How Does a Visitor Management System Work?
Visitor management software is crucial for streamlining the guest welcoming process. This article shines a spotlight on its workings.
If you want to create a favorable impression among your guests, visitor management software is the way to go. This page examines why it’s essential.
Executive Summary
- Many organizations do not have a company policy on welcoming visitors, making their efforts seem disjointed. Lacking a visitor management system also impacts organizational productivity.
- Since guests judge, your firm right from the starting point of their interaction, the best way to come across as professional and gain a good reputation is to incorporate visitor management software.
- The virtual visitor management system is great for welcoming, processing, and monitoring visitors.
If visitors wait for ages before someone attends to them or if they wander off to restricted areas, you should think about acquiring a visitor management system.
A study reported by Business Wire shows that guests rate the importance of visitor management software at 8.6 out of 10. That’s because a visitor management system promotes a safer environment while guaranteeing operational efficiency.
If you’re still debating the merits of visitor management software, this post outlines what such a system can do for your organization.
What Is Visitor Management?
Visitor management refers to the process of welcoming guests to your business space. The process does not just refer to visitors signing in–it’s a planned process involving guest reception, personnel involvement, and other factors, including:
- Visitor safety and security
- Notifying the people they’ll be meeting
- Evacuation management
- Directing guests to their destination
- Visitors requirements for complying with non-disclosure agreements
- Handling deliveries
Many organizations neglect visitor management, or they only fulfill a few elements of the requirements citing reasons such as not having that many visitors.
However, it’s an essential part of any company as visitor management will aid in processing and monitoring guests to ensure they feel welcomed, safe, and comfortable.
What Is Visitor Management Software?
Since welcoming visitors, processing their requests, and monitoring their movements can be labor-intensive, most organizations opt for visitor management systems.
These are a set of tools and software specially made to enforce visitor management policies. Visitor management software is the way to go since it automates the entire process from sign-in to monitoring guest movements inside the premises.
A visitor management system is an on-premises or cloud-based software, and this is why you should get it:
- Ensures workplace safety since it keeps an electronic log of everyone who enters your workplace.
- It creates an excellent impression as visitors are given an orderly and warm welcome.
- It automates and speeds up workplace processes. There’s no more need for manually informing an employee that their visitor has arrived.
- Improves employee happiness and productivity because they don’t have to handle visitors in person. They can spend more time doing other tasks while avoiding repetitive tasks.
- Moreover, since employees don’t have to meet guests in person, it reduces employee exposure to infectious diseases such as COVID-19.
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Most importantly, a visitor management system creates a comprehensive digital trail that helps create reports and audit purposes.
Features of Great Virtual Management Software:
Instant Host Alert Notifications
Represents Your Organization Well
Touchless Visitor Registration
Integrates With Your Employee Directory Services System
Visitor Logs and On-Demand Reports
Easy to Use
The software should have an intuitive user interface so that first-time guests have no issues with it, and employees and admins can breeze through operations.
Multilingual
Depending on where your worksite is and the nature of your visitors, some guests may wish to register themselves in multiple languages. Part of visitor management being easy to use is making your guests comfortable. Perhaps you need bilingual, or trilingual, or perhaps you need check in software with even more language options.
Unlimited Usage
Ensures you need not worry about surprise bills pegged on how many visitors you receive and the number of users, employees, and hosts you have. The software will have a flat rate charge that covers all your needs without placing unnecessary financial burdens.
Instant Host Alert Notifications
An excellent digital visitor management system should have real-time reception notifications that suit your team so they can attend to all voice calls, text messages, emails, and chats.
In addition, it should integrate into other workflow platforms such as Slack and Microsoft Teams so workers can get notifications whenever they’re working.
Represents Your Organization Well
It’s a challenging world getting your voice heard as there’s fierce competition for scarce space to display your services.
A visitor management system eliminates this as it gives you an unchallenged platform to display your brand images, corporate colors, and products or services. It should also be customizable to meet handle all of the types of visitors that arrive at your front desk.
Touchless Visitor Registration
One key thing you may have learned from the pandemic is limiting interaction with objects other people touch, which could encourage disease spread. You can achieve this with the visitor management software as it automates the entire process.
That means employees don’t have to meet and interact with visitors because of the touchless visitor management system.
Takes Temperatures
Another crucial feature that can prevent disease spread is a visitor management system with integrated temperature scanning capabilities.
The software ensures only employees and guests who have temperatures within healthy ranges gain access to the building, limiting the spread of diseases.
Electronic Signatures
Having visitors is vital for generating productivity. Yet letting anyone into your work premises adds risk. There is potential the steal your intellectual property or physical assets. Or they might attempt to physically harm an employee. Or they could expose your team to COVID-19 or other illnesses.
Tech companies are known to have visitors sign NDAs before entering. During the pandemic, other firms began requiring health screening forms.
Visitor management software can capture electronic signatures on legal documents. This automates the process of keeping your people safe and firm healthy.
Integrates With Your Employee Directory Services System
A top-notch visitor management system will integrate with your staff’s directory system like Active Directory, Google for Work, and Azure AD. It should also allow other helpful integrations like Zapier for even more integration capabilities.
Integrating your central workflow systems seamlessly is helpful because it virtually automates administering your visitor management software. It becomes 'set it and forget it'.
Visitor Logs and On-Demand Reports
The software should keep time-stamped visitor and employee logs to help in contact tracing when needed. That means it should contain a visitor logbook or a visitor registration app that allows guests to sign in.
That way, you can keep an electronic log of visitors entering and leaving the premises so you can generate accurate reports when needed.
Safety Features
One less thing to worry about is visitor and employee safety as the features are baked into the software. These include helpful features like watch list screening that taps into public records for enhanced security, and evacuation notifications if an emergency occurs.
Secure Data Storage
Hacking incidents are rising steadily, with cybercriminals getting audacious by the minute. Therefore, you have to collaborate with a company that you trust with employee and visitor data because your organization will be liable for any data breaches.
Amazing Customer Support
The visitor management system has to work 24/7 as you might need to handle deliveries, which typically happen after business hours. As a result, the visitor management software must have 24/7 support to ensure it works flawlessly even when you’re out of the office.
Conclusion - Visitor Management Software Is an Efficient Way to Grow Your Firm
Visitor management software is crucial to your business if you intend to welcome your guests professionally and generate a good impression. It’s a system that takes care of receiving, processing, and monitoring visitors coming to your worksite.
That could include visitor badges for security purposes, temperature scanning to limit entry for sick guests and employees, and electronic visitor logs to ease contact tracing. Visit Greetly today for more information on visitor management systems.