What You Need to Know About Visitor Management Systems in the Philippines
A visitor management system in the Philippines is an important aspect of any functioning building. Thousands of visitors arrive in office buildings every day. It may be difficult to record large volumes of visitors per month. Most buildings still prefer using manual methods to manage their visitors. This can be overwhelming for employees managing visitors on a daily basis. Manually managing visitors leaves room for human error. It would be very beneficial for facilities to start shifting to a visitor management system. Visitor management has never been easier in a new age. Buildings can now optimize their visitor management with innovative, future-proof technology.
Imagine a much more streamlined experience when managing the thousands of visitors that are going into your building. Making sure that your building is secure starts with an effective management system. Visitor log books are an outdated method that can slow down front desk operations. The modern age calls for a seamless and streamlined transition. If your goal is to be ready for the future, then it’s time to let go of out of date methods.
What is a Visitor Management System?
A visitor management system is an electronic rendition of a manual visitor log book. It’s an automated method to monitor the visitors in your building. This has various advantages over manual methods. Manual methods are slower but still, many buildings use these methods. It’s an effective method before visitor management systems were implemented.
Nowadays, visitor management has moved towards a much more convenient process to monitor individuals who visit their buildings. Visitors may range from applicants, potential investors, and company guests. It’s very important to monitor who goes in or out of the building. If you’re a corporate real estate developer, your tenants put their trust in you to keep their facilities safe. Trespassing can be a potentially traumatic experience, especially when losses are involved.
Visitors from your building have different backgrounds and identities. You can have regular visitors. Some days, you have one-time visitors. There should be no bias when it comes to managing them. The moment you begin to be biased towards certain visitors, particularly regulars, this could put your whole operation into shambles.
The first way to prevent any prevalent problems is to secure their identification. Any valid ID such as a driver’s license, a passport or other government IDs will be sufficient. Business cards never offer valid identification. The information on business cards can easily be fabricated. From the point of view of security, this could potentially put the whole establishment at risk. Proper identification should always be able to answer the following questions to avoid any risks. Are you able to identify the person seeking access to a specific facility? Can these presented documents prove who they say they are? If honest answers are unavailable, denial of entry should be the next step.
Every visitor asking for access to your building should always present a valid reason. Visitors should usually be upfront about their reasons. However, if they are not able to justify their reason, take this as a warning sign. Common visitors might be employees who are just arriving and preparing for a meeting. The host should be able to verify and inform security ahead of time to avoid any problems.
Your visitors should have a valid visitor pass upon granting entry. However, these passes shouldn’t be abused. The visitor pass issued should be easily seen on the person. A visitor management system can program ID cards with RFID chips to ensure that the visitor is only allowed to access certain areas of the building. If an escort is required for a particular visitor, it should be prepared prior to their arrival in order to save time.
Another method to keep your building secure is to thoroughly check if they have unauthorized items within their belongings. It may seem a bit excessive to have various belongings scanned through an x-ray or to have security probe their bags. In this day and age, you can never be too careful when it comes to security.
These thorough steps and a proper visitor management system in the Philippines can fully optimize and secure your building. Taking the necessary precautions can make sure that your tenants and properties are secure from any threats. Small steps have big impacts, especially if your tenants know that they’re safe.
Benefits of a Visitor Management System
The benefits of a visitor management system outweigh the cons. First, let’s take a look at the traditional method of managing visitors. Traditional methods such as a pen and paper system make it difficult for security to properly monitor and keep track of people on such short notice. Having to carefully scan each page for details about visitors can waste a lot of time, especially in emergency situations. If your person of interest logged their details days or months prior, it could take days before security can pinpoint the details.
Log books are made of natural materials that can catch fire or get easily damaged by water. Insects could also damage the paper and if you’re planning to search for specific persons of interest, it might be difficult to flip through the pages. Significant wear and tear can obscure the information you’re searching for. In the end, using paper isn’t environmentally friendly and sustainable as well, especially if you’re into saving the environment and money on paper. This is where an effective visitor management system in the Philippines shines.
First of all, your records will not be compromised easily. Your visitor management system might feature a cloud-based system, which in the case of hardware failure can save all your precious data. Utilizing a powerful visitor management system with a fail-safe can prevent any gaps in your record.
