What is Visitor Management Software?

Introduction

Visitor management software digitally records and tracks data about visitors and staff of a public or business building. The solution also logs and collections information about a guest’s whereabouts on the premises. It makes the visitor check-in procedure more consistent, accurate, and efficient, and it also stores guest data in a repository.

Visitor management software improves building security and safeguards employees and facilities. It can be installed on a self-service kiosk or on the PC at the receptionist’s work desk. The platform can be connected with identity management tools and can scale to meet business needs and size.

Features of Visitor Management Software

Notifies Hosts Immediately

A good visitor management application instantly notifies hosts via email, SMS, and push notifications about visitor arrival. After receiving the alert, the host can send a message to the software if there is a delay or they can go to the reception immediately to greet the guest. Thus, the program reduces visitors’ waiting time at the reception desk and also gives them a favorable impression about the company.

Prints Customized Visitor Badges

The software prints customized ID badges quickly after the visitor signs in. This feature can be integrated with Access Control functionality so that visitors can scan their ID badges at control points to get access to specific authorized areas.

Offers Digital Forms

Visitor management software integrates legal forms, NDAs, and other needed forms that guests have to sign before getting site access. This capability helps to enhance data security and decreases the manual work involved in the sign-in process.

Customizes Check-In Procedures

It is a