Thu, Feb 27, 2020
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I was asked recently if we could provide our visitor management solution free, that is the customer did not have to pay for the solution. Free is great for many things but always comes at a cost.
When we get a free ice cream at the local restaurant after ordering any meal after paying some bucks. The free ice cream really gets us going.
I was sent a link to a free Visitor Management system and I was asked what I think of the product. Just like when I was asked about the visitor management solution for multiple locations I simply stopped for a moment and completed some research.
While researching this article, I was able to find some of the free visitor management systems. Digging deeper into google search, we soon realised that there were many tools presenting themselves as free visitor management systems.
A visitor management system is not only digitisation of a physical visitor log books. It is certainly a better approach to managing workplace safety. The primary problem that the visitor management system tries to solve is workplace safety. It allows organisations to have real-time access of the visitors.
The system should also have smart functions to identify visitors, who are not allowed in the building and alert respective security personnel. Some of the free software talks about security or has features that ensure workplace safety.
Security is one of the primary reasons for adopting a visitor management system. Traditional manual logbooks simply aren’t enough to handle the growing concerns surrounding workplace security. Today, businesses must ensure that only authorized visitors gain access to their premises. A robust VMS not only helps in maintaining accurate records but also empowers security teams by providing advanced alerts and real-time access to visitor data.
For instance, if a visitor is not pre-approved or on a restricted list, a VMS will alert the security staff, preventing unauthorized access. In addition, a modern VMS will store visitor data securely, making it easy to retrieve logs for auditing purposes or in case of an incident.
At first glance, a paper-based visitor management system may seem to be a cheaper option. After all, it’s just a logbook and a pen, right? However, manual systems are prone to errors such as illegible handwriting, incomplete records, or missing data. Such inefficiencies can create serious security concerns and increase operational costs.
In contrast, a visitor management system, even if free, can drastically reduce the risks associated with human errors. By allowing businesses to track visitors more accurately, ensure compliance, and manage access to sensitive areas, a VMS can ultimately save money by preventing incidents and boosting security. Reducing security breaches, unauthorized access, and compliance violations can lead to significant long-term cost savings.
If you’re considering a free VMS, it’s essential to understand what features these tools typically offer. While they might not provide the same comprehensive set of tools as a paid version, free systems can still provide basic functionality that helps businesses improve security and streamline visitor check-ins. Some of the common features in free VMS tools include:
Most free systems offer a limited number of check-ins each month, such as 50 or 100. This can be ideal for smaller businesses or startups that don’t expect high volumes of visitors.
Free systems may allow visitors to pre-register before arriving, making the check-in process faster and more efficient.
Visitors and hosts typically receive notifications, helping to ensure smoother communication and reducing the chances of missed appointments or forgotten visitors.
Some free VMS tools support multiple locations, which can be beneficial for businesses with more than one office or branch.
Free systems often include simple reporting features that allow you to track who’s visited your premises, but these reports may be less advanced than those provided by paid solutions.
While free visitor management systems come with their limitations, they offer several advantages, especially for small businesses, startups, or businesses with lower visitor traffic. Here are some of the benefits of using a free VMS:
The most obvious advantage is that free systems require no upfront cost. This can be appealing for small businesses that are just starting out or those with tight budgets. By using a free system, you get to try out the technology without committing to a paid subscription or a long-term contract.
Even basic free systems can help eliminate the need for manual logbooks, making it easier to track visitors and enhance security. Having digital records instead of paper ones improves the efficiency of your check-in process and reduces the risk of human errors.
Free VMS solutions often come with trial periods or limited functionality, allowing you to test the system before deciding whether to upgrade to a paid version. This gives businesses the chance to assess whether the system meets their needs without making a financial commitment.
Most free systems provide basic reporting tools that allow you to generate visitor logs, track check-in times, and monitor foot traffic to your facility. While these reports may not be as detailed or customizable as those provided by premium systems, they can still offer valuable insights.
Despite the advantages, free VMS tools often come with limitations that may not suit the needs of larger businesses or those with higher security requirements. Some of the drawbacks include:
Free systems often offer only basic functionality, with limited customization options. Features like advanced reporting, integration with other tools, or multi-location management may be unavailable or restricted. This can be a significant limitation as your business grows and your needs become more complex.
Many free systems limit the number of visitors you can register each month, typically ranging from 50 to 100 check-ins. If your business experiences higher traffic, you may quickly find these limitations restrictive and be forced to upgrade to a paid version.
Free systems typically come with minimal customer support. If you encounter issues or need help, you may have to rely on online resources like forums or FAQs. Paid systems usually offer dedicated support teams to assist with any issues that arise.
While some free systems provide basic security features, they may not include advanced functionalities like multi-factor authentication, facial recognition, or advanced access control. Businesses with high-security requirements may find these limitations a dealbreaker.
When comparing free and paid visitor management systems, there are several key differences to consider. Paid systems typically offer:
Paid systems often include advanced features like custom branding, integration with access control systems, real-time visitor tracking, and more detailed analytics.
Paid versions generally offer more extensive visitor capacity and allow for larger volumes of check-ins.
Premium systems come with dedicated customer support, regular software updates, and troubleshooting assistance.
Paid systems are usually more scalable, accommodating growing businesses with additional features and customizability.
While free visitor management systems do exist, they often come with limitations that may not suit the needs of larger or higher-traffic organizations. While these systems can be a great starting point for smaller businesses or those with fewer visitors, they often fall short when it comes to advanced features, security, and scalability.
For businesses looking for a robust solution that offers scalability, advanced features, and high levels of support, investing in a paid VMS is often a more effective choice. However, free systems can still serve as an excellent tool for organizations that need basic visitor management capabilities without the financial commitment.
Ultimately, the decision between free and paid visitor management systems depends on your business needs, visitor traffic, and security requirements. If you’re looking for a user-friendly and feature-rich VMS to enhance security and streamline visitor processes, you might want to give Vizitor a try with its free trial to see how it can improve your operations.
