Advantage of Visitor Management System, Visitors are like guests, so you need to keep their convenience in mind when they walk into your office. At the same time in today’s world, you also need to ensure that your corporate’s security needs are addressed. The Security person at the reception gathers the visitor’s data, issues visitor badges and provides access to enter your premises. 

Does this sole process completely ensure the safety and security of your premises? Or do you feel that there are several loopholes in this process? Let’s take a closer look and probe into some issues that could arise.

What if there is no security protocol, visitors can directly enter into your premises. What is the surety that the information provided by visitors is correct and genuine? If the management person asks the details of visitors and the data book is shredded, how would they retrieve the details? Or worse still just imagine the potential risk of these confidential records reaching the wrong people, due to easy access.

Many more pertinent problems will arise in your mind, but what improvement could you make in the workplace so we can get the relevant solution to these?

An efficient Visitor Management System is the best solution that will provide an answer to all the above questions. This system takes care of everything right from the invitation to checkout digitally. 

Read on to know “Why” an efficient Visitor Management System is important for an organization.

Enhances Your Security

Security is the biggest concern for an organization today. Therefore collecting information on everyone who visits your organization is necessary.

Recognize visitors

A Visitor Management System simplifies the tracking of visitors. It quickly registers the visitor information and notifies the employees about the arrival of the expected visitors. This system also prints visitor identification badges. With this badge on employees will identify them as visitors and restrict them from certain areas where they are not allowed.

Track visitors movement

Using a Visitor Management System, the security personnel can keep records of check-ins and check-outs of all visitors and ensure whether they have left the premises before closing up for the night or at the end of the shift. Furthermore, it should be possible to trace the movement of any visitor within your office space. Advantage of Visitor Management System, The visitor should be in an identified state while still at the workplace, and his/her access level must be defined and visible on the visitor badge. It helps to quickly spot any unidentified visitor, or an identified one in an area where he/she should not be.

Reports & Analysis

An automated visitor management system helps to generate reports in various formats including xls, pdf,  word and rtf. These include visitor login & logout details, pre-registered visitors, visitors given & denied access, badge validity and much more which helps to analyse the pattern of visits.

Protect Visitor Piracy

In a traditional logbook visitors, information is visible to everyone. In such scenarios, anyone can flip through the pages and collect as much information as they choose. 

Especially any salespeople or job interviewees who come into your office can see their competitor’s data if they go through your records. People using smartphones can take snapshots to extract phone numbers and email addresses. This is not a good business practice. That’s why visitors piracy is very important.

Using a visitor management system for logging records and managing visitor’s data is better than traditional methods. The visitor’s information entered in this system is not visible to anyone except the authorized person. Thus visitor’s privacy is secure and protected.

Gives You a Brand Image

Establishing a brand value is very important for an organization especially when someone visits your premises. It hardly gives a few seconds to leave an impression with visitors. And you know the first impression should be very impressive to create a positive impact.

Unforgettable impression on your visitors

Let’s assume that you are expecting a client for a meeting on a regular office day. How will truMe visitor management system help you to create an impressive first impression on your client?

You send an invitation to your clients, informing about the date and time of visit on their mobile phones. This invitation contains links (a digital pass), clients can open those links and pre-register themselves for the visit means they can do web check-in. The invitation message on their mobiles also contains GPS coordinates to your office, so they can easily reach your premises.

You can communicate with clients, send them the parking instructions, and provide them wifi credentials so they can attend the meeting on time. With truMe pre-registration feature, front office executives will be pre-informed of your guests’ arrivals. When clients arrive they can skip the long queues at the entrance. They only need to provide the QR code sent in the invitation mail, once QR code is scanned their entry is done.

Resource Efficiency

An automated VMS is resource positive impact on resources. Less human intervention is required to manage visits of guests at your workplace. Visitors, staff and employees alike can use the software to log-in and out on their own thus freeing up your staff’s time at the reception. A VMS can also take a photo of visitors automatically, print a Visitor ID card for better visitor identification. Your valuable resources can focus more of their efforts on operations, while the VMS handles the mundane, yet cumbersome tasks.

Conclusion

Advantage of Visitor Management System, We have seen how efficient a Visitor Management System is a fundamental building block of your organization’s security. Irrespective of the size and type of your firm, a Visitor Management System has become critical for assured efficiency, security & privacy in this dynamic business environment. Not just private corporates but even government and factories, warehouses, storage facilities, educational institutions, retail outlets, etc. experience a large number of visitors daily. Managing visitors with no accurate automated Visitor Management System is not only time consuming but can also be a potentially risky practice. A Visitor Management System enables you to have complete control of visitors. You can screen each visitor individually and determine whether to welcome that person or politely decline them. Thus you can effectively control the entry of visitors to your premises.