Visitor Management

Visitor management is the proactive screening of every individual who crosses your organization’s threshold. There are different methods for visitor screening, from I.D. badges to electronic registration.  

Visitor management software is a way to digitize how organizations manage and track visitors. Different components can include: 

• I.D. Scanning 

• Electronic logbooks 

• Facial recognition technology 

• Mobile-card readers

A visitor management system is a cloud-based solution that integrates a variety of hardware for you to plan and manage the visitor experience.  

Visitor management can begin even before a person enters the building. Your can enter planned visits into an electronic logbook and send customized access information to guests. 

Once a person arrives, they can check-in at a self-serve kiosk where they can be asked to complete a screening questionnaire, or they can be welcomed at reception where their ID is scanned, and a visitor pass issued. You can also integrate the solution into your access control system to grant temporary access to parts of your facility.  

A visitor management system also helps you keep track of who is in your facility, while also helping you keep sensitive information secure. You’ll have analytics on who’s visiting and visitor volumes, and gain insight into trends and patterns.

Creating an environment where your customers and employees feel safe and secure is extremely important. Visitor Management is the process of keeping track of who is on-site so that everyone can feel more confident that visitors have been consistently processed and screened to ensure compliance and increased safety. 

Yes, our visitor management solution can integrate with your existing access control and identity systems, including human resources, email and calendar, mass notification and guest Wi-Fi management systems. You will benefit from avoiding costly rip and replace activities to extend the usability of your current technologies. An access control system that integrates with a visitor management system can be a powerful combination to help you give or take away access for a visitor, to ultimately keep areas of the facility secure. 

Your approach to visitor management starts with defining your goals. Are you tying to facilitate timed meetings or events? Do you need to screen for security and health? Is it important to create highly personalized and customized experiences? What is your need for insight and analytics into the visitor experience? 

Once you have answered these questions, you can create visitor management procedures and implement the right visitor management technology tailored to your organization. For example, to assess the health of new entrants, you can have health questionnaires or a temperature screening system. If you want to deploy touchless screening systems, set up mobile card readers to scan I.D.s.

The biggest advantage of automating visitor management is that it accurately identifies and tracks visitors, keeping your building secure and your employees safe. An automated system drives operational efficiencies by reducing administrative costs including any costs associated with a potential security breach, along with saving time. An automated software allows you to identify anyone who is in your building at any time and to help ensure compliance. Additionally, you have access to data to analyze and understand visitor patterns or be able to search history. Having visitor management automated allows visitors as they enter your lobby a more pleasant on-site experience along with a seamless pre-registration experience. 

When you’re choosing a visitor management system, confirm that it will accomplish—and hopefully exceed—your security and monitoring goals.  

Go beyond standalone systems—your system should be easy to integrate with your other security platforms, such as fire detection and access control. Scalability is also essential. You’ll want your system to support your organization’s evolving needs, including expanding to other sites.  

Security is just one aspect of successful visitor management. Fundamentally, visitor management is about creating the right experience for your visitors and empowering your staff to deliver great experiences time after time. Map out your desired visitor touchpoints and then determine how they will happen. 

For example, you may want a visitor kiosk where people can fill out pre-registration forms. The system can notify employees who are expecting a visitor when they arrive. You can also verify if the visitor is approved to come in by checking it against a prohibited visitors list.  

Cloud and mobile devices can help to streamline the identification process. Also decide if you want screening technology to identify people through face masks or check their temperature.  

Turn to your visitor management technology to enable automation and digitize manual processes for accuracy and efficiency. Your goal? A positive, safe, and inviting visitor experience.