What is the need for a visitor management system for your business?

What is the need for a visitor management system for your business?

By Rebekah Pais

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What is the need for a visitor management system for your business?

Mon, Dec 16, 2019

Read in 6 minutes

Did you know that Visitor Management Systems can help organizations save costs by reducing the need for manual paperwork and streamlining visitor registration processes? Yes! VMS can save money for companies by cutting down on paperwork and making it easier to register visitors. They automate tasks like printing badges and keeping records, which means less work for staff. VMSs also replace old-fashioned paper sign-in books and long lines at the reception desk with faster, digital processes.

Let’s learn and gain more!

What is a Visitor Management System?

A VMS is like a digital sign-in book for guests who come to visit a place, like an office, school, or event. Instead of using a paper logbook, which can be slow and not very secure, a VMS uses technology to make the process easier and safe

VMS allows visitors to check in efficiently by entering their details such as name, contact information, purpose of visit, and any necessary identification documents. This information is then stored securely in the system. Some VMS solutions incorporate security screening measures such as identity verification, photo capture, and watchlist checks to ensure compliance with security protocols.

What Is The Purpose Of A Visitor Management System?

A VMS does important tasks that benefit businesses in many ways.

1. Make a Positive First Impression: A VMS helps create a welcoming and professional atmosphere for visitors, ensuring they have a smooth and efficient check-in experience.

2. Reduce Human Resource Workload: By automating visitor registration and check-in operations, VMS minimizes the stress on receptionists and other staff members, allowing them to concentrate on more important activities.

3. Offer Round-The-Clock Coverage: VMS can operate 24/7, providing organizations with continuous visitor management capabilities, even outside regular business hours.

4. Gather and Store Data: VMS collects and stores visitor information such as names, contact details, purpose of visit, and check-in/check-out times, creating a centralized database for easy access and reference.

5. Ensure Regulatory Compliance: VMS helps organizations comply with security and data privacy regulations by accurately recording visitor data, managing access permissions, and maintaining audit trails.

6. Enhance Workplace Safety: By screening visitors, issuing badges or access credentials, and monitoring visitor movements, VMS contributes to a safer work environment for employees and visitors alike.

7. Prevent the Entry of Covid-19 and Other Illnesses: Some advanced VMS solutions include health screening features, such as temperature checks and health questionnaires, to identify potential health risks and prevent the spread of illnesses like Covid-19.

Features & Benefits Of Visitor Management System

A VMS is a vital tool for organizations looking to streamline their visitor management processes, enhance security, and provide a seamless experience for both visitors and staff. Let’s delve into the key features and advantages that make VMS an indispensable asset in modern-day workplace management.

1. Customizable Check-In Process

• Feature: Tailor the check-in process to collect specific information based on visitor types or organizational requirements.

• Benefit: Provides a personalized and efficient experience for visitors, ensuring relevant data collection.

2. Multi-Channel Notifications

• Feature: Notify hosts and visitors via email, SMS, or app notifications about upcoming visits or check-in status.

• Benefit: Enhances communication and coordination, reducing missed appointments and improving visitor satisfaction.

3. Two-Way Communication

• Feature: Enable communication between hosts and visitors for efficient coordination during visits.

• Benefit: Facilitates seamless interactions, allowing hosts to provide instructions or address visitor queries in real-time.

4. Message Forwarding

• Feature: Automatically forward important messages or alerts to relevant personnel.

• Benefit: Ensures timely communication of critical information, improving operational responsiveness.

5. Document Signing

• Feature: Allow visitors to digitally sign necessary documents during check-in.

• Benefit: Streamlines paperwork processes, reduces manual errors, and enhances document security.

6. Digital Visitor Log

• Feature: Maintain a digital record of all visitor data, including past visits and interactions.

• Benefit: Provides a centralized database for easy access, reference, and analysis of visitor information.

7. Badge Printing

• Feature: Print visitor badges with essential details like name, photo, and access permissions.

• Benefit: Enhances security by visibly identifying authorized visitors and streamlining access control.

8. Visit Notes

• Feature: Allow hosts to add notes or instructions related to specific visits.

• Benefit: Improves communication and ensures that important information is conveyed to visitors and staff.

9. Broadcast Notifications

• Feature: Send emergency alerts or general announcements to all visitors and employees.

• Benefit: Enables efficient communication during emergencies, enhancing safety protocols and response times.

10. Employee Check-In

• Feature: Streamline employee check-in processes for enhanced security and attendance tracking.

• Benefit: Integrates employee and visitor management, optimizing resource allocation and access control.

11. Contactless Check-In

• Feature: Offer touchless check-in options for a safer and hygienic experience.

• Benefit: Promotes health and safety measures, reducing physical contact and the spread of germs.

12. Queued Visits

• Feature: Manage visitor queues efficiently to minimize wait times.

• Benefit: Enhances visitor experience by reducing wait times and improving overall efficiency.

13. ID Capture

• Feature: Capture and store visitor IDs or documents for verification purposes.

• Benefit: Ensures accurate identification and verification of visitors, enhancing security measures.

14. Safety Video

• Feature: Display safety and compliance videos during the check-in process.

• Benefit: Educate visitors on safety protocols, emergency procedures, and organizational policies.

15. Integrations

• Feature: Integrate with access control systems, CRM software, or other business applications for seamless data sharing and workflow automation.

• Benefit: Improves operational efficiency, data accuracy, and collaboration across different departments or systems.

A Gift For Visitors From Vizitor

Discover the best in visitor management with Vizitor – our top-notch solution that makes managing visitors easy and secure. We’re dedicated to giving our clients the best value possible.

With Vizitor, you get to customize how visitors check-in, communicate smoothly, use advanced security, and connect with other systems effortlessly. Plus, don’t miss our special deal: save 20% with the Vizitor Premium Plan.

Join our happy users who rely on Vizitor for top-notch visitor management. Upgrade your office experience with Vizitor today!

Frequently Asked Questions

1. What is a Visitor Management System (VMS)?

A VMS is a software application used to manage and track visitors entering a facility or premises.

2. How Does A Visitor Management System Work?

Visitors enter their information into a computer or tablet when they arrive. This information can include their name, contact details, and the purpose of their visit. The system then prints a visitor badge and notifies the host about their arrival.

3. Are The Benefits Of A Best Visitor Management System?

1. Improved security: It helps prevent unauthorized access and keeps track of visitor activity.

2. Time-saving: The digital check-in process is quicker than using paper logbooks.

3. Better organization: It provides a centralized system for managing visitor data.

4. Professional image: Using modern technology reflects positively on the organization.

4. Can A Visitor Management System Project Help With Covid-19 Prevention?

Yes, some VMS solutions include health screening features to identify potential health risks and prevent the entry of contagious illnesses like COVID-19.