Visitor management security system are becoming more popular due to their ability to boost security, help you stay compliant, and simply inform you about who is onsite. Regardless of size, all organizations must deal with visitors. This includes clients, vendors, personal visitors to employees, and interview candidates. Keeping a record of every visitor is crucial for an organization but can be cumbersome at the same time. You must always be aware of where they are and why they are there. Who are they visiting within the company? How frequently do they visit? How long are their scheduled visits? A robust visitor tracking software can answer all your questions by tracking visitors in real time.

What is Visitor Management System?

A visitor management system (VMS) is a solution that enables organizations to streamline and automate their visitor management process by monitoring, tracking, and recording visitor information using technology. Conventional methods of recording visitors, such as a guest book or physical entry system, are time-consuming, and inexact, and do not provide the same level of data security that a visitor management system can. A digital visitor management system will transform your operations from old-school and manual to sleek, modern, and automated. It will automate your operations by reducing the time-consuming, manual tasks that your front desk or security team typically performs during the visitor management process.

Visitor Management process

Regardless of the visitor management system, there are some aspects of the guest handling process that are universal. Most are completed so quickly that little thought is given to the process. Each step, however, is critical to the operation of your organization, the security of your employees and data, the guest’s comfort, and, most importantly, the overall efficiency of time spent. The following are the most critical visitor management steps:

1. Capture visitor’s information: Every workplace requires an efficient method for registering visitors and informing employees that their visitors have arrived. However, most businesses prefer to have employees focused on critical tasks rather than being tethered to a reception desk. That’s where the visitor registration system comes in. It records each visitor’s name, company affiliation, contact information, host, and reason for visiting.
2. Visitor sign-in: The visitor sign-in system differs from one organization to the next. It is possible to use an access control system, a kiosk, or a front-of-house team member to automatically sign in employees as they enter the geofence. Guests can sign in at the reception desk, a self-service kiosk, or by scanning a QR code. The employee or visitor enters their identifiable information, including who they are visiting, and answers any compliance questions using the chosen sign-in system.
3. Host notification: Any visitor who comes to your office is looking to connect with someone. Having a digital visitor check-in system with a visitor management system can be a simple solution for visitors. It can notify the host of a guest’s arrival automatically using the host’s preferred method. A digital system can be configured to communicate with hosts via email, text, phone, Slack, or all of the above.
4. Visitor check-out: Visitor checkout is perhaps the most overlooked step in visitor management but it is just as significant as the check-in process. It is imperative for guests to sign out as they leave the location in order to ensure accurate record-keeping and security. Guests can log out using the same methods they signed in with: receptionist, security guard, self-service kiosk, or QR code. It is therefore critical that the software be capable of recording who is on the premises. It should keep track of how much time they spent in the building, where they went, and when they left.
5. Maintain a visitor’s log: The final step in a comprehensive visitor management process is to keep a visitor log, preferably in digital form. A visitor is greeted, identified, signs in, meets the host, and then signs out. The log of these visits is then saved so that it can be accessed at any time from the cloud-based visitor logbook. It is the last link in the chain of a successful visit and a smooth process.

truMe Visitor Management system for security

It is evident that to create an efficient, pleasant, and productive reception area, you must install Visitor Management Software for your organization. Following are certain benefits offered by truMe visitor management system that can provide better safety and security to your company:

1. Controlled access and pre-verified entry: To ensure maximum security, visitor access is granted only after their identity has been verified. This is accomplished by using OTP to verify phone numbers in real-time, scanning and storing identity documents, and photographing them. Aside from these, the host employee can accept or decline the visit.
2. QR code-based entry: After receiving an invitation from the company or an employee, an authorized visitor will receive a QR code via SMS on their smartphone. This QR code can be scanned at the truMe tablet located at the reception to obtain all pertinent visitor information. This includes their name, phone number, identification documents, a photograph, and the host’s name. The host can now accept or decline the visit.
3. Emergency response system: The truMe visitor management system includes an emergency response system that can be used in the event of unauthorized access or an emergency situation.
4. Real-time tracking: Visitors’ entries and exits are constantly monitored and updated, with live data access enabled.
5. Restricted access: Access is restricted and secure, with multiple parameters used to verify visitors’ identities. There is also the option to prevent unauthorized individuals from gaining access, which is useful for maintaining a secure environment.

These are some of the ways in which the truMe visitor management security system can improve business security. This low-cost solution makes it easier to invite and screen visitors, store relevant data, and access it as needed. The security features provided by the truMe visitor management system make it one of the best options for enhanced security measures.

FAQ:

How does the visitor management system work?

A VMS is a cloud-based system which facilitates registration of a visitor through a digital interface. It also allows the host employees to invite visitors on an App. Once the registration/ invitation is through, a digital access pass is generated, which the visitors can use to access the authorized building/ floor/ room etc.

Why is the visitor management system needed?

A visitor management system makes entry and exit of visitors smooth, friction-free and paperless. It gives the visitors security, privacy and convenience and the organization real-time data.