Common Mistakes to Avoid When Implementing a Visitor Management System

Common Mistakes to Avoid When Implementing a Visitor Management System

By R.Saini

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Common Mistakes to Avoid When Implementing a Visitor Management System

Mon, Apr 3, 2023

Read in 8 minutes

Technological solutions have become an integral part of the modern workplace, with businesses using various technologies to improve their operations and productivity. One of the most common technological solutions being used at workplaces is automation. Automated systems save time and reduce the risk of human error, allowing businesses to operate more efficiently.

The drastic era of COVID made enterprises shift their focuses on streamlining their manual operations by incorporating digital and innovative solutions. One such solution is the Visitor management systems.

In Spite of the technological advancements, some organizations are still relying upon the manual check-in systems to manage their visitors flow.

But Is it reliable?

Of course, not at all. The benefits of upgrading to the Visitor Management System from paper to digital are huge: Better administrative records, quicker check-in times, and automated touchless check-ins, instant notifications are just a few of them. Organizations that are considering switching to digital visitor management solutions from manual ones can benefit in many ways.

Implementing a digital visitor management system can also help organizations reduce overall costs by reducing the amount of paper-based administrative tasks, such as printing badges, that were previously required. This not only benefits the environment, but it also frees up time for staff to focus on more value-added tasks.

In addition, digital visitor management solutions offer enhanced security features, such as real-time ID verification, access control integration, and emergency notification capabilities. This ensures that organizations can maintain the highest level of security for their staff, assets, and visitors.

Organizations do make mistakes in choosing and implementing visitor management systems. One common mistake is not doing sufficient research to find the right systems. By not thoroughly investigating the various options, organizations may overlook systems that could better meet their specific needs, resulting in lower-quality system performance.

So, if your are looking to switch to a reliable and convenient digital Visitor management systems,then you should avoid some of the most common mistakes organisations make while implementing their Visitor Management Systems.

In this post,we’ll outline some of the most common mistakes to avoid when implementing the Visitor Management System.

MISTAKE 1: Failing to consider user experience

Failing to consider user experience when implementing a visitor management system can be a serious mistake.

• The system should be designed to be easy and intuitive to use, both for employees who are responsible for managing visitors and for visitors themselves.

• The system’s user interface must be easy to use for visitors and employees. A poorly designed or implemented system can frustrate users, cause delays, and reduce the overall effectiveness of the system.


• If the system is difficult to navigate or understand, it could lead to frustration and inefficient use, and could even discourage visitors from returning. Moreover, a poorly designed system could negatively impact the reputation of an organization.

• To avoid this mistake, it’s essential to involve employees and visitors in the system’s design process. Ensuring that visitors have a seamless sign-in experience in a modern and visually impactful way can help project a professional image.

• Organizations must think about the bigger picture when it comes to visitor management solutions, including addressing potential user experience barriers, providing ease-of-use, and user-centered design.

How Vizitor helps:

Vizitor is one of the reliable visitor management systems designed with user experience in mind. Vizitor provides a self-check-in system using touchless technology that is easy to use and eliminates the need for physical contact.

• Vizitor also enhances security, allowing easy tracking of visitor data, visitor identification, handling visitor requests and a visitor log book, and managing visits through pre-booking.

• Moreover, Vizitor allows companies to customize their sign-in process to match their brand and company image. Additionally, Vizitor is continually improving its features to provide a more comprehensive and customizable experience for its users.

• Vizitor also focuses on data security to ensure visitors’ personal information is secure, they comply with GDPR and other regulations on visitor data management.

MISTAKE 2: Failing to provide adequate training

If employees are not trained on how to use the system correctly, it can lead to errors, reduced efficiency, confusion or delay in the check-in process, which can negatively impact the visitor experience. It’s important to provide clear instructions on how to use the system and to ensure that all users are comfortable with the process.

• To avoid this mistake, it is essential to provide thorough training to employees. This can involve training sessions, online resources, and user manuals to help employees understand how the system operates and how to utilize its full capabilities.

• During the training phase, employees should be shown how to handle different visitor scenarios, such as pre-booked meeting visitors or employees who require access permissions.

• By prioritizing comprehensive training, organizations can ensure that their employees are capable of using the visitor management system successfully. This, in turn, leads to a more efficient and productive workplace, faster check-ins, reduced errors, and a better visitor experience.