Saving time is always beneficial. When it comes to door access systems in the Philippines, logging in multiple visitors can take a significant chunk of time. Completely digitizing your records can make the search exponentially faster. The information you need is just a few seconds away with an optimized visitor management system in the Philippines. ID scanning can also become a streamlined experience. If your system has the ability to print out badges and name tags, this can enhance the overall experience of visitors. As well as allowing security to properly identify visitors when they’re out and about.
Visitor management systems also go beyond just record keeping. Your new system may also have the ability to track peak hours, most visited areas, and most visited employees. These tidbits of information can be an important aspect of improving your visitor management protocols. Listed below are some of the other benefits of investing in one.
Implements Digital Efficiency
Every day, your business will experience numerous changes in scheduled visits, meetings, deliveries, and more. Yet, these changed details can be overlooked and missed due to human error. Even the smallest detail can lead to your front desk having trouble accommodating visitors.
By implementing digital efficiency through utilizing a visitor management system, you can remove the manual processes of inputting data. The system speeds up workflows and reduces the amount of work needed for managing visitor information.
With Matrix V, you will also have a system built around compatibility with third-party software and operating systems. This allows for easy data sharing, as well as data automation between multiple information applications. By lessening redundant or inconsistent entries, your database’s reliability improves.
With visitor management systems, you will be able to access real-time monitoring applications, improving the security of your building. These systems can send out alert messages for security breaches and unauthorized access to specific locations. With these timely updates, you can improve your response time to these security threats, and implement a prompt response to your employees or police.
Matrix V modules also add to these security measures with their powerful transaction logging and database features. With this, your business can collect and compile thousands of transactions from different points of interest within your building. Stored data can be used for auditing or for giving reports — all accessible on-demand with a simple click.
Improves Visitor Experience
Your visitors’ experience is vital to building your business reputation. It can influence their decision on visiting your organization again, and whether or not they will endorse your organization to potential clients.
When these people come into your building, the presence of a visitor management system will improve their overall experience. Technologically minded persons will be pleased with the digital transactions. The system will ensure that their scheduled meetings with your employees are conducted on time and with ease. In addition, digital capabilities can promote their sense of security and efficiency.
Reduced Overhead Costs
One of the most noticeable benefits of implementing such a management system into your processes is the reduced overhead costs. This is thanks to the enhanced efficiency and productivity of employees. As processing visitor information and other relevant scheduling take less time, your employees would be free to devote their time to more pressing matters.
Additionally, these reduced costs also come from eliminating pen and paper supplies used by traditional visitor management methods. For example, it used to be that guests had to manually log into the business’s books, and don a temporary name tag or badge while inside the premises.
With new digital means, all of this can be done online or logged onto the system, and your employees could use reusable and reprogrammable passes to let your guests access certain areas.
Thus, these systems improve productivity while also giving a huge return on investment by reducing recurring costs from manual methods.
Allows System Mobility
Your visitor management system can also improve your business mobility and help to keep you connected even from a distance. While this is not a common feature for most other options in the market, ELID’s Matrix V Systems allow for extensive customization of your interface, and can also be accessed from several workstations.
Matrix V Systems provide numerous ways for you to import your floor plans and configure security systems, which helps ease the setting up of the software. Additionally, you can access this software from up to thirty-two different workstations, which are connected locally or remotely through the internet. Both of these features help to improve mobility and allow you to check in on the system even from another country.
If you’re worried about the wrong people using any of your multiple workstations to access your system, don’t be — you can also restrict what functions are accessible, what users can access these, and set up additional protection with user login and passwords.
Provides System Customization
In addition to mobility, the customization of your visitor management can also be improved by using ELID Matrix V. One feature of this system that provides customization is through Event-Driven Outputs. This allows you to define special behaviors in response to certain events in your building. These behaviors are triggered when a particular transaction type is detected by a reader.
For example, if a reader detects unauthorized access to a restricted zone, a special behavior that you can program is automatically locking doors to prohibit exit from the zone. This helps to trap the perpetrator and keep them from escaping while you call the police.
You can also set up Reaction Tables, which is a programming control that activates a set of actions when predetermined conditions occur. This feature is user-defined, and can be programmed for any purpose you can think of — the possibilities are nearly endless.
For example, you can program your lights and air-conditioning to turn on as well as have doors unlocked for guests before a scheduled event occurs. You can also have them automatically shut off and locked when all your guests and employees have exited the premises.
