Your office or company receives visitors frequently, including customers, consultants, contract workers, and anyone who is not a full-time employee of the company. A visitor management system ensures that all guests are handled properly and efficiently so they have a positive experience and minimize disruption.
This guide catalogs how visitor management software works. Skip ahead to:
Visitor management is any welcoming protocol an organization follows to ensure they handle, record, and track all the people visiting their premises.
A visitor management system can sometimes be as simple as noting down the name of the visitor, contact details, and the purpose of the visit. Other times, it may include more services like escorting the visitor to their destination, giving them a company badge, and notifying the host.
Modern workplaces use cloud-based visitor management software, a digital receptionist. These self-help kiosks provide strong digital security while efficiently connecting visitors with their hosts.
The approach to visitor management will depend on the type of organization, the level of security required, and the data and physical assets they need to protect.
Visitor management software automates the entire welcoming process, bringing about the following advantages:
Creating a memorable impression is crucial because it sets the tone of the visitor’s entire experience with your company. To have a lasting impression on your visitors, use these simple techniques:
An excellent digital receptionist software can create a sense of trust and dependency between the organization and the visitor.
For starters, if your company’s visitor management software offers greater scrutiny, the customer will feel secure knowing that the organization takes its security details seriously.
A seamless Visitor Management System also helps employees predict visitor traffic. This, in turn, helps the company develop a solid brand reputation.
A Visitor Management System ensures you maintain high-security levels by granting authorized people access to the premises and rejecting unapproved people. It gives guests peace of mind knowing they are on a safe and secure property.
The visitor Management System also prevents theft and vandalism of property since you can identify visitors and track their movements. To improve visitor management security, include features like:
Having an organized, welcoming system ensures you cater to all guests and prevents disruption when visitors need to ask random employees for guidance. It allows employees time to concentrate on other tasks.
The visitor management system eliminates the need for employees to engage in repetitive, time-wasting tasks, such as handling visitors.
With every employee focusing on other complex tasks uninterrupted, there is an assurance that your organization will achieve higher productivity levels compared to a company without a visitor management solution.
Visiting a new place is not always a pleasant affair, as you have to go asking around and might even get lost in the process. Visitor management software identifies a visitor and attends to them as soon as they enter your premises. Employ these three tactics for an effective guest recognition system:
Next, make sure the system ensures the comfort of the visitors by showing them to the waiting room or offering an escort to their destination
One easy way to sort the guests is using their smartphone or a self-service kiosk. They will key in their names, purpose of visit, contact details, host, and complete any other visitor information your company might need.
At this point, it helps to think about safety by using a touchless visitor management system that reduces the need for employee interaction with guests.
Similarly, incorporate temperature scanning to prevent guests with high temperatures from accessing the premises, reducing chances of disease spread.
Additional security measures you can take include:
To speed up the reception process, it’s pretty helpful to connect the visitor with their contact person as soon as possible. Have a host alert notifications system that reaches employees via their preferred communication vehicles. This typically includes voice calls, to landlines or mobile phones, text messages, email, or instant messages to Slack, Google Chat, or MS Teams.
The check-out process is as crucial as check-in. The software should be robust enough to record who is on the premises, the amount of time they spent in the building, what locations they visited, and what time they left.
Collaborate with credible technology companies to manage and store all the confidential data derived during the signing-in process.
Visitor logging is important for many reasons:
The best visitor management techniques allow you to run reports at any time from any web browser.
Depending on your visitor management system, during the check-in process, you may be able to:
During the visit, you can:
An efficient visitor management system makes usage easy because:
A visitor management system ensures the identification of all guests, welcomes them to the premises, notifies the person they intend to see, and monitors their movement throughout the visit.