Visitor Management System

Preregistration and Pre-Appointment Confirmations

A great visitor experience starts well before that person arrives at your workplace. Rather, as soon as a host decides to invite a guest, your visitor management system should get to work. Preregistering visitors should be fast and happen within the tools your employees are already using, like their Outlook or Google calendar. Guests can then receive a warm pre-appointment invitation, including the address of your workplace, driving and transit directions, and what to do upon arrival. Check-in should be one click away. Of course, tracking the visitor experience also starts the moment they are registered. When your reception software incorporates appointment confirmations, admin staff, security teams, and all employees will have additional information to use in order to quickly process each guest and give them a warm welcome.

Nondisclosure Agreement Acknowledgment and Signatures

The NDA is another part of the entry process that many businesses use today. After all, your worksite houses people collaborating on future plans and IT equipment with your most important intellectual property. This type of agreement goes beyond the entry process and provides more specific restrictions on what the visitor can and cannot share once they have left the premises. A visitor management system should capture electronic signatures on NDAs and store them in the cloud or push them to your servers.

Visitor Handoff

Different organizations carry out this step in various ways, but visitors in larger premises are often escorted to the location of their host contact. This step provides an added layer of security not only for the facility but for the personnel within. Another approach is to ensure that the guest is knowledgeable of their assigned area by providing them with precise directions or a map. 

Entry Process

This step normally involves a sign in app or registration that can include the use of a keycard, badge, or other access tokens. More advanced systems incorporate screening tools for facial recognition, personal identification or information, or other methods for identity validation.

Temporary Access Control

Some visitors may require access to secure locations while staying on the premises to complete various business tasks. Some organizations provide guests with temporary access control. Maybe it allows them to open one door once. Or a series of doors, with access to an elevator bank and the parking garage for the entirety of their stay. Access controls credentials can be turned off at a scheduled time or at a moment’s notice.

Why Is Visitor Management Important? 

The traditional, paper-based visitor management systems that were used in the past are no longer an effective means of keeping track of guests. Besides not being private, they were impersonal, required manual data entry to digitize, and generally were time-consuming and difficult to manage. What a waste.

Using a modern and comprehensive visitor management software, such as our solution at Greetly, can provide organizations with numerous benefits. Here are several major advantages why all businesses today should replace their legacy processes and use a digital sign in app.

It Reinforces Your Brand 

Modern visitor management software applications provide organizations with a way to reinforce their branding from the moment a guest enters their reception area. Greetly will only show your brand logo, colors, and otherwise met your branding guidelines. In fact, all text can be customized to showcase your brand tone and personality.

Impress Your Visitors

Was it Albert Einstein who said you only get one chance to make a great first impression? Maybe he was too busy working on his theory of relativity, but it's still very accurate. And especially true for brands that aim to provide their guests with unique and memorable experiences. No matter the size of the organization, an ideal visitor management solution can provide them with the ability to make professional, lasting first impressions for everyone that enters their premises.

Improved Office Efficiency 

Visitor management solutions such as our Greetly platform allow users to create and design unique workflows. With features such as custom visitor check-in process flows, lightning-fast host notifications, being able to create badges, maintaining compliance, capturing digital signed NDAs and other documents, and creating and pulling reports check-in times can be significantly reduced.

Preregistration forms may even be used and sent to third parties before their scheduled appointment to further streamline the whole check-in process. After completing the preregistration processes on their own time and devices, visitors that arrive on-site can skip the wait and only need to scan a QR code to complete their check-in. 

Enhanced Data Security 

To make sure that sensitive company information remains confidential and secure, visitor management system settings can be configured to limit data access visitor data. Forget the old paper logbook you would flip through to see who else was onsite, Greetly offers best-in-class user privacy, data security, and GDPR compliance. Not only can visitors not see who entered before them, but with different user roles, Greetly can restrict visitor information to certain staff members, like management, admin, and security personnel. This restriction of information can help you prevent potential breaches since only a few, trusted individuals can access personally identifiable information (PII).

Modern Reception 

There is a huge difference between utilizing the outdated guest log and a comprehensive visitor management system. Not only is the latter more convenient and easy to use, but it’s also more efficient and effective overall. 

Reduced Waiting Times 

The host notification feature of visitor management systems can effectively reduce the waiting times for organization visitors. These instant notifications are extremely useful in modern visitor management for both the hosts and visitors alike. With media options such as notifications through text and email, companies can stay updated with their visitors while providing them with several communication options. This allows your team to be notified even when they are away from their desk.

Better On-Site Transparency 

With automated third-party interaction records as well as check-in data, organizations can develop insights that they can use internally and externally. For instance, authorized staff can create various reports according to the capabilities of the system and the information obtained. 

Such reports can be beneficial in a situation where on-site arrival and departure from secure locations are necessary. On-site transparency can be improved particularly when each visitor can be scrutinized based on how many times they entered and left and whom they met within the premises. 

Efficient Contractor Management 

Managing contractors isn’t always a walk in the park, especially where time-on-site and access levels are concerned. In most instances, traditional visitor management procedures simply trust contractors to stay within areas where they are authorized without any means to enforce it. 

With a modern visitor management solution, businesses can easily configure their systems to cater not only to their staff and clients but also to third-party contractors. Authorized personnel is provided access to vital details within the system to ensure that all contractors are compliant with the organization’s process to ensure greater physical security.