Visitor Management systems a 2024 guide

A modern visitor management system (VMS) is a cloud-based solution designed to manage visitors and enhance the safety, security, and efficiency of an organisation’s premises. It allows organisations to track visitor information such as contact details, purpose of visit, and sign in/out time, enabling complete oversight over who enters their facility whilst also providing great visitor experience with a warm welcome.

Visitor management systems offer a range of benefits for businesses, from streamlining the check-in process via contactless sign in, to room scheduling and improved office security. Here are some of the advantages that can be gained by implementing a visitor management solution:

Brand Image

A well-designed and efficient visitor management system helps create a positive impression on visitors, which in turn reflects positively on your business’s brand image. It also demonstrates professionalism and efficiency, as it allows you to quickly register visitors and print visitor badges upon arrival.

Office space management

Visitor management systems enable you to track how many people are in your building at any given time and where they are located within it. This makes it easier for staff members to plan their workday accordingly and organisations to manage workplace capacity more efficiently.

Automated, Streamlined, and Quicker Visitor Check-Ins

With automated visitor registration processes, visitors can sign in at the front desk without having to wait for a receptionist or a manual paper sign in sheet. This visitor management process saves both your office managers' time and manpower resources while providing a smoother visitor experience, for guests entering your office premises.

Screen visitors on arrival

Visitors can be screened for entry into the premises, by using visitor badges and setting up specific parameters such as age, gender, nationality and setting up two factor identity verification and site rounds validation system when visitors sign in. This helps to ensure that only those with legitimate credentials are allowed access.

Integration with access control systems

Approval based visitor management solution ensures no visitors can access restricted areas without prior authorisation, integrating easily with existing access control systems, allowing you to quickly grant or deny visitors’ entry into secure areas of your building. This digital access control system eliminates the need for manual checks that security personnel do and helps ensure that only authorised personnel are accessing sensitive areas.

Office Security

A comprehensive visitor management solution helps to monitor who is in your office at any given time, which can be essential in helping to prevent crime or unauthorised visitor access to secure areas making it simpler to identify any suspicious activity.

Office Productivity

By streamlining the check-in process of visitors, a visitor management system helps to reduce unnecessary time spent on manual administrative tasks. This allows your staff members to focus more on productivity and important business tasks instead.

Health and safety

A visitor management system can also be used to track visitor records and monitor building occupancy levels for health and safety and regulatory compliance and regulations. This helps businesses ensure that their premises are not overcrowded, as well as other safety controls helping such as being able to sort, filter and export visitor data in the event of an emergency.

Managing unattended reception areas

With a visitor management solution, you can set up instant notifications for your security staff when visitors arrive at the premises or access specific areas. This eliminates the need for a manned reception desk, allowing visitors to check in without having to wait.

Digital visitor management systems are designed to streamline the process of managing employees, visitors, and contractors. The system allows businesses to pre-register guests, track, monitor and report on all visits to their premises in a secure manner.

• Visitors are required to provide basic information such as name, contact details and purpose of visit before gaining access. This data is then stored securely for future use if needed.
• Employees can be notified when a visitor arrives so that they can greet them appropriately or take them directly to their destination.
• Contractors will also have access control based on their credentials allowing easy monitoring of who is working where at any given time.

Typical Step-By-Step Process

When a visitor arrives at a facility, they can sign in using a kiosk.

• The first step is to enter their name and contact details along with who they are visiting and their purpose for the visit.
• Next, the system can verify their identity by capturing their photo and printing a badge with their name and photo on it. This ensures that all visitors are easily identifiable and can be escorted to the correct location within the building. If a visitor is a repeat visitor, their details may already be stored in the system, allowing for an even faster sign-in process.
• The kiosk can also ask visitors to agree to certain terms and conditions and provide health and safety information if needed.

The entire check-in process is quick, secure, and easy to navigate, making it a convenient management solution.