How Vizitor helps:

Vizitor provides a user-friendly interface that is easy to understand and intuitive to navigate, reducing the need for complicated training. Our Vizitor team is always upgrading the platform to provide new and better ways to streamline visitor management and optimize the user experience.

MISTAKE 3: Not defining clear goals

Every organization has unique needs and requirements for their visitor management system, and these needs should guide the design and selection of the system.

• Without clear goals, an organization may end up with a system that does not address their specific security and compliance requirements, leading to ineffective and inefficient use of resources.

• Organizations must have a clear understanding of what they expect to gain from implementing a Visitor management systems. This will help ensure that the system is fit for purpose and delivers the desired results.


• To avoid this mistake, an organization should establish clear goals such as managing visitor data, scheduling appointments or meetings, pre-registering visitors, and ensuring compliance with data protection regulations such as GDPR.

• Goals should be specific, measurable and achievable to help the organization identify the appropriate system and evaluate its effectiveness. Proper goal setting helps identify gaps in service delivery, reduces errors, and helps ensure timely delivery of services.

How Vizitor helps:

Vizitor also allows organizations to customize their system workflow, ensuring that the visitor management process aligns with their unique goals, saves time, and enhances productivity and efficiency. These customizations could include guest printing badges or requiring facial recognition for frequent visitors.

Vizitor also provides GDPR-compliant visitor data management, ensuring that organizations meet their regulatory obligations when managing visitor data. Organizations using Vizitor can be confident that their users’ privacy will not be compromised, and data breaches will be avoided.

MISTAKE 4: Ineffective communication

Employee and visitor awareness of the new system is vital.

• Organizations should educate employees about the system’s functioning and inform visitors about the necessary requirements to sign-in, including data privacy policies and how to use the system to save time and foster credibility.

• Otherwise, it can cause confusion, delays, and even security breaches, especially when visitors and employees don’t understand the check-in and check-out procedures.


• To avoid this mistake, organizations should communicate clearly with both visitors and employees about the new system. They should provide appropriate training and clear instructions on how to use the system, including any specific data protection policies or instructions on how to pre-book a visit.

• Additionally, employees should be provided with detailed information on when to use the system and how to handle different visitor scenarios.

• Providing information in advance through pre-registration or during the confirmation process can also help minimize confusion and speed up the sign-in process. A real-time digital sign-in process provides an exciting welcome to visitors, particularly coupled with digital touchless technology that helps to reinforce a positive image of the organization and provide a memorable experience for the visitor

How Vizitor helps:

Vizitor’s user-friendly interface and touchless technology provide visitors with a smooth and pleasant sign-in experience, educating and providing clear guidance, helping to avoid confusion. Vizitor provides various communication tools, including pre-registration forms, email reminders, and SMS notifications for visitors to ensure clear communication and reminders.

Vizitor’s excellent communication strategy minimizes the chances of errors, enhances security, promotes compliance, and fosters positive experiences for visitors and employees, maximizing the productivity.

MISTAKE 5: Ignoring privacy concerns and security

Ignoring privacy concerns and security is a key mistake organizations make while implementing a visitor management system.

Visitor management systems process visitors’ personal details, and if the data’s security is not ensured, it can lead to data breaches, and organizations can be held responsible for any resulting impacts.

• To avoid this mistake, visitor management systems should have features designed to ensure data security, such as access control, audits and logs, and GDPR compliance.

• To address privacy concerns, organizations should develop comprehensive data policies that ensure the secure handling of visitor data throughout the visitor.

How Vizitor helps :

Vizitor provides features that embody the highest levels of data protection, ensuring optimal privacy and security. Vizitor offers GDPR-compliant visitor data handling procedures, allowing visitors to feel reassured that their information will be secure.

The system allows for automated screening and authorizing visitors via email or SMS alerts, further enhancing security by providing a better level of control over the visitors.

Lastly, Vizitor also provides organizations with the option of using touchless technology and digital sign-in to reduce human contact, thereby improving health and safety protocols in a post COVID-19 world.


In conclusion, organizations can avoid mistakes in choosing and implementing visitor management systems by thoroughly researching their needs, prioritizing the user experience and communicating clearly with staff and visitors.By avoiding these common mistakes, organizations can ensure a successful visitor management system implementation that addresses their needs, enhances security, and improves the visitor experience. Switch to Vizitor for a seamless experience.