The Importance of Visitor Management
It’s important to keep your tenants safe at all times. Feelings of safety can improve morale. It can be comforting to know that any threats have been screened prior to entering the building. You can expect that your building or office will have busy days and rifling through thousands of entries can certainly become a daunting and tedious task. With a visitor management system in the Philippines, ensuring safety is more effective.
Compliance documents and procedures are some of the items and information a visitor needs to know before gaining access to the building. Visitor management systems in the Philippines can streamline this process. Transitioning from traditional log books to a visitor management system can also improve the image of your building. Visitors’ point of view will definitely shift to a modern and professional standpoint.
An effective visitor management setup will enable staff to easily schedule visitors. Unexpected arrivals will no longer be a prevalent problem. Repeat visitors will also have an easier time gaining access to the building without compromising security. A well-informed staff and security plus a streamlined visitor management system can ease a lot of stress for employees, making them do their job more effectively.
Reasons Why You Need a Visitor Management System
There are so many benefits in incorporating a visitor management system in the Philippines for your building. You may be asking, even if there are various benefits, why should you start shifting from traditional pen and paper logbook to an electronic visitor management system? You can say that if it’s not broken why do you have to fix it, but that’s not always the case. If you want better security and optimized operations, you should have a visitor management system.
Yes, you need a visitor management system. This is one impenetrable way to keep visitor data secure. The information about who’s visiting your building should always be kept confidential. The visitor management system eliminates the dangers of a pen and paper system. Undesirable individuals can simply look at the log book to gather much-needed information such as contact numbers or addresses. Compromising this information could put your visitors at risk. With a visitor management system, you and your visitors will be assured that they’re protected from a breach.
If you’re having a difficult time auditing who’s visiting your building, a visitor management system can make this process easier for you. Should something happen within the premises, all individuals should be accounted for. Tracing who’s within the premises and who’s responsible as a host for that day can help rule out and validate who was within the building at the time. The lobby of your building will always be the first line of defense against letting the wrong people inside your building.
Receptionists are no longer limited to just simply recording who goes in or out of the building. They are now required to perform various tasks such as coordinating meetings, answering phone calls, documentation, delegating visitors, and managing visitor badges. These tasks are a heavier workload compared to before. Why not make the receptionist’s tasks easier with a visitor management system? Environmentally, you can also reduce the paper clutter. Using devices such as tablets can make work more efficient with the added bonus of decluttering the front desk.
Are you stuck with an outdated brand identity? Using a visitor management system can fix that. You can simply add the necessary logos and branding on guest passes, strengthening a good first impression. Guest passes can be updated to incorporate an expiry date, encouraging visitors to immediately return their passes. This will also prevent any forgery and possible illegal access to the site in the future.
In the event of an emergency, you can be assured that all your guests are accounted for. Emergencies such as fires and criminal activities can help alert authorities about any possible missing individuals. An effective visitor management system can quickly pull up information at the moment of emergencies and send the data to the police. In a panic, information can be overlooked and deploying visitor management can ease these problems.
Effective Visitor Management Systems in the Philippines with ELID Technology
Visitor management in the Philippines is essential for a streamlined visitor experience. Providing the best experience for your guests can significantly improve operations by allowing your staff to do what they do best. Visitor management with the use of pen and paper is still effective today but if you’re the type to go with the trends, then shifting to a visitor management system is the right decision. This system can eliminate a lot of problems caused by traditional pen and paper methods. Your receptionist can audit and pull up records much easier compared to traditional methods. This can certainly help hold any visitor accountable when it comes to their access. As mentioned earlier, your first line of defense is your lobby and optimizing how you manage your visitors can keep the whole facility safe if problems should arise.
Whether it’s a hotel lock system in the Philippines or otherwise, ELID Technology Intl. is ready to take your intelligent building and facility to the next level with their state-of-the-art visitor management systems. ELID can guide you in taking the right steps to a more secure and safe facility. You can choose from the various comprehensive and advanced visitor management technologies that fit your facility. ELID is a world-renowned name when it comes to identification systems. Take a risk and put your trust into ELID’s high-quality, client-focused technology. ELID can be easily reached through phone or by email. Take a step forward for a better, optimized future today with ELID Technology Intl. Click here to learn more about our products and services!