truMe Visitor Management System
truMe Touchless Visitor Management System makes managing visitors secure, convenient, productive and supremely efficient. You can use truMe to streamline the visitor check-in process, creating a delightful experience for your visitors, and save time to focus on other aspects of your business.
truMe VMS has created for you a new contactless access ecosystem, wherein most of the visitors come to your premises armed with a digital pass. As such, the visitors don’t have to stand in a queue, filling in details on a physical or digital register and share identity documents physically. As a result, your reception becomes completely clutter-free and you get all the relevant data of visitors without putting them to inconvenience or potential loss of privacy.
What is Visitor Management System?
A normal part of any economic activity is people meeting each other. When someone goes to meet another person in latter’s place of work, he becomes a visitor to the place. As such, any building/ business park / residential complex has a stream of visitors coming in and going out throughout the day. These visitors need to be managed from several perspectives – premises security, productivity of the workspace, privacy & convenience of the host and the visitor etc.
Typically, to manage the visitors the buildings have guards and receptionists in place, who note down details of the visitors and connects them to the respective hosts. However, this is a cumbersome process, needs a lot of manpower and creates friction for visitors. This process can be simplified with the use of technology.
Define Visitor
Visitor is a person who comes to meet someone in a building/ office / business park or residential complex. Visitors are of two types – those who have been invited by a host residing/ working inside a building/ office / business park or residential complex and those who just walk in and request to meet someone residing/ working in such a place.
Happy Visitor Login
A visitor would like her visiting experience to be pleasant, productive and efficient. A visitor is also concerned that her privacy would be protected and she can move in a secure, welcoming environment. All modern buildings – business parks, offices, residential complexes – now strive to give that experience to their visitors. Technology based solutions like truMe Visitor Management Software come in handy to provide this experience to visitor, while taking care of security of the premises and productivity of the workplace and the visitor.
Visitor Pass format
A key component of a visit by a visitor to any building/ complex is the visitor pass. Traditionally, an intercom or phone call between the guard and the host would work as pass. However, such an arrangement suffers from various flaws – need for coordination, need for manpower and lack of record for future use. Therefore, now most buildings have a system of a physical pass that carries details of the visitor, the host, time of visit etc.
However, a physical pass also suffers from various limitations e.g. use of paper, cost of printing, possibility of impersonation etc. With advent of technologies like truMe, the physical pass is also becoming outdated. It is now being replaced by a digital pass, which the visitor carries in her mobile. A digital pass is typically a QR code or a QR scanner or face biometric. The digital pass interacts with an interface, such as tablet or mobile phone placed at the reception. The relevant data of the visitor is automatically transmitted to the host and the building and is recorded for future use.
VMS – Key Components
A visitor Management System has two key components – visitor registration and visitor access. Unlike most Visitor Management Software available in market which are essentially an App to manage visitor registration, truMe VMS takes care of the entire visitor journey – from visitor registration to host approval to visitor’s access via an IoT based Access Control System.
truMe VMS
Visitors’ Registration with truMe VMS
truMe Visitor Management Software offers several registration options to the visitor/ Client:
- The office can send an invite to the visitor in advance
- An employee can invite her guest on truMe App
- A visitor can register at your website to get a digital pass
- A visitor can send a request on truMe App to an employee
- Walk-in visitors can register on truMe kiosk (tablet) placed at the reception
- A receptionist can register the visitor on truMe Reception Module Installed on the desktop/ laptop
In all the above-mentioned methods, the visitor receives an SMS carrying a QR code on her phone. If the visitor does not have a smartphone, she can register at the truMe kiosk/ Reception Desktop Module and can print her pass.
Visitors’ Access with truMe VMS
A visitor invited in advance by the office inside a business park or an employee has a digital pass (QR code/ QR scanner) on her phone. As the visitor reaches the reception, she checks in by scanning the QR code at the truMe kiosk placed at reception. Relevant data – visitor’s name, phone number, photograph, identity doc, name of the host, etc. come on record of the office. The host gets a notification/request for approval on his app.
With truMe Visitor Management System, you have an option to put an Access Control layer powered by truMe on top of the Visitor Management Software. Now, the visitor can also open the access gate/ turnstile with the same digital pass. The advantage to the office/ office complex is that now the Building Manager knows exact details and time of the visitor entering/ exiting the building/ office. This is a radical improvement over the existing system wherein entry/ exit details of the actual visitor are not available because it is the guard who is opening the door/ turnstile with his access card.
Walk-in Visitors
The visitors register themselves on the truMe kiosk/ Reception Module placed at reception. To make it completely contactless, truMe VMS also gives the option to a visitor to scan a QR code to open the registration form on her own phone as well. As the registration is completed, the host employee gets a notification on his App. An employee can approve or decline the visit.
Advantages of truMe Visitor Management System
truMe Touchless Visitor Management System helps the client address all the issues related to the safety of the office complex, without compromising the convenience and privacy of the visitors. truMe VMS also reduces the need for security manpower, resulting in significant cost saving.
The main features of the truMe contactless VMS solution are as under:
Security
- Controlled & secure access for visitors on the basis of pre-verified identity – phone number is OTP verified real-time, the photograph was taken, identity document scanned & stored, host employee has the option to accept or decline the visit
- Tamper-proof QR code printed pass for those visitors who do not have smartphones
- Real-time visibility on a visitor’s entry & exit
- Access of unwanted elements can be blocked
- In-built Emergency Response System
Efficiency
- An unlimited number of users; an unlimited number of transactions
- Building Manager (BM) has complete flexibility to devise access rules
- Power of analytics is available to the BM in real-time
- BM can generate detailed access reports on the relevant parameters
- BM can customize reports
Convenience
- No queues – No paperwork – No wait time – No friction
- Multiple options to register visitors
- Live Access View to the security staff – at the location or away from the location
- Employees can invite their visitors, avoiding pressure on reception/ receptionist
- Complete privacy for the visitors
- Guests feel welcome
truMe Visitor Management Software – Value Added Services
truMe also has a very robust Resource Booking System which helps the building provide the visitor with such value-added services as booking, access and usage of parking, vehicle, locker and guest room etc.
You may see what some of our customers say about truMe’s Visitor Management System here.
Vineet Sharma
Sunil Sharma
Nitin Khanna
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FAQ
What is a visitor management system?
A Visitor Management System takes care of the orderly and convenient registration/ invitation of visitors and making the data available to the building or the organization concerned in an easily retrievable/ usable manner.
Some advance VMS systems like truMe also take care of the orderly and friction-free access for visitors and timely notifications to host etc.
Most advance VMS systems are cloud based.
Why should we use Visitor Management software?
Any building/ organization that attracts visitors, would also want security, privacy and convenience for those visitors. The organizations also want the data of visitors available to them all the time in usable form. A visitor management system fulfils these requirements.
Is visitor management system useful for companies?
A VMS is very useful for a company that needs to manage visitors on a daily basis. If number of visitors is small, say up to 5-6 per day, it can be managed even without an advance VMS. However, as the number increases, utility of an advance VMS also increases.
A VMS helps companies with real-time data of visitors ‘registration, access and meeting with hosts. It gives data on entry time, exit times and total duration of a visitor inside the premises as well.
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.