’s look at why your business needs a visitor management system.

1) Get the live status of all visitors

Recognising and following people in the building is feasible since visitor data is recorded in the visitor management system, and photo proof is taken.

Receptionists can easily identify guests since visitor management systems produce photo IDs for each guest they register. Additionally, you can monitor ongoing visitor movements and examine visitor trends. Additionally, visitors can pre-register so receptionists will have more information about them when they come.

2) Reduced labour cost while improving building security

With a visitor management system, organisations can significantly reduce their infrastructure expenditures. It may not be necessary to use dedicated servers, system-specific equipment, cabling, etc., with the web-based program.

Establishments like business organizations where people often enter and exit need a proper identification system. In these circumstances, a paper-based system or a simple VMS is ineffective since it does not add additional security layers. For such locations requiring a high degree of security, a biometric visitor management system that uses iris and fingerprint technologies are ideal. The software and hardware component’s ability of a VMS determine how secure it can be. Your organisation has many levels of protection thanks to features like facial recognition, emergency alerts, authorization to carry devices, and others.

3) Data Privacy Compliance

Depending on your sector, you might need to gather specific data from each person joining your firm to comply with regulations. You can incorporate the appropriate screening queries into your check-in procedure to ensure that the correct information is collected and stored securely to protect data and privacy.

4) It hastens the sign-in process of visitors dramatically

Businesses can no longer afford to provide customers with experiences like paper sign-in logbooks and lengthy lines at the front desk. With a VMS, visitors’ sign-in process becomes faster and easier.

Visitors must utilize a visitor management system for scanning their IDs or completing pre-registration. The process of authenticating meeting details or authorizing the visit is streamlined and simplified, freeing employees from requiring to recall guests to sign a hardcopy logbook.

Read : All about the Visitor Management System

5) Visitor Management System improves accountability and visibility

Recognising and following individuals within the building is feasible since visitor data is recorded in the visitor management system, and a photo ID is taken.

Receptionists can quickly identify guests since visitor management systems produce photo IDs for each visitor they register. Additionally, you can monitor ongoing visitor activities and examine visitor trends. Also, guests can pre-register so receptionists will have more information about them when they come.

Should you invest in visitor management system?

Your visitors contribute to developing a more robust workforce, so you must possess the appropriate technology to welcome them and ensure their time is as pleasant as possible. You can wow each guest that enters your doors by having a talented workforce, a transparent process, and the appropriate technology.

Read : Benefits of Digital Visitor Management System over Visitor Logbooks

Digital Visitor Management system
Digital Visitor Management system

The days of using check-in papers or log books to keep a record of visitors at businesses are lost forever. Almost every element of modern life has been improved through digitalization to make activities simpler. It has looked everywhere, and the registration process for visitors is no exception. A digital visitor management system allows for seamless monitoring of visitor check-in information. Let’s compare a visitor management system with visitor sign-in papers to demonstrate this better.

Benefits of Digital Visitor Management System over Visitor Logbooks

Price and effectiveness

Although a data recorder could seem more affordable than computerized alternatives, keep in mind that, in addition to the cost of the check-in sheet, you would also need to pay a significant sum for the receptionist.

Additionally, clever visitor management solutions have meagre prices that practically any business can afford. Choosing a technology solution will reduce the possibility of human error in addition to helping to safeguard the environment.

Protection

The sign-in sheets have a reasonable likelihood of disappearing. Without a receptionist, anyone can readily tamper with the entries. There is no guarantee that the entry was made by the individual in question or not by an impostor. In addition, everyone who signed the sheet has access to the log book’s whole and may see everyone else’s check-in information. What happens if someone on a blacklist tries to enter the province? Could the log book stop him?

On the other side, a guest management system is significantly more secure. Before providing a visitor permit, it completely validates the person’s identification using their credentials. This online check-in system records all visitors, including those who have been welcomed and those who have been blacklisted. Visitors’ information is gathered, including name, email address, check-in and check-out times, and the reason for their visit, among other things.

Therefore, the visitor management system clearly surpasses sign-in sheets in terms of security.

Upkeep and dependability

How much do you believe you can rely on your front desk agent? What if a massive crowd appears out of nowhere? Would she be able to answer everyone’s questions on her own? Can everyone register their names? What if the front desk agent took a day off or went on vacation? The front desk might become a little disorganized, don’t you think? Indeed. A virtual assisted desk can be more effective than a receptionist in every way.

Installing the visitor management program on your tablet or iPad would be a good substitute for the conventional receptionist. The guests wouldn’t have to wait in lengthy lines or for a single concierge to answer any questions. They can quickly check in and get their pass printed by entering their respective credentials.

If at all possible, you could hire a receptionist. The receptionist can take on a more productive role and improve the tourist experience while the digital visitor management system handles the check-in procedure.

