Ways to design the "Perfect" Office visitor log!

Ways to design the "Perfect" Office visitor log!

Ritika Bhagat

Ways to design the "Perfect" Office visitor log!

Mon, Nov 9, 2020

Read in 4 minutes

Keeping records of the visitors who come in and out of your office has always been important from an administrative and safety perspective. So maintaining the visitor records are becoming important in the wake of pandemic-related health concerns. Organizations need to keep track of visitors for contact tracing purposes.

In light of these new normal, organizations are adopting the best ways of designing the digital front desk for office. For this there is a best visitor management system that keeps track of the visitors and maintains the visitors records digitally. The digital visitor management system makes the data as easy as possible to store, search, and safely destroy.

Here are some ways you need to take to design the office front desk digitally.

Collect the important data

To design the perfect front desk visitor log, you have to collect the exact and important information from the visitors. So here is the data that every organization has to collect to maintain the records.

  • Visitor Name – To keep the records of the visitors with their name and photo ID cards are very much important. So the vizitor dashboard provides to collect the Your visitors’ names that  require a few simple text fields in your visitor log. For the security, your staff member may have to verify names with a photo ID card.

  • Visitor Contact Info – The visitors who work on-site should include their contact info for contact tracing purposes.

  • Record Check-in and check-out time– Check-in and check-out time the most important info for the records purposes. With the visitor management system this process becomes easy.

  • Visit Purpose – When any visitor comes into the office then you should record the details of the purpose they have visited in the office.

There are many other steps to the check-in process. Visitor management system provides legal agreements such as non-disclosures to the visitors before they come inside.However, those details are often tracked in an administrator’s master list, separate from the public-facing visitor log.

# Enhance the log privacy for the visitors

The visitor privacy is the most important aspect in the organization. So this is our responsibility to protect the visitors’ privacy.

  • With the usage of pen and paper-based systems, there is no privacy and this system is not safe enough to protect the visitor data. So here is a visitor management system that manages the visitors digitally and protects the visitors data. Where in the manual system, everyone can see the details of the visitors but with the digital system there is no chance to see and fetch the details of the visitors.

  • For the perfect visitor log you have to do the pages shredded regularly, to optimize the privacy.

  • For the authenticated visitors, there is the need of e-badges that display the name of the visitors, purpose for visiting, the name of the person that they want to meet.

  • Visitor management software gives visitors the option to store their data for quicker check-in the next time they return, visitors can opt in and out of having their data stored for that purpose.

Are you ready to upgrade your manual visitor log into digital visitor log?

To the perfect and digital visitor log you have to upgrade the manual visitor log into the digital. The manual visitor logs are paper-based and consume the paper and include potential legibility errors and confusion and additional manual work for the admin staff.

So digital visitor management systems are the best system to manage the visitors, optimize the visitor privacy, track the visitors and enhance the productivity of the office. Visitor information is never available to other visitors.With this system you can capture visitor photos, print visitor badges, send automatic visitor notifications to employees, and access real-time evacuation lists online.

So let’s upgrade the visitor log. Make your front-desk more impressive and enhance the safety of your workplace. Let’s start with the vizitor’s trial!