Screenshot

7 Reasons Why You Should Shift to Cloud-Based Visitor Management System

7 Reasons Why You Should Shift to Cloud-Based Visitor Management System

By Rebekah Paise

linkedin whatapp
Try Vizitor for Free!
7 Reasons Why You Should Shift to Cloud-Based Visitor Management System

Mon, Jun 24, 2019

Read in 5 minutes

How Does A Cloud-Based Visitor Management System Function?

A cloud-based Visitor Management System (VMS) functions through a combination of software, hardware, and cloud infrastructure to streamline the visitor check-in process and enhance overall security. Here’s a breakdown of how it typically works:

1. Online Registration: Visitors can pre-register online through a web portal or mobile app before their visit. During registration, they provide necessary information such as their name, contact details, purpose of visit, and any additional requirements.

2. Check-In Process: Upon arrival, visitors check in using a self-service kiosk, tablet, or mobile device. They may scan a QR code, enter their details manually, or use biometric authentication, depending on the system’s capabilities.

3. Visitor Badge Printing: After check-in, the system generates a visitor badge with relevant information such as the visitor’s name, photo, company name, and visit details. The badge serves as a visual identifier and access credential within the premises.

4. Host Notifications: The system automatically notifies the host or designated contact about the visitor’s arrival via email, SMS, or app notification. Hosts receive essential details such as the visitor’s name, purpose of visit, and expected duration.

5. Access Control Integration: For enhanced security, cloud-based VMS can integrate with access control systems, allowing authorized visitors to access designated areas based on their permissions. This integration ensures that visitors only have access to approved locations within the facility.

6. Real-Time Monitoring: Cloud-based VMS provides real-time visibility into visitor traffic and activities. Administrators can monitor check-ins, track visitor movements, and generate reports for compliance, security audits, and operational insights.

7. Data Storage and Management: Visitor data collected during the check-in process is securely stored in the cloud. Cloud infrastructure offers scalability, data redundancy, and disaster recovery capabilities, ensuring the safety and accessibility of visitor information.

8. Remote Management: Administrators can manage the VMS remotely from any location with internet access. They can configure settings, update visitor policies, view analytics, and perform system maintenance without physical access to the hardware.

9. Integration with Other Systems: Cloud-based VMS can integrate with other systems such as CRM software, security cameras, employee directories, and communication tools. This integration enables seamless information sharing and workflow automation across the organization.

Benefits Of Shifting to a Cloud-Based Visitor Management System

By using the power of the cloud, you can access real-time data, ensure compliance with regulations, simplify visitor check-ins, and gain valuable insights to optimize your facility’s security and efficiency. Let’s explore the transformative benefits of transitioning to a cloud-based VMS and how it can revolutionize your approach to visitor management.

1. Operational Efficiency

Cloud-based VMSs streamline the entire visitor management process, from pre-registration to check-out. Features like self-service kiosks, digital badges, and automated notifications reduce wait times and administrative burdens. This efficiency translates into improved visitor experience and increased staff productivity.

2. Case in Point

Imagine a corporate office handling hundreds of daily visitors. With a cloud-based VMS, visitors can pre-register online, reducing check-in times by 50%. Real-time alerts notify hosts of visitor arrivals, eliminating manual communication and improving workflow efficiency.

3. Cost Savings

Transitioning to a cloud-based VMS eliminates the need for costly hardware installations and maintenance. Cloud solutions offer scalable pricing models based on usage, allowing businesses to pay only for what they need. This cost-effective approach saves businesses thousands of dollars annually in operational expenses.

4. Industry Adoption

Leading industries such as healthcare, finance, and technology have embraced cloud-based VMSs to bolster security measures and streamline visitor management. For example, hospitals have reduced patient wait times by 30% through automated check-in processes facilitated by cloud VMSs.

5. The Future is Cloud-Based

As technology continues to evolve, cloud-based solutions are becoming the standard for efficient and secure visitor management. By leveraging the power of the cloud, businesses can stay ahead of the curve, enhance security protocols, and create seamless visitor experiences.

6. Accessibility and Convenience

Cloud-based VMS allows you to manage visitor data from anywhere with an internet connection. This means you can check visitor logs, generate reports, and make updates on the go, enhancing convenience and accessibility for your team.

7. Real-Time Updates

With cloud technology, updates and changes to the VMS are instantaneously applied across all devices. This ensures that your team always has access to the latest information, improving communication and coordination.

8. Scalability

Cloud-based VMS solutions are highly scalable, allowing you to adapt to changes in visitor volume easily. Whether you have a small office or a large corporate campus, a cloud-based VMS can scale to meet your needs without requiring significant infrastructure changes.

9. Enhanced Security

Cloud-based VMS providers often offer robust security features, including data encryption, regular backups, and secure access controls. This helps protect sensitive visitor information and reduces the risk of unauthorized access.

10. Improved Visitor Experience

A cloud-based VMS can enhance the overall visitor experience by reducing wait times during check-in, providing digital badges or QR codes for easy identification, and sending automated notifications to hosts upon visitor arrival.

Wrapping It Up

Choosing the right visitor management software is important for businesses in many different fields. Picking a cloud-based system like Vizitor has a lot of advantages. Vizitor works well for places like salons, offices, schools, hotels, airports, and hospitals, showing how useful and flexible it is. Plus, you can use it easily on Android and iOS devices, making it fit right into how things work nowadays with digital tools. 

When businesses use cloud-based visitor management software like Vizitor, they can make things run smoother, keep things safer, and give visitors a better experience. That’s why it’s a great option for companies looking for a smart and flexible way to manage visitors