Outcomes

The front desk can get a little chaotic when using a typical sign-in sheet. For example, the offices next to the front desk are frequently disrupted until the appropriate person is sought when a shipment needs to be delivered or a specific employee needs to be tracked down.

Visitors can input their name and the nature of their business on a virtual receptionist app. The appropriate staff will be immediately notified via text message, mail, voice call, or instant messaging apps. Employees near the front are not asked to find specific individuals. When they aren’t used to checking in guests, the person who would typically work as the receptionist or check-in supervisor can be directed into a more productive job.

Also Read: Onestop Gate Pass System Workflow

Follow-Up After Visit

When guests sign a sheet by hand, it’s frequently illegible, they can forget to sign in at all, or they might even fail to provide vital contact information. And someone will need to input that data using conventional pen and paper into a different CRM system. In light of this, follow-up is a hit-or-miss process.

The Digital gatepass system provides a robust electronic signature function for legal documents that explicitly links the visitor’s first name, surname, and email account to their signatures. This document may be quickly added to your CRM database and kept in a cloud-based visitor log. A computerized method eliminates issues like difficult-to-read handwriting, missing sign-in, and inaccurate data.

Also Read: Improve the visitor security with gate pass management system

Conclusion – Digital Visitor Management System over Manual Visitor Logbooks

Is there any actual use for a paper guest sign-in sheet? Or is it merely a procedure for the sake of a process?

A digital visitor management system outperforms the conventional sign-in sheet for various factors, including price, security, productivity, efficiency, and the value of the data. A visitor verification app is also a fantastic approach to wow your clients and demonstrating your business’s innovation, which may give you an edge over rivals and aid in hiring top talent.

Visitor Management System
Visitor Management System

What is Visitor Management?

Organizations, facilities, and industries, at different geographical locations, have different policies to keep track of people visiting their organizations. Any procedure that aids an organization in keeping track of the people who visit their place is referred to as visitor management.

Visitor management is the process of tracking, managing and controlling the flow of visitors in a facility or building. It involves a check-in process where visitors are required to provide identification and sign in, and a check-out process where they sign out and return their identification. This process can be done manually or through the use of software or hardware systems called Visitor Management Systems (VMS)

What is Visitor Management System?

Visitor management systems are software or hardware systems used to track and manage the flow of visitors in a facility or building. Organizations can establish or implement visitor management policies with visitor management systems. Many businesses are replacing their paper and pen sign-in sheets with the digital visitor management system that can help them do much more as they understand visitor management’s significance.

While some businesses only need the visitor’s name, others have stricter security guidelines that call for badges, legal papers, employee escorts, etc. 

How Does Visitor Management System Works?

Software for visitor management is essential for streamlining the welcoming process. A visitor management system welcomes visitors to your establishment by checking them in and alerting the host staff to make connections quickly and effectively. The program ensures that visitors sign in securely, that their identities are confirmed, that visitor photographs and electronic signatures are taken, and that all action is digitally recorded. The touchless technology reduces interactions between staff and guests and scans temperature to stop the spread of disease. Let us now discuss how a guest management system operates.

Guests Arrival

As soon as a person enters your property, the visitor management software recognizes them and takes care of them. 

These three strategies can create a successful visitor recognition system:

1) Have an automated receptionist that can detect a visitor’s arrival via its hardware or by integrating with other systems.

2) A personable receptionist who can identify a visitor right away

3) Put up signs directing people to the various company offices. The system should then ensure that guests are comfortable by directing them to the waiting area or providing an escort to their destination.

Visitors Register

As visitors sign in, you must ascertain the kind of person you are dealing with. Using a self-service touchscreen or a guest smartphone is one quick approach to organizing the visitors. They will provide their names, the reason for their visit, contact information, the name of the host, and any other visitor data your business may require.

Consider safety at this stage by implementing a touchless visitor management system that minimizes the need for staff interaction with visitors. Similar to this, use a temperature scanner to bar visitors with high temperatures from entering the property, lowering the risk of COVID disease transmission.

You can take additional security precautions like:

·       Scan visitor IDs using photos

·       Digital signatures

·       Badges for guests

An employee of the host is informed

The visitor should be introduced to their contact person as soon as possible to help with the reception procedure. Have a host alert notification system that contacts staff members using the channels they wish to use for communication. Typical examples are voice calls to landlines or mobile phones, text messages, emails, or instant messaging sent to Slack, Google Chat, or MS Teams.

The check-out Process

Just as important as check-in is checkout too is. The program must be reliable enough to track who enters the building, how long they stay there, where they go, and when they depart.

Work with reliable technological providers to manage and keep all the private information obtained during the sign-in process.

Benefits of Visitor Management Systems

Simplify laborious, manual procedures

Businesses can no longer afford to offer customers experiences like paper sign-in logbooks and lengthy lines at the welcome desk. Software for visitor management digitizes these procedures.

