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What is Visitor Management?

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  • What is Visitor Management?
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It seems obvious, but there’s much more to managing visitors in your workplace than you may realise.

Visitor management is a process that enables organizations to manage and monitor visitors who come into their premises. The process involves collecting information about visitors, managing their access, and ensuring their safety during their visit. The objective of visitor management is to provide a safe and secure environment for employees, visitors, and the organization as a whole.

In this insight article, we will explore the concept of visitor management, its importance, and the various tools and techniques that organizations can use to implement an effective visitor management system.

Why is visitor management important?

Visitor management is essential for any organization that welcomes visitors into its premises and vendors who include features that provide the best benefits can help businesses stay safe and provide more safety overall. 
According to Future Market Insights (FMI), visitor management solutions are growing in adoptions due to stringent government regulations and policies needing to be followed by most organisations to maintain visitor data records.

The benefits of an effective visitor management system include:

Enhanced security: An effective visitor management system can help organizations identify and track visitors entering and leaving their premises. By knowing who is on site, an organization can control access and reduce the risk of unauthorized individuals gaining entry.

Improved safety: A visitor management system can help organizations ensure the safety of their visitors. For example, if there is an emergency on site, the organization can use the visitor management system to identify and locate visitors quickly and safely.

Better organization: Visitor management can help organizations manage their visitors more efficiently. By automating the visitor registration process, organizations can save time and reduce the administrative burden on their staff.

Enhanced customer experience: A well-designed visitor management system can help create a positive impression on visitors. By streamlining the check-in process, visitors can have a better experience during their visit.

What are the key components of a visitor management system?

The key components of a visitor management system are:

Pre-registration

Pre-registration allows visitors to register their details ahead of their visit. This can help speed up the check-in process and improve the visitor experience. Pre-registration can be done through a web portal or via email.

Check-in

Check-in is the process of verifying the visitor’s identity and collecting any additional information that may be required. This is typically done by signing in using a QR code with your smartphone, or by using a check-in kiosk or a tablet.

ID verification

ID verification is a critical component of visitor management. It involves checking the visitor’s ID to ensure that they are who they say they are. This can be done using a variety of methods, including scanning the visitor’s ID, taking a photo of the visitor, or using facial recognition technology.

Access control 

Access control involves managing the visitor’s access to different areas of the premises. This can be done using visitor badges or access cards.

Visitor tracking

Visitor tracking involves monitoring the movements of visitors while they are on site. This can help organizations ensure that visitors are only accessing areas that they are authorized to visit.

What are the different types of visitor management systems?

There are several different types of visitor management systems, including:

  1. Manual systems: Manual systems involve using paper-based systems to manage visitors. This can include sign-in sheets or visitor logs.
  1. Basic electronic systems: Basic electronic systems involve using a computer to manage visitors. This can include check-in kiosks or tablets.
  1. Advanced electronic systems: Advanced electronic systems involve using more sophisticated technology, such as facial recognition, to manage visitors.
  1. Cloud-based systems: Cloud-based systems allow organizations to manage their visitor management system remotely. This can be useful for organizations that have multiple sites or for those that have a large number of visitors.

What are the benefits of using a cloud-based visitor management system?

Cloud-based visitor management systems have several benefits over traditional paper based, on-premises systems. These systems are more flexible and can be accessed from anywhere, which can be useful for organizations that have multiple sites or for those that have staff who work remotely.

When it comes to scalability, cloud-based systems can be easily scaled up or down depending on the number of visitors the organization receives. Along with scalability, a more important concern is how data is captured and stored securely. Cloud based systems also have robust data security measures in place, which can help protect sensitive information about visitors. Using cloud computing, the latest security patches and features can be automatically updated, which can help protect against security vulnerabilities.

Overall, a cloud based visitor management system can be more cost-effective than traditional, on-premises systems. This is because there is no need to invest in hardware, software, or IT infrastructure. Most vendors offer a monthly or yearly subscription fee, which reduces overall costs whilst gaining more efficiency across the organisation when monitoring and greeting visitors into the workplace.

What are the key features of a cloud-based visitor management system?

The key features of a cloud-based visitor management system include:

Online pre-registration: Visitors can pre-register their details online, which can help speed up the check-in process and improve the visitor experience.

Check-in kiosks: Check-in kiosks can be used to verify the visitor’s identity and collect any additional information that may be required.

