How Can a Visitor Management System Improve Security?

How Can a Visitor Management System Improve Security?

By R.Saini

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How Can a Visitor Management System Improve Security?

Mon, Feb 28, 2022

Read in 8 minutes

When it comes to the security of your workplace and the employees, the need of implementing a reliable and high-tech security system greatly increases. The front desk and lobby area used to be considered as the most critical areas that need full proof security and safety. To maximize security and safety at their workplaces, most of the modern enterprises are continuously making efforts to achieve their security goals.

Improve Security

While visitor management has long been a critical consideration in the modern workplace, the need for a simple yet secure method of managing visitors and contractors has never been greater. If companies want to meet expectations for staff/customer safety and convenience, they must invest in visitor management technology.

As an administrator, you always used to be concerned about certain challenges related to your security systems. Some may be –

• How much is your workplace secure

• How do you prevent unwanted visitors from entering your premises

• What innovative solutions can you use to ensure the safety of your visitors and employees?

To overcome all these challenges and risks, the best practice is to upgrade to a visitor management system to keep your workplace safe and healthy.

Visitor Management for Better Security keeps track of who enters your office. This system replaces the traditional methods of recording visitors, such as manually writing down the information or storing the data in an excel sheet.

In this post, we’ll explore some ways to improve workplace security and safety using Visitor Management Solution.

The following points will be discussed in this article:

1. Visitor Management System and better security

2. Visitor Management System Vs Traditional Visitor Management Method

3. Features of Visitor Management System

4. Need of Visitor Management System in modern organizations

5. Best practices for using a Visitor Management System

A Visitor Management System is more accessible because it stores all of the information in one place, eliminating the need to sift through stacks of paper records.

A visitor management system helps you keep track of each and every visitor and their activities by utilizing cutting-edge technologies such as ID cards to gain access to the premises.


Visitor Management System and Better Security

Maintaining a healthy and secure workplace is significantly necessary for running a successful enterprise.

A visitor management system has a significant impact on the safety and security of an organisation. Every visitor is either invited by the company or accompanied by an employee, or is properly verified at the entrance with appropriate identification documents. Aside from that, visitors can register on the company’s website or at the company’s self-registration tablet, both of which ensure that no scams or unauthorised visits are tolerated.

Security-conscious organizations are continuously looking forward for improving thier security standards by choosing reliable and stronger visitor management systems (VMS) to strengthen their security systems.

Better Security

Visitor Management System Vs Traditional Visitor Management Method

Traditional Visitor Management Solutions can be extremely time-consuming, tedious, and increasingly prone to human errors.With manual visitor entry and exit management, there is room for error and proxy, which can lead to unauthorized data infiltration. The manual form filling may result in inaccurate and unreliable visitor logs that can be subjected to security breaches.

Through manual processes, it will be difficult to keep a tab on various aspects like tracking visitors, their history, type of purpose they serve, authentication of visitors etc. While visitor management systems can safeguard your business against unlawful entries while giving full control on monitoring your visitors and guests. Digital and touchless visitor management systems offer workplaces with high level of security measures to streamline and simplify their processes, without compromising robust security and compliance standards.



The following are the security features offered by visitor management systems–

1. Pre-Verified Identity and Controlled Access–

To ensure maximum security, visitor access is granted only after their identity has been verified. This is accomplished by using OTP to verify phone numbers in real time, scanning and storing identity documents, and photographing them.

The host can approve or deny the entry of certain visitors and guests. You can also blacklist an intruder or unauthorized person who you don’t wish on your premises.

2. Touchless and QR code based entry–

Visitor Management Systems offer you with touchless check-ins and check-outs to ensure better visibility and security. There is no need to fill out forms manually. It eliminates waiting for hours in long hours making your reception area uncongested and more secure. Using pre-registration feature, after receiving an invitation from the company or an employee, an authorized visitor will receive a QR code via SMS on their smartphone. This QR code can be scanned at the reception area’s visitor tablet to obtain all pertinent visitor information.