A visitor kiosk is available for visitors to scan their IDs or enter pre-registration data. The process of authenticating meeting information or approving the visit is automated and simplified. Additionally, you are not required to provide paper paperwork for things like NDAs to vendors or contractors. These may be effortlessly included in the workflow made possible by the program

Reduce costs

Manual methods of office administration and building security can be quite time-consuming. Several companies have forced themselves to expand employees at entrances, reception desks, and other locations throughout the facility to control the flow of visitors and ensure everyone’s safety. These front-line responsibilities are frequently stressful, which is unsuitable for the business from a financial standpoint or for the personnel.

You have the chance to redeploy your human employees to high-value jobs and maybe save money by moving important visitor flow components, like the check-in procedure, to an electronic system. Offering a consistent customer experience around-the-clock.

Gain better visibility into visitor activity

Verify that everyone coming into, or leaving your building is authorized to be there.

Visitor management software make it easier to collect, monitor process and store this data. They will identify who is new and who is coming back. Additionally, they can assist in managing RSVPs, estimated visitor counts, and group registration. Even watch lists can be integrated via technology. With in-depth analytics to identify visitor activity trends, you have never-before-seen visibility into who utilizes your space, when, and how.

Meet safety and compliance requirements

Organizations need to take the responsibility for maintaining employee health. The good news is that the technology you use to manage visitors is also quite effective at managing your workplace. Visitor management systems may assist you in securely managing the workplace and provide you with an entire audit trail, whether it is through automating temperature checks or lowering the risk of infectious disease transmission through technologies like touchless entry control.

Regarding compliance, based on your industry, you could be compelled to ask everyone who enters your company for specific information. Your check-in procedure can incorporate key screening questions to ensure that the correct data is collected and stored securely for data and privacy protection. Advanced solutions like touch-free, highly secure biometric readers can be readily integrated if you need to regulate access at the individual level.

Manage multiple sites

You can manage many sites from a single platform using cloud-based visitor management, ensuring uniform compliance and user experience throughout your firm. A centralized system makes sharing of information and regulations among numerous places easier. This encourages communication and cooperation across the entire company.

Local managers may be given the authority to observe incidents at their facility and take appropriate action, in addition to corporate health, safety, and security leaders having visibility into everything happening. Where it makes sense, you can alter visitor requirements at particular sites. For instance, a research lab might restrict entry to the building during particular day hours.

A cloud-based visitor management system also grows to handle additional entrance points, offices, teams, and even whole new sites.

Read: Improve visitor security with gatepass management system

Features of Onestop Visitor Management Solution

Some of the features of the One Stop Global Gate Pass are- 

Scheduling – System assists in the orderly scheduling of cars, enhancing operational processes and enhancing efficiency for the company.

Identification – The visitor management system records the identity of visitors and stores their photographs for further use.

MonitoringGate Pass system efficiently keeps track of customer traffic and wait times, simplifying every duty for the company.

Notifications – The host receives a notification from the Gate Pass management system with the visitor’s information and arrival time. Admission of visitors or vehicles is only permitted with the host’s consent.

· Correct visitor arrival and departure times are recorded to improve organizational processes.

· Real-time Reports – The system generates online reports that are accessible at any time and are created in real-time. 

Read: Workflow of Onestop Gate Pass Management Software

What to Look for in a Visitor Management System?

Choose a visitor management system in India that is appropriate for your company. When picking a visitor management system, let us examine the criteria you should consider.

  • Cloud-based VMS versus basic VMS

Staffing is key when deciding which Visitor management system will be best for your firm. Some businesses rely on the receptionist, while others have open lobbies. If the front desk is manned, a primary VMS that can help the receptionist will do.

Nevertheless, if you want to give your visitors a user-friendly experience, a modern, cloud-based visitor management system would be more suitable. Therefore, customers may swiftly fill out their information and check themselves in even if there is no receptionist at the desk.

  • Simple and logical

It should be easy to solve the simple problem of visitor management. Without professional installation, you should be able to set up and use your VMS in minutes. You should be able to customize the system as needed, but the configuration and navigation options should be highly straightforward for a regular user or receptionist.

  • Small Data or Extensive Data

Do you ever find yourself trapped with a full visitor log and no idea what to do with it? A cloud-based system would be an easy answer to this issue. Visitor can input their data into a cloud-based system, and the cloud will store it. So, the arduous data entry is over.

A cloud-based system also allows you to access your data from anywhere in the world. Tracking who checked in, who checked out, the arrival time, etc., is simple.

  • Intensity of Security

A proper identification system is necessary for places like schools, hospitals, and other establishments where people enter and exit frequently. In these circumstances, a paper-based system or a simple VMS is ineffective since it does not add additional security layers. For such locations requiring a high level of security, a biometric visitor management system that uses fingerprint and iris technologies is ideal.

