A Guide to Visitor Management System

Overview

• A visitor management system is a digital tool that enhances security and streamlines lobby procedures.
• The benefits of using this platform include scalability and efficiency.
• An important software feature is user-friendliness.
• Access control devices come in four different control models.
  QR codes, PINs, and card access are examples of visitor credentials.

Businesses prioritize solutions that will maintain their safety in leading a collaborative work culture. Many entrepreneurs lean toward investing in systems that will sustain this.

This article serves as your guide to a visitor management system. Read on to learn why it is an important investment for businesses today.

What is a Visitor Management System?

Traditional visitor management takes visitors and employees to your premises. It’s a procedure that centers on tracking individuals while they are in your location. It varies because of the different policies of organizations and facility types. It is a reception practice that enhances safety measures.

On the other hand, the visitor management system is a comprehensive digital tool that supports the reception practice. It’s a product of constant development on security devices—a mix of software and hardware solutions. This combination allows your lobby staff to work more efficiently and receive important data on your guests.

It is ideal for companies that lead a dynamic and collaborative culture. It welcomes and adapts to the people that visit your premises. The following are examples of individuals your business often interacts with:

• Employees and temporary staff
• Clients and customers
• Vendors and suppliers
• Potential employees or candidates
• Investors and shareholders

Benefits of Visitor Management System

A visitor management system offers many benefits. From enhanced safety measures to data collection, here are a few points why this system can be helpful for you:

• It strengthens the security measures of your property through comprehensive monitoring. Tracking your visitors can be done through information registration, access badges, and integration with other security systems like surveillance cameras.
• It makes front desk procedures more efficient because of a streamlined process. This can be through an automated sign-in process or self-service kiosks.
• It elevates the lobby experience of your guests. With features such as pre-registration and personalized sign-in experience, you can make a good impression on clients, sponsors, and partners.
• It makes employees reach their offices on time. When the lobby is not overcrowded, professionals can easily pass through the area without any hassle.
• It increases accountability on your premises due to formal and extensive tracking, reducing the risk of theft or harm.
• It can collect accurate data about foot traffic. This information is important to make reception strategies more effective.
• It makes business expansion easier because it is an adaptable technology. This means they can be customized to fit the size and unique procedures of your office.

Components of a Visitor Management System

A guide to a visitor management system is not complete without reviewing its essential components. These parts are key to maximizing your lobby procedures.

Software

The software is essentially the brain of the visitor management system. It operates all integrated procedures to make the lobby experience more convenient. It contains all the steps guests need to do or follow with or without staff help. They also keep and secure the data guests input during their registration process.

Visitor management systems differ in software since IT security professionals develop their proprietary products. There are different software available in the market with unique features and abilities. Here are some sought-after qualities people are looking for:

• User-friendly interface for easy navigation for guests, employees, and admin offers.
• Instant notification to employees when clients or VIPs arrive at the lobby.
• Integration to other systems like smart gates, fire alarms, and other security systems.
• Custom questionnaires or surveys to collect visitor experience.
  Pre-registration and registration features.

Access Control Device

Access control devices are crucial components in this system. They heighten the security measures offered by the visitor management platform. These components can be both software and hardware resources. Hardware includes card readers, QR scanners, and biometric devices.

There are four types of control models. Learning these types is beneficial to adapt to a practice suited to your work culture. It is also one of the ways this system can improve your operations.

• Discretionary access control (DAC) is a straightforward and the least restrictive model. It can be beneficial to businesses with multiple managers or in residential properties.
• Mandatory access control (MAC) requires only one person in charge of the database. This administrator has the power to determine who can get access.
• Role-based access control (RBAC) is a non-discretionary access control. They can be customized to fit each individual’s position whether they are temporary or permanent employees.
• Rule-based access control (RuBAC) can change a person’s access depending on factors programmed into it. This can be a time of day when facilities like swimming pools are deemed closed.

Visitor Credentials

Visitor credentials are an important step in visitor management. They serve as the medium for staff to identify them on the premises. They are the result of validated identification during the registration.

They come in digital or physical badges with key information. These details are not restricted to their name, purpose of visit, company or employee responsible, contact number, government ID number, and address. Here are some forms of credentials you can apply to your front desk procedures:

• Printed badges
• QR codes or barcodes
• Access codes or PINs
• Temporary access cards
• Tickets or wristbands

Key Takeaway

A visitor management system enhances your sign-in and sign-out process. It increases lobby efficiency to avoid overcrowding which can lead to frustration for many. Investing in this technology allows businesses to value time and effort, resulting in better workflow and productivity.

At ELID, we believe that a secure property does not need to compromise convenience. So, we offer businesses comprehensive solutions like hotel locks, electronic lockers, smart gates, and more. Contact us and secure the right and quality system for your business.