What is Visitor Management?
The process of tracking and controlling visitors that come and exit from your organization’s premises is referred to as visitor management. Whether or not your space has a receptionist, visitor management is critical for the safety of your employees and the company.
As enterprises are obliged to step up their game owing to increased hazards connected to health, safety, and compliance standards, visitor management systems (VMS) are becoming more prevalent in the workplace and are expected to grow from US$1.1 billion in 2021 to US$ 2.3 billion by 2026.
There are several types of VMS that exist:
- Self-service visitor management: Check-ins are done at a kiosk. Visitors must queue, fill out the information, and present needed documents in order to receive a guest badge.
- Staff-administered VMS: The software is used by an organization’s staff to monitor and control visitors.
- Computer-based VMS: This is a single-window computer system that allows a corporation to monitor and control visitors. For a better experience, it can collect data in real-time and automate tedious activities.
- SaaS-based VMS:Â This is third-party software that monitors and controls visitors from a variety of organizations. Organizations don’t have to worry about managing infrastructure or spending time on maintenance because service providers take care of it, and the pricing is reasonable.
Why do you Need Visitor Management?
A visitor management system can assist firms in effortlessly adapting to changes while providing the greatest services, products, and visitor experience possible.
Organizations need such a system to track and control visitors, especially in the context of the Covid-19 pandemic. VMS enables enterprises to respond to new difficulties while also ensuring the safety of your employees and guests.
Better visitor experience
Providing a positive visitor experience will enhance your brand’s reputation and encourage more people to visit. People will prefer you over the competition if you make sure they leave your space having had a pleasant experience. A VMS can assist you in accomplishing this by allowing you to handle everything with simplicity while minimizing visitor inconvenience.
Streamlined reception process
A robust VMS will allow you to streamline the entire visitor process from arrival to departure. Using a VMS system, your team can treat your visitors accordingly with the reason for their visit. It will also assist you in managing meetings and ensuring that they begin on schedule and that visitors do not become frustrated while waiting in the lobby.
Safety and contactless tracking
VMS software assists you in performing contactless visitor tracking and administration. It also ensures that everyone inside your building is safe. As a result, you’ll be more protected against health problems like COVID and other infectious diseases. Furthermore, the software will assist you in protecting your company from threats such as intellectual property theft.Â
Compliance
You can use your VMS to keep track of critical data collected from visitors, such as personal information, identification, medical documents, and other documents. It will make it easier for you to handle them and maintain track of them so you don’t run into compliance issues.
Top 5 Visitor Management Systems
1. iLobby
A global leader in enterprise visitor management, iLobby is trusted by international airports, major banks, Fortune 500 companies, and the government to manage, monitor, and track visitors.
For identification, a user must scan the Photo ID Card document using a dedicated scanner or built-in camera to obtain the information. A third-party or internal watch list database can be used to check for undesirable visitors instantaneously and flag or deny them.
In the event of an emergency, the VMS notifies all employees and provides a list of individuals on the premises to aid with the headcount. It automates the time-consuming and labour-intensive process of authenticating, monitoring, and screening persons across all locations to ensure compliance, safety, security, and privacy.
iLobby allows you to screen visitors, contractors, employees, returning visitors, meetings, events, and so on. Additionally, the software secures your space by verifying who is present, streamlining the sign-in process, and automating compliance, security and control of the physical access. Integrations with corporate tools such as Skype for Business, Google Hangouts, Slack, voice calls, etc. are also available with the system
2. Envoy visitors
Envoy Visitors keeps your workplace secure with the visitor management system and saves you time. Check who, why, and when someone is visiting and restrict the visitor who doesn’t meet your criteria.
Additionally, Envoy Visitors offers touchless sign-in options to keep your workspace safe and removes the need for tracking down employees and keeping track of the signed documents or handwriting badges. Instead, you receive everything on a single dashboard where you can track everything you want and download documents when needed.
More features include sending directions to the workplace, surveying them to know their experience, and making them say wow with an iPad sign-in.
The software also allows you to create multiple options for sign-in that ask various questions to know the purpose of every guest’s visit and sends instant notifications automatically upon guests’ arrival.
3. Greetly
Greetly’s visitor management system is user-friendly and fully customizable. The platform offers features that can take the place of a typical receptionist and lets you integrate with well-known CRMs and chat apps.
As soon as the guest completes the sign-in process, the tool ensures that the appropriate member is contacted. You will receive rapid alerts regarding your guests’ arrival no matter where you are, allowing you to take action promptly.
Greetly’s goal is to make the interface easier to understand for guests and for you to use at the front desk. It happily extends the ethos to the other interface functions as well. The setup process takes only a few minutes, and you’ll be ready to utilize it the next day.
With fully customizable check-in routines, the product can represent your company the way you want it to. It collects all visitor data and simplifies it so that visitors have the greatest possible experience. You may also tailor the greeting interface to your and your clients’ needs, using Greetly to assist you.
Greetly produces badges with visitors’ photographs, details, and other pertinent information instantaneously, which is an important aspect of any front desk. It provides a free demo and a step-by-step guide to help you get started.
4. Sign in App
Sign In App is a modern workplace VMS app that is both safe and clever. This program can be used for visitor management, contractor and staff sign-in, and desk room reservations. It comes with Spaces, a smart and flexible meeting and desk room booking add-on.
The platform enables you to fully utilize your workforce while also successfully managing your capacity. You can also allow your visitors to sign in using a QR code reader on their smartphones. Contactless sign-in is secure and fully adaptable for the industry, so your guests won’t need to download a separate app.
You’ll also have access to features such as an evacuation list, numerous sites, languages, events, delivery, a welcome screen, integrations, unique badges for each visitor, notifications, and more. Create your own bundle or sign up for a 15-day free trial. You can upgrade to a premium subscription at any moment if you find it beneficial.
5. WhosOnLocation
With WhosOnLocation, you can keep your employees and guests secure when working off-site and on-site, with wellness checks, contact tracing, touchless sign-in, and more. This software is a full-featured system that handles pre-registrations, visitor identification, contact tracing, security warnings, and guest policy awareness.
Manage contractors’ hazard notice compliance, induction management, and attendance across many facilities. To enhance site security and profiles, you can also control staff rights and presence. In addition to this, everything is backed up with insightful data and reporting.
Get self-verification, evacuation and mustering reports, insight and collaboration, and manual roll calls as well as other emergency features. To keep your facilities safe, only allow qualified and authorized employees, contractors, and visitors access.
WhosOnLocation assists you in screening visitors, contractors, and workers in order to limit the danger of intruders or unauthorized visitors. Also, double-check who is permitted on-site and has passed a health screening.
Return safely while respecting privacy and staying compliant globally with Proxyclick. Desk booking is an easy, safe, and simple way to welcome employees to the workplace.
Conclusion
These days, visitor management systems are in high demand across a wide range of sectors and corporate sizes. The software can help you provide an excellent guest experience while still meeting your organization’s safety, security, and compliance requirements.