If you're still using a traditional visitor sign-in sheet to track visitors at your facility, you may be missing out on the benefits of a Touchless visitor management system. The digital visitor management system can provide numerous advantages, including improved efficiency, accuracy, security, and convenience.

In the not-so-distant past, businesses looking to track their visitors had to rely on visitor sign-in sheets and receptionists to manually capture information. But today, digital visitor management systems offer a more efficient and effective solution. With just a few taps on a tablet computer, visitors can quickly and easily check in and be on their way. So, when it comes to visitor tracking, is it better to go old school with a Visitor sign-in sheet or embrace the power of technology with a touchless visitor management system? Let's compare the pros and cons of both options.

Here are the key points covered in this article:

  • Introduction to digital visitor management systems and the benefits they offer
  • Comparison of digital and paper-based systems in terms of cost, security, efficiency, productivity, company size and Post-Visit Follow-up.
  • Summary!

#Introduction to Touchless visitor management systems and the benefits they offer

Digital visitor management systems are electronic systems that allow businesses to track and manage visitor activity.  And typically involve visitors checking in and out by entering their information into a digital form or using an electronic signature.

Digital Visitor management System

There are several benefits to using a Touchless visitor management system over a traditional paper-based system. These benefits include cost savings, improved security, increased efficiency and productivity, and the ability to easily track and utilize visitor data. Digital visitor management systems can also make a positive impression on customers and demonstrate a company's innovation, potentially giving it an advantage over competitors and helping with employee recruitment. Overall, a digital visitor management system can be a more effective and efficient solution for businesses of all sizes.

Comparison of digital and paper-based systems!

#1. Cost

                                                 Visitor sign-in sheet

A paper visitor log book may seem inexpensive at first glance, but it can actually be a significant cost for a company. This is because someone must be present to oversee the sign-in process and ensure that it runs smoothly. This means that the company must pay a salary to a receptionist or other check-in personnel. However, there are times when the receptionist may be away or unavailable, such as before or after work hours or during lunch. In these cases, visitors may wander the building trying to find the person they are there to see, which can be disruptive and potentially compromise security.


                                  Digital visitor management system

Additionally, a Touchless visitor management system can provide added security and convenience for both the company and its visitors. With features like badge printing and automatic notifications, the system can help streamline the check-in process and keep track of who is in the building at all times. It can also allow for easy tracking and reporting of visitor activity. Overall, switching to a digital visitor management system can save time, money, and hassle for businesses of all sizes.

Digital Visitor management System
Digital Visitor management System

#2. Security and Efficiency

                                                 Visitor sign-in sheet

Paper sign-in sheets can be prone to several issues that can lead to problems for a company. For example:

  • They can be lost or stolen, which can make it difficult to keep track of who has visited the company and when.
  • Handwriting on these sheets can often be hard to read, which can make it difficult to accurately record and track visitor information.
  • Because these sheets are usually available for anyone to view, they can be considered public records. This means that anyone who signs in can see the names and information of other visitors, which could potentially compromise privacy.
  • Salespeople or other competitors may also use these sheets to gather information about who they are competing against or who is visiting the company.

An electronic visitor management system can help address these issues by providing a secure, digital method for visitors to check in and out. This can make it easier to track and report on visitor activity, and can also protect the privacy of visitors.

                                Digital visitor management system

There are several benefits to using a digital visitor management system:

  • No handwriting to decipher: Visitors can type their names and other information directly into the system, which makes it easier to accurately record and track visitor activity.
  • Privacy: Digital visitor management systems do not leave a paper trail that other visitors can see, which helps protect the privacy of those who sign in.
  • Security: Because there is no physical logbook or paper sign-in sheet, there is no risk of these items being lost or stolen. This can help improve the overall security of the company.
Digital Visitor management System

Overall, a digital visitor management system can provide a more efficient, secure, and private way for companies to track and manage visitor activity.

#3. Productivity

Here is a comparison of the productivity of a paper visitor sign-in sheet and a digital visitor management system:

                                               Paper Visitor Sign-In Sheet

  • Can be time-consuming for visitors to fill out by hand
  • Receptionist or other check-in personnel must be present to oversee the sign-in process
  • Handwriting can be difficult to decipher, leading to potential errors in recording visitor information
  • Risk of lost or stolen logbooks.

