The best visitor management app for the workplace provides a seamless modern experience. Visitors are imperative for every organization, and if there are visitors, there is always a need for a visitor management system. Visitor tracking apps are designed to assist with every aspect of the visitor experience, from greeting to departure. It enhances security, safeguards privacy, and streamlines visitor processes by keeping track of visitors’ arrivals, departures, and movements in protected areas.

To help you find your best visitor management solution here are some things to lookout:

• Access data anywhere
• Contact less check-in / check-out
• Evicts use of paper & deliver best customer service
• Customization
• Secure and reliable
• Cost-efficient

Why is the Visitor Management System needed?

Visitor management systems are a smart idea for capturing more value from your visitors. It manages the what, why, who, when, and how of your office’s visitor log. Using this solution, visitor information can be organized and usefully stored. Effective VMS software will help you replace your tatty old guestbook with something useful, intuitive, and modern. Introducing a best visitor management app which is smart move for any organization. Here are six reasons why:

1. Seamless visitor’s check-in

Visitors can make use of a self-service check-in at the reception or security desk, which has customized sign-in flows including touch less check in through the visitor’s own mobile phone, facial recognition, ID, mobile number or QR code.

2. Host notification

As visitors arrive, a notification is immediately sent via email and/or SMS and/or Microsoft Teams directly to the host, with the visitor’s details, picture, time of check-in, area that they have checked into, and their contact details. By doing so, the host can personally greet each guest. Besides that, it allows workers to approve or disapprove visitors’ entry.

3. Easy Access control

A visitor management system allows the user to customize the level of access you provide your visitors. The credentials of visitors (pin codes, palm veins, fingerprints, RFID cards, QR codes, whatever) can be used to restrict access and permit entry only to scheduled and selected areas.

4. Visitor’s privacy

Our highly sophisticated visitor management system is equipped with security measures such as password-protected content, encryption, and firewalls to ensure visitors’ safety.  So, you and your visitors can feel confident and protected from prying eyes.

5. Efficient site control

best visitor management app, This system helps you control your business premises efficiently. Everyone inside the site can be located and detected, thanks to VMS software. Apart from managing visitors, the software will help you track the activities of your employees or collaborators.

6. To enhance workplace security

When you know who your visitors are, your office security is enhanced. Your hosts can preregister and enter the details of their guests using the visitor management system. You can control both planned and unplanned visits if you process their details in advance. Modern visitor management systems like truMe include contact less and touch less check-in and check-out capabilities, which are indispensable in the post-covid era.

7. Analise & Review Visitors Logbook in Real-Time

Businesses can access real-time data reports and analyze visitor data anytime, thanks to cloud integrations and virtual dashboards. In addition, these reports enable you to review your overall visitor operations and make data-driven decisions to enhance the productivity of your organization as a whole.

8. Reduced cost

You can automate and streamline your visitor activity by using Visitor Management. As a result, this can reduce the associated processing costs per visitor, leading to significant financial savings in the long run. The use of secure visitor management software can also reduce costs associated with security breaches.

9. Scalability

A VMS software is highly flexible and scalable. You can select features that you only need, allowing it to adapt to the needs of growing organizations.

10. Less stress more smiles

Smart receptions mean less stress, more ease, and more time for your receptionist to greet and chat with visitors. Crucial to creating a positive impression.

As we have shown how crucial a VMS is for an organization, let us now take a look at how it works.

How does the Visitor Management System work? 

The visitor management system work using three step sign-in/sign-out procedure.

1. Employee or guest sign-in

When guests and employees arrive on site, they can sign in using a variety of methods. When employees enter the geofence, an access control system, a kiosk, or a member of the front-of-house team can automatically sign them in.

Guests can sign in via the app, a self-service kiosk, or a QR code. By using the chosen sign-in method, the employee or guest enters their identifiable information, including who they are visiting, and answers any compliance questions.

2. Host notified

best visitor management app, It is very helpful to connect the visitor with their contact person as soon as possible to speed up the reception process. As soon as the guest checks in, the host is automatically notified that the guest is on-site and should make their way to reception to greet them. Many visitor management systems, such as truMe, offer a host notification system that sends an alert to employees using the communication vehicle of their choice. It can include voice calls to landlines or mobile phones, text messages, emails, or instant messages to Slack, Google Chat, or MS Teams.

3. Guest sign-out

The check-out process is just as important as the check-in process. It is essential for guests to sign out as they leave the location in order to ensure accurate record-keeping and to know who is on-site in case of an emergency. It is possible for guests to log out using the same methods they signed in; receptionist, security guard, self-service kiosk, or QR code. It is imperative that the software is capable of recording who is on the premises. It should record the amount of time they spent in the building, what locations they visited, and what time they left.

It is essential to have a practical and contact less visitor management system for every business that observes a lot of human interaction. Therefore, it is wise to consider a visitor management system like truMe, which is both safe and secure and cost-effective.

Know More

You may also see:

1: Visitor Management System work

2: Visitor tracking app