The hardware and software of a VMS determine how secure it can be. Your business has numerous security levels thanks to features like face detection, emergency notifications, authorization to carry electronics, and more.

The Future of Visitor Management

The top 5 specifications for a 2022 Visitor management system in India are as follows:

1) Pre-registration of all visitors to the building or workplace

2) Maintaining a customized workflow for signing in varied visitors.

3) Guests giving visitors smart cards to reduce touch and manage access inside the office

4) Notify employees and users via their mobile apps when the guest comes.

5) Real-time dashboard and visitor reporting

An effective VMS boosts your firm’s security dramatically while streamlining the administration of visitors or other individuals. Additionally, your visitors will get a futuristic impression thanks to your computerized welcome desk.

What’s Unique About OneStop Visitor Management System?

OneStop has an application called the Gate Pass Management System also known as Visitor Management System that allows for the online input of guests, vehicles, and materials entering and exiting the business premises.

In a plant, industry, or office, manually recording visitor information or monitoring material shipments takes time, effort, and paperwork. With One Stop Gate Pass Software, you can effortlessly do away with these paper logs and maintain a complete record of the cars, guests, and materials.

Returnable and non-returnable gate passes can be produced using the gate pass software. The visitor management system/gate pass software keeps track of the initial gate pass transaction whenever a returnable gate pass is issued, making it simple to access the record of awaiting returnable information.

Read: Benefits of Material Gate Pass Management System

The Gate Pass system aids in maintaining the safety, and confidentiality of your business.

Improve the visitor security with gate pass management system

As the Covid-19 situation has eased a bit in our country, many companies have called back their employees to their beloved workplace. If not completely, many companies have switched to the hybrid model too. This means that the employees are spending around two to three days in their office per week. However, whether it is a few days or a whole week, the most prominent factor is the safety and security of every employee at their workplace. If your workplace is secured, it lets you feel safe every second and enhances your productivity. For this, many companies ensure that they have a GatePass Management System. It gives employees a comfortable feeling because it lets them decide who can come to them or enter their office.

Unlike the unorganized workplaces where anyone can reach an individual physically, and god forbid, any mishap can occur, on the other hand, most companies and organizations have adopted the Visitor Gate Pass System. Well, everything comes with its pros and cons. It is undoubtedly a safe and sound system that ensures 100% safety, but if your guest is new to this system, they might be irritated by it. However, this enhanced system does everything from visitor information to their accurate track record.

Pros of the Gate Pass System

  • Ting-Tong! You know who it is – As the Visitor Gate Pass System will notify you first on who is seeking your approval to enter the company premises, no unknown person can just come to you. With this system, many mishaps and crimes can be prevented.
  • No criminal activities – When you ensure that your workspace has a proper Gate Pass Management System, there are very brisk chances of thefts, robberies, or other malpractices. This is because this system ensures that people belonging to that particular place are present, and no other unwanted or suspicious individual is there.
  • Accurate track record – If any unusual activities occur, the track record maintained in the system can help the concerned authorities retrieve the essential data. This is because it records accurately in & out visitor timings.
  • Be ever-ready with proper notifications – As you are notified every single time one wishes to come to your abode/workplace, this facility gives you a time frame to make all the proper arrangements beforehand only. You do not want your workplace to be messy when you know someone special is just arriving.
  • Advanced Control with Visitor Access: One prominent positive feature of the Visitor Pass Management System is easy to control. With this, you can enroll a visitor’s credentials and permit them to access only selected areas.

On the other hand, one of the cons witnessed in this Visitor Pass Management System is that it also results in unnecessary clashes. Many people who work in unorganized companies face this issue when they visit someone who works at a company that has adopted this Visitor Management System. Moreover, as the verification and approval take a little time, people become impatient and often enter into unnecessary arguments. Little do they know that this verification step is mandatory.

Modules of Gate Pass Management System

Officially, this gate pass management system has three kinds of modules.

  • Admin Module: This module is installed for the administration of the workplace. It defines and records the host details, sets gate pass formats, and even generates reports.
  • Host Module: This module is for the employees to keep a tab on the visitor details. The host further can send the response to the safety gate staff.
  • Security Gate Module: This module is deployed at the entrance area of the concerned premises. It facilitates the staff at the security gate to register the visitors’ details with a picture. And further notification is sent to the host.

Read – Workflow of OneStop Gate Pass Management Solution and the benefits of cloud based gate pass managemnt system here.

However, the requirement of a GatePass Management System varies from place to place. Designed to address the safety of physical, intellectual, and human assets, it is no doubt a professional and systematic method. What is more remarkable about this system is that it does not compromise security, hospitality, and productivity.

Read – All about the Visitor Management System