The Need of Electronic Visitor Management System

The Need of Electronic Visitor Management System

By Ritika Bhagat

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The Need of Electronic Visitor Management System

Fri, May 12, 2023

Read in 7 minutes

Modern technology has revolutionized office management, and digital visitor management systems are at the forefront of this transformation. These systems have replaced outdated physical logbooks, offering a secure, efficient, and user-friendly way for visitors to sign in at your reception area. Electronic visitor logbooks eliminate the need for paper and streamline the entire visitor registration process, from the initial invitation to the final check-out.

Electronic visitor management systems keep track of visitors, notify hosts, check watch lists, schedule visits, and make visitor management as efficient and smooth as possible. This gives you the advantage of a quick, user-friendly, and secure visitor check-in registration process.

It digitizes every aspect of visitor management in your reception area, from initial invitation to checkout. Whether they are employees, clients, vendors, or temporary workers, an electronic visitor management system ensures that only authorized individuals are granted access to your office or facility.

Challenges With Manual Logbooks

Nowadays, the importance of office security has significantly increased for both organizations and businesses. As a result, there is a growing need for a reliable, efficient, and foolproof system that can eliminate the challenges posed by traditional paper-based visitor entry systems. Electronic Visitor management systems like Vizitor are an ideal choice to make a difference.

• Paper-based log books are prone to human error, as visitors often write their details in a hurry, leading to illegible handwriting.

• Manual logbooks make it difficult to track visitor movements and monitor their activity within the premises.

• The process of filling out a paper logbook is time-consuming and can lead to long wait times for visitors, especially during peak hours.

• Searching for specific visitor information can be time-consuming and difficult with manual log books.

• As the volume of visitors increases, manual logbooks become increasingly challenging to manage, leading to errors and delays in the visitor management process.

Instead, the electronic visitor management solution module, designed with the end user in mind, is specifically designed to meet your visitor management system needs by making new visitor registration in your electronic visitor sign-in system as quick and smooth as possible.

“The only way to stay ahead of the curve is t-insign in system as quick and smooth as possible. o continuously innovate and adapt.” - Jeff Bezos

The need forof anthe Electronic visitor management system

1. Organization’s Security

The need to ensure the safety and security of your organization is one of the primary reasons why authentication and visitor monitoring must be implemented. The electronic sign-in system can serve as the first line of defense against any potential intruder from the outside world.

It helps organizations maintain a secure environment by allowing them to screen and track visitors, issue temporary badges, and restrict access to certain areas of the facility. Unwanted visitors were barred from entering due to this system.

2. Establish a Professional Business Interaction

A well-managed visitor management system can create a positive first impression on visitors, making them feel welcome and valued. By having and using a visitor management system, you can greatly streamline and speed up your visitor check-in process by eliminating any unnecessary waiting time spent trying to find the host.

This can help establish a professional business interaction and enhance the reputation of the organization.

3. Ensure Visitor Security Compliance

Electronic sign-in and out system solutions can assist your company in meeting the growing demand for proper reporting while also ensuring compliance with company security policies.

Beyond assisting intems can be programmed to include a visitor policy page for obtaining visitor acknowledgment w the creation of a more efficient visitor management experience, electronic staff sign-in sysith specific terms, conditions, and security regulations of your organization during the initial check-in process.

4. Ensure Post pandemic safety

With the ongoing COVID-19 pandemic, many organizations are looking for ways to minimize contact between individuals.

An electronic VMS can provide a contactless check-in process, where visitors can register and check-in using their own devices without having to touch any shared surfaces or equipment. For example, the system can prompt visitors to complete health questionnaires before entering the premises.

5. Accelerate the Registration Process

Nobody wants to wait for long in queues. An electronic visitor management system makes the process of checking in visitors much faster and more convenient. Instead of manually writing down all the details, visitors can simply enter an invite code or scan their ID to check-in.

This can reduce waiting times and prevent long queues in the reception or lobby.

A study found that businesses using an electronic visitor management system reduced visitor check-in times by up to 63%. This means visitors can get to their destination faster, without having to spend too much time at the reception.

Key Benefits of Using an Electronic Visitor Management System

As the world is becoming more digitized, modern enterprises are moving away from traditional methods of managing visitors to enhance their security and efficiency. Some of the advantages of Electronic Visitor Management Solutions have already been described.

An Electronic Visitor Management System can provide many benefits for a business or the organization itself. Here are some key highlights:

Increase the Confidentiality of Visitor Information

Ensuring the confidentiality of visitor information is typically essential for businesses to protect their data against unauthorized access and retrieval. An electronic visitor management system is a more secure solution for visitor identification and tracking. By digitally and seamlessly capturing the visitor’s information, it helps in keeping visitors’ information private and hidden from other guests. You can further improve visitors’ privacy by using the QR code sign-in method, a feature offered by many EVMS solutions.

Provide Appropriate Identification

To make sure only authorized people enter a building, visitors need to be identified. An electronic system can create temporary badges with visitor photos, which significantly strengthens security measures. This is becoming increasingly popular worldwide, with the visitor management system market expected to reach $2.74 billion by 2027, indicating the growing demand for these systems across various industries.

“To deliver a safer and more secure working environment, investing in our Electronic Visitor Management System is becoming increasingly critical for MNCs to adapt to evolving business needs and objectives,” says a security expert at a leading tech firm.

Personalize the Visitor Experience

Imparting a positive and memorable first impression on visitors and guests is crucial for creating a positive workplace culture among modern enterprises. The Visitor Management System collects information about your visitors during the registration process or allows pre-registration before they arrive. This information can include their name, company, reason for their visit, and other details such as preferences.

With this information, you can personalize their visit to your facility, making them feel comfortable and valued. This can lead to increased loyalty and repeat visits.

Reduces Cost Overheads

Did you know that by switching to an electronic visitor management system, you can save a great amount of money that would otherwise go towards hiring a receptionist? According to a survey, the median salary of receptionists is $27,300 per year or $13.12 per hour.

By investing in an electronic visitor management system like Vizitor, you not only reduce your overhead costs but also automate tasks, boosting your business productivity levels. Moreover, an EVMS can easily be scaled up with your business needs, making it a smart and cost-effective alternative to outdated paper-based visitor management methods.

Wrap Up!!

When it comes to managing visitors, your organization cannot afford to take it lightly as it can make a significant difference in the customers’ experience. The electronic visitor management system contributes to the smart and digital transformation of your organization.

Simply switch from a manual to an electronic visitor management system Vizitor.In terms of security, a visitor management system serves as the first line of defense, protecting the organization from any costly loss of productive man-hours caused by a disease outbreak among your employees.

Do you want to learn more about our Visitor Management System, just simply click here.