What is the visitor management system? Why do you need one? How does VMS work? Where can I find the best?

You probably have these questions in your mind. And if you could answer them at all, you likely had to have a better understanding about the visitor management system.

Now, think about what happens when visitors arrive at your office. Who greets them? Who is tracking the visitors logs?

Maybe no one’s there to greet visitors at all. Then what do they do? Many buildings have unattended visitors, which creates a bad impression of the organisation .

These simple scenarios take place every day in offices, societies, hospitals, events worldwide. And they illustrate the need for visitor management. In particular, they show why you need a digital check-in system, known as a visitor management system.

This article describes what a visitor management system is and why there is need for businesses today to use this technology.

What is a visitor Management System?

Visitor management app is the process of tracking and managing your visitors. A visitor can be a customer, a job applicant, a contractor, a consultant any one who visited your premise.

Old Visitor Management System

  1. Manual Check-ins

Check-in are made on paper and pen based logbooks.

2. Non-confidential

It becomes a public document that any visitor can seek through

3. No identity verification

The visitor’s mobile number cannot be authenticated in a manual process

4. Complex Process

Verbally informing the host on visitor’s arrival

Digital Visitor Management System

  1. Digital Check-ins

It allows the guests to check-in digitally eliminating the paperwork.

2. Safe and Secure

Visitor’s data can be accessed by only the concerned authority

3. OTP Authentication

OTP authentication based check-in

4. Notifications

Easily notifies host via SMS/email

Make your visitors check-in smartly- Vizitor!

From strangers to expected guests Vizitor is a one stop solution for all your workplace's reception management needs.

  • Vizitor was actually built to improve efficiency at any type of workplace, elevate visitor experience and last but not the least keep it environmentally safe by evicting the use of paper completely.
  • Vizitor will help you to welcome your guests and provide documentation of their whereabouts by assembling the collected amounts of information.
  • Vizitor provides maximum control over the visitors accessing your facilities, keeping their visit safe and secure.

Advantages of Visitor management system

Security of Data and Workplace

What are you doing about office security?

I’m talking about people walking into your office and taking stuff security. Many companies today aren’t doing enough about security, particularly companies with open office spaces. Visitor management systems can create wonders by giving an advanced level of security.  A visitor management system helps to take action against the challenges related to information security, visitor privacy and regulatory compliance.

Information Security

Do you work with confidential data? intellectual property? Trade secrets? Would you want someone wandering into your office and discovering your company’s secret sauce? Of course not. So vizitor can help you in attaining top notch security.

  • OTP Authentication
  • Photos Capturing
  • Badge Printing
  • Sign out visitors
  • ID Scanning

For more on this feature, read Link.

Visitor’s Privacy

Organisations put customer privacy at the very top of the priority list. It’s important to protect customers’ privacy in your physical office space as well. Guarding your clients’ confidentiality in every way is vital to building trust and loyalty.

Office Productivity

Visitor management systems are cloud software that help you manage the flow of employees and visitors in your workplace, boosting your employees’ productivity.

Many workplaces tend to be busy with the flow of outside people within the space as various activities happen simultaneously at different locations. Due to that, organisations must be vigilant when it comes to the safety and productivity of the people within it.

Brand Enhancement

Think about the last few offices you visited. How was your experience?

When you walked in, did you think, “Wow! This is a great office!” Or did you think, “Wow. I just really can’t wait to get out of here.”

Visitor management system makes the most powerful first impression to make office visitors remember you. A visitor management system helps you make a great first impression, even if there’s no receptionist there when your visitors walk through the door. It also provides a positive and efficient visitor experience by checking them in quickly and getting them where they need to go.

Future scope of visitor management system
For global enterprises, security of facilities, data and people is an issue that is increasing rapidly in importance. Whether we like it or not, we live during a time of emerging security threats that force us to go beyond the basics of keeping a written log or simple access management applications. Threats are too complex for traditional security methods now; it’s time for more advanced protection.

A Visitor Management System For Every Office

In the coming years, digital visitor management systems will become the norm and paper based sign-in sheets will disappear from offices completely.

Conclusion

Therefore, a good visitor management app is able to ensure the safety and security of the visitor’s in the premises and provide accurate information of the visitor's visits whenever required. These elegant modern visitor management solutions help in smooth management of visitors and their visits, ensures data security and user’s safety as well thereby gaining popularity with each passing day.