This information includes their name, phone number, identification documents, a photograph, and the host’s name. The host now has the option of accepting or declining the visitor. This practice makes your office premises a lot safer.

3. Provides instant and real-time emergency alerts–


The system instamtly notifies the security administration in case of any emergency situation like fire breakouts, earthquakes etc. This enables an organization to take better evacuation measures and ensure security of employees and others.

4. Visitor screening–

To overcome the challenges of security breaches, you can screen viaitors at entrance before they enter your premises.A visitor management system offer you with screening features like health and thermal screening, ID identification, visitor history information etc. to comply with your security standards.

5. GDPR-compliance–

VMS provides the first line of defence against physical theft and loss of proprietary and confidential data by ensuring data security and user privacy. However, your organisation must be GDPR-compliant whenever it collects data. The GDPR’s fundamentals include visitor consent, data transparency, and protection from external threats.


6. Integrated solutions–

Access control systems, digital ID software, video intercom, surveillance systems, and other complementary visitor management solutions are all easily found by your organisation.

7. Detailed Insights and reports–

Insights and reports Visitors by host, visits by reason, visitor books registration type, pattern reporting, headcount, and visitor feedback are some of the features that the system can provide.

8. Seamless visitor experience–

The system offers seamless and fantastic visiting experience to the guests by eliminating dependance on paper and pen registration process, reduce the risk of unwanted exposure, implement an automatic and wireless ID system, and so on.

9. Visitor badges–

Customisable badges can be used as one of the most reliable ways to ensure security from unauthorized access.It enables hosts to confirm identification of their visitors and guests by issuing them visitor passes and badges printed with complete details of them.

Need of Visitor Management System in modern organizations

The need for a visitor management system in modern enterprises is apparent and crucial. It gives you full control of your enterprise while keeping your security standards always up-to- date. It not only streamlines your front desk operations but also make sure that your entrance should always remain secure and safe.

modern organizations

Best practices for using a Visitor Management System

There are a few things you can do to make the transition from paper logs and manual processes easier. The following are few best practises for improving visitor management success and productivity–

1. Set up your security plan and match with VMS-

Set up your security plan detailing your Security goals, how security risk management intersects with broader business objectives, and potential threats, risks, and vulnerabilities to people, information, and assets. What role does a visitor management system play here? VMS, as previously stated, can be used for a variety of purposes. It also enable companies to implement stronger people flow processes and use virtual perimeters at their workplaces.

2. Collection of visitor’s details at entrance–

To maintain your visitor logs and reports, it is essential to keep their data organised and accurate.When a visitor checks in, their information is saved in the cloud software or on your local servers. It may include the following items:Name,Phone number, host name date and time and publicly available health information, such as temperature during the visit.

3. Evaluate your security systems using VMS–

The times are changing, and visit patterns, as well as regulatory requirements, team composition, and a variety of other factors, may change.So,it is crucial for modern enterprises to evaluate their security system as per their secuity needs.All of this necessitates constant vigilance and the ability to adapt your visitor management to changing circumstances.

4. Plan effectively to check-out visitors–

The main purpose of visitor management system is not only to get visitors in but also to get them out safely. Plan for emergency evacauation strategies to get visitors out in case of any emergency. The most difficult aspect of emergency plans is keeping track of everyone, Fortunately, proper use of a visitor management system can help with this.

5. Analyse your visitors data–

Collect and analyze your visitors data to get better insight over time.It is mandatory for facilities to analyze your data in order to comply with the data privacy regulations.

Analyse your visitors


Companies can improve facility safety and compliance by investing in digital visitor management systems. At the same time, it lowers administrative and overhead costs.Through this, the guests and office staff are safeguarded.There are a variety of options available if you want a clear picture of who is on-site at any given time, ranging from simple check-ins to integrated visitor management systems.Investing in a convenient Visitor Management System as Vizitor produces a huge impact on security and ensure that data is not compromised by any inappropriate data handling methods. Switch to Vizitor for overall security of your workplace.