                                     Digital Visitor Management System

  • Quick and easy for visitors to check in and out digitally
  • No need for a receptionist or other check-in personnel to be present at all times
  • Accurate and legible record-keeping
  • Improved security and tracking of visitor activity
Digital Visitor management System

Overall, a digital visitor management system can be more productive and efficient than a paper visitor sign-in sheet. It allows for quick and easy check-ins, eliminates the need for a receptionist to be present at all times, and provides accurate and secure tracking of visitor activity.

#4. Company size

Here is a comparison of how a paper visitor sign-in sheet and a digital visitor management system might work for different sizes of companies:

                                       Paper Visitor Sign-In Sheet

  • Salary and benefits: A receptionist or administrative staff member will require a salary and benefits, which can be a significant ongoing cost for a business.
  • Hidden costs: In addition to salary and benefits, there are also hidden costs associated with a receptionist or administrative staff member, such as office space, a computer, and other equipment.
  • Efficient and cost-effective: An electronic visitor management system can be a more efficient and cost-effective way to track and manage visitor activity, without the need for a dedicated receptionist or administrative staff member.
  • No need for a dedicated staff member: With a digital visitor management system, there is no need for a receptionist or administrative staff member to be present at all times, which can save on labor costs.

                                          Digital Visitor Management System

Businesses of any size can use a highly affordable digital check-in system, and not be required to have a space dedicated solely to your business. If you share space with other businesses or use a popular coworking setup, a system like Vizior is a great option. rewrite in points.

Digital Visitor management System

Here are some key points to consider when using a digital visitor management system:

  • Affordable: Digital visitor management systems can be highly affordable for businesses of any size, and often come with a variety of pricing options to choose from.
  • No dedicated space required: With a digital visitor management system, there is no need for a dedicated reception area or space for a receptionist. This can be especially useful for businesses that share space with other companies or utilize a coworking setup.
  • Convenient: Digital visitor management systems can be accessed from any device with an internet connection, making it easy for businesses to track and manage visitor activity from anywhere.
  • Secure: Digital visitor management systems provide a secure way to track and manage visitor activity, with features like badge printing and automatic notifications.
  • Customizable: Many digital visitor management systems offer a range of customization options, allowing businesses to tailor the system to their specific needs and preferences.

#5. Post-Visit Follow-up

                                           Paper Visitor Sign-In Sheet

Here are some key points to consider when using a paper visitor sign-in sheet for post-visit follow-up:

  • Illegible handwriting: It can be difficult to accurately record visitor information when it is written by hand, which can make follow-up difficult.
  • Missed or incomplete information: Visitors may forget to sign in or leave off important contact information, which can make it difficult to accurately track and follow up with them.
  • Manual data entry: Someone will need to manually enter the information from the sign-in sheet into a separate CRM system, which can be time-consuming and prone to errors.
  • Hit-or-miss process: Overall, the process of following up with visitors using a paper sign-in sheet can be hit-or-miss, due to the challenges of accurately recording and tracking visitor information.

                                         Digital Visitor Management System

Here are some key points to consider when using a digital visitor management system for post-visit follow-up:

  • Clear and accurate information: Digital visitor management systems do not suffer from the issues of illegible handwriting or incomplete information, as visitors type their information directly into the system.
  • Electronic signature feature: Some digital visitor management systems, such as Vizitor, offer a robust electronic signature feature that clearly associates signatures with a visitor's personal information.
  • Cloud-based storage: The visitor log and associated documents are stored in the cloud, making it easy to access and track visitor activity.
  • Integration with CRM: Many digital visitor management systems offer integration with CRM systems, allowing for easy transfer of visitor data and automation of the follow-up process.
  • Efficient follow-up: Overall, a digital visitor management system can make the process of following up with visitors more efficient and accurate.
Digital Visitor management System

Wrap Up!!

In summary, it is clear that a digital visitor management system such as Vizitor offers several benefits over a traditional paper visitor sign-in sheet. These benefits include cost savings, improved security, increased efficiency and productivity, and the ability to easily track and utilize visitor data. Digital visitor management systems can also make a positive impression on customers and demonstrate a company's innovation, potentially giving it an advantage over competitors and helping with employee recruitment. Overall, a digital visitor management system can be a more effective and efficient solution for businesses of all sizes.