ID verification: ID verification can be done using a variety of methods, including scanning the visitor’s ID, taking a photo of the visitor, or using facial recognition technology.

Visitor badges: Visitor badges can be used to manage the visitor’s access to different areas of the premises.

Reporting and analytics: Cloud-based systems provide real-time reporting and analytics, which can help organizations identify trends and improve their visitor management processes.

Integration with other systems: Cloud-based systems can be integrated with other systems, such as access control and security systems, to provide a seamless visitor management experience.

What are the best practices for implementing a visitor management system?

To ensure the successful implementation of a visitor management system, organizations should follow these best practices:

  • Define the scope: Clearly define the scope of the visitor management system, including the objectives, requirements, and expected outcomes.
  • Identify stakeholders: Identify the key stakeholders who will be involved in the implementation and operation of the visitor management system.
  • Select a vendor: Select a vendor who has experience in implementing visitor management systems and can provide the necessary support and training.
  • Customize the system: Customize the system to meet the specific needs of the organization, including branding, workflows, and access control policies.
  • Communicate with visitors: Communicate with visitors about the new visitor management system, including what information will be collected and how it will be used.
  • Train staff: Train staff on how to use the visitor management system, including check-in procedures, ID verification, and access control policies.
  • Test and refine: Test the visitor management system and refine it as necessary to ensure it meets the objectives and requirements.
  • Monitor and evaluate: Monitor the performance of the visitor management system and evaluate its effectiveness in achieving the objectives and requirements.

Summary

Visitor management is a critical process for organizations that welcome visitors to their premises. It involves collecting visitor information, managing their access, and ensuring their safety throughout their visit. Over time, the traditional visitor management process has evolved from manual sign-in sheets to electronic and cloud-based systems, with more advanced features that improve the visitor experience, such as QR code check-in, sign-in app, and check-in kiosk.

One of the most significant technological advancements in visitor management is the use of QR code sign-in. QR codes are becoming increasingly popular in different industries, and the visitor management space is no exception. QR code check-in allows visitors to sign in with a QR code, which is generated on their mobile device during pre-registration. When the visitor arrives, they can scan the code at a check-in kiosk, and their details will be automatically pulled up, speeding up the check-in process and improving the overall visitor experience.

Employee sign-in is also a critical aspect of visitor management. In many cases, employees may also need to sign in and out of the premises, and using a sign-in app can simplify the process. With a sign-in app, employees can quickly sign in and out using their mobile devices, without the need for a physical sign-in sheet or kiosk. This reduces the risk of transmission of contagious diseases, eliminates the need for manual data entry, and saves time.

Check-in kiosks are another essential feature of modern visitor management systems. Check-in kiosks can be used to verify the visitor’s identity, collect additional information, and issue visitor badges, all in one easy-to-use interface. This feature can also help organizations comply with health and safety regulations, such as contact tracing, by collecting data on visitors.

Implementing a visitor management system with QR code check-in, sign-in app, and check-in kiosks can significantly improve the overall visitor experience. Visitors appreciate the convenience and speed of signing in and out, and organizations benefit from increased efficiency, reduced costs, and improved security.

The evolution of visitor management systems has led to the development of new features such as QR code check-in, sign-in app, and check-in kiosks. These features have made the visitor management process more efficient and secure, while also enhancing the visitor experience. Organizations should consider implementing a visitor management system with these features to streamline their operations, ensure the safety and security of their premises, and provide an optimal visitor experience.

Conclusion

Visitor management is an essential process for any organization that welcomes visitors into its premises. The process involves collecting information about visitors, managing their access, and ensuring their safety during their visit. The objective of visitor management is to provide a safe and secure environment for employees, visitors, and the organization as a whole.

There are several different types of visitor management systems, including manual systems, basic electronic systems, advanced electronic systems, and cloud-based systems. Cloud-based systems have several benefits over traditional, on-premises systems, including flexibility, scalability, data security, automatic updates, and cost-effectiveness.

To implement an effective visitor management system, organizations should follow best practices, including defining the scope, identifying stakeholders, selecting a vendor, customizing the system, communicating with visitors, training staff, testing and refining, and monitoring and evaluating.

Overall, visitor management is an important process that can help organizations ensure the safety and security of their visitors and employees, improve the visitor experience, and manage their visitors more efficiently.

To get in touch with one of our team and learn more about visitor management please visit our contact page or call us on +613-8319-0976. Alternatively, you can trial our solution by signing up online at https://online.ezysignin.com/signup.

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