Learn more about the typical step-by-step process of Pitney Bowes Smart Access Management^®.

When a visitor arrives at a facility, they can sign in using a kiosk.

• The first step is to enter their name and contact details along with who they are visiting and their purpose for the visit.
• Next, the system can verify their identity by capturing their photo and printing a badge with their name and photo on it. This ensures that all visitors are easily identifiable and can be escorted to the correct location within the building. If a visitor is a repeat visitor, their details may already be stored in the system, allowing for an even faster sign-in process.
• The kiosk can also ask visitors to agree to certain terms and conditions and provide health and safety information if needed.

The entire check-in process is quick, secure, and easy to navigate, making it a convenient management solution.

Learn more about the typical step-by-step process of Pitney Bowes Smart Access Management^®.

GDPR

Visitor management is an important process for businesses of all sizes, as it helps ensure the safety of visitors and employees. A modern visitor management system enhances security by tracking who enters and exits a building. This level of control over who comes and goes from a business can help reduce the risk of unauthorised access or potential threats. In addition, many digital visitor management applications offer features like real-time notifications when someone new enters the premises, which can be an invaluable resource for keeping track of people on the property.

What do I need to be aware of while managing visitors?​

Managing visitors can be a daunting task, especially in high-security areas. It is crucial to ensure the safety of your staff and visitors, but at the same time, you also need to maintain high standards and provide personalised customer service. In such situations, a robust and efficient visitor management system comes to the rescue.

Protecting your employees and customer security

Protecting your employees and customer security is vital within your facility, it is essential to train your front desk staff to handle all unwanted visitors, and potential security incidents calmly and professionally. Make sure to use relevant visitor signs throughout the premises and conduct background checks on specific visitors before letting them into your offices, especially designated areas.

Support the front desk staff to deliver more personalised customer service

By having a visitor management system with a clear understanding of who their visitors are, their purpose for visiting, and their whereabouts throughout their stay, the front desk staff can provide them with customised attention to make their visit more enjoyable. For instance, the staff can offer directions, information on available amenities, or even provide them with appropriate security clearance immediately. This not only improves the customer experience, but it also enhances the overall perception and reputation of the business.

Visitor management is an important process for businesses of all sizes, as it helps ensure the safety of visitors and employees. A modern visitor management system enhances security by tracking who enters and exits a building. This level of control over who comes and goes from a business can help reduce the risk of unauthorised access or potential threats. In addition, many digital visitor management applications offer features like real-time notifications when someone new enters the premises, which can be an invaluable resource for keeping track of people on the property.

What do I need to be aware of while managing visitors?​

Managing visitors can be a daunting task, especially in high-security areas. It is crucial to ensure the safety of your staff and visitors, but at the same time, you also need to maintain high standards and provide personalised customer service. In such situations, a robust and efficient visitor management system comes to the rescue.

Protecting your employees and customer security

Protecting your employees and customer security is vital within your facility, it is essential to train your front desk staff to handle all unwanted visitors, and potential security incidents calmly and professionally. Make sure to use relevant visitor signs throughout the premises and conduct background checks on specific visitors before letting them into your offices, especially designated areas.

Support the front desk staff to deliver more personalised customer service

By having a visitor management system with a clear understanding of who their visitors are, their purpose for visiting, and their whereabouts throughout their stay, the front desk staff can provide them with customised attention to make their visit more enjoyable. For instance, the staff can offer directions, information on available amenities, or even provide them with appropriate security clearance immediately. This not only improves the customer experience, but it also enhances the overall perception and reputation of the business.

When managing visitors, businesses must comply with GDPR regulations. GDPR requires organisations to collect only relevant information, such as the name and contact details of the visitor, which is necessary for safety and security purposes. The collected information must be held securely, for example, by implementing appropriate encryption standards while ensuring that it is available only to authorised persons. Businesses should also ensure that visitors are informed about the data collected on them and how it is used. Failure to comply with GDPR regulations could result in hefty fines.