Visitor Management Systems (VMS) are becoming increasingly popular due to their plethora of advantages. An organization’s image starts at the door. You will always have to deal with visitors, regardless of whether you run a large company or a small office. Maintaining a record of everyone who comes onto your property is essential in order to maintain, evaluate, and enhance your organization’s overall productivity rate. Having features such as self-check-in, remote registration, contactless entry, etc. can deliver a great first impression for the organisation, apart from enhancing overall security and productivity..  A manual data collection system such as a guest book or physical entry system is time-consuming, inexact, and does not offer the same level of data security that visitor management software can offer.

In this blog, we will look at what visitor management systems are and the benefits they provide to organizations.

What is Visitor Management System (VMS)

Visitor management is the process of tracking everyone who enters your building or your office. A visitor may be a customer, a delivery person, a job applicant, a contractor, or a consultant. Essentially, anyone who is not a regular full-time employee is a visitor. A Visitor Management System is a tool that tracks and manages people entering and leaving a company’s premises. It represents various processes to manage the flow of visitors from arrival to departure to provide the best experience while ensuring everyone’s safety and business compliance.

Benefits of using VMS

Most visitor management starts with one simple task: to improve the all-important first impression. However, the role of VMS software can’t be restricted simply to wow the visitors. It can contribute in more meaningful ways. Let’s look at the various value adding benefits of Visitor Management System:

1. Easy contactless sign-in

VMS allows guests to register without disturbing nearby people. Visitors can self-register immediately at a visitor display without waiting for assistance or explaining who they are or what they are there for. This makes them feel welcome at your organization and makes them appreciate your advanced technology and premium hospitality. By doing so, you also create a positive image of your brand in their minds and might even be able to attract new clients.

2. Efficiency

Maintaining manual visitor data entry systems is time-consuming and tedious. A manual entry system is also extremely prone to human error, which can lead to disastrous data inaccuracies. Today’s visitor management software can record, collect, and display visitor data using a variety of scanners, cameras, and high-functioning software.

With a good VMS in place, all processes will be managed efficiently, from welcoming visitors to leaving. Using the visitor management software allows your staff to process your guests based on their reasons for visiting you. It will also help you manage meetings and make sure they start on time, and visitors don’t get frustrated waiting in the lobby.

3. Tailored notification

When a guest arrives, a decent visitor management system automatically notifies the host by email, text, or Slack. In this way, the host can personally greet each guest. It also allows the worker to approve or disapprove the entry of any visitor on the premises.

4. Organizational Security

Your office security is enhanced when you know who your visitors are. The visitor management system enables your hosts to preregister their guests and enter their details. By processing their details beforehand, you can control both planned and unplanned visits.

5. Easy Access control

Having easy control over visitor access is one of the most important benefits of visitor access management systems. 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.

6. Real-time status of visitor

Visitor dashboards display current visitor status. The system provides real-time information about visitors in the building, including visitor passes, preregistered visitors, new visitors, rejected passes, and expired passes. It is essential to have this information in order to enhance the security of your organization.

7. Visitor’s privacy

Visitors’ records based on paper are extremely insecure. Protecting your visitors’ data and personal information is extremely important in a time when digital data has become a valuable commodity.

A visitor management system is equipped with a number of security measures, such as password-protected content, data encryption, and firewalls, to ensure the safety of visitors to your business.

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, allowing it to adapt to the needs of growing organizations.

10. Increased Productivity

As self-service check-in options offered by VMS software benefit visitors, receptionists too see a dynamic productivity shift, since they no longer have to spend time on processing visitor check-ins and can devote more time to other tasks.

It is evident that to create an efficient, pleasant and productive reception area, you must install Visitor Management Software for your organization. By not implementing it in your business, you will only hinder its growth in the future. truMe offers the best Visitor Management System to help your business operations.  With truMe’s touchless visitor management, you can easily manage all your visitors with a seamless, user-friendly interface and good reporting features. In addition to enhancing security, it serves as a delight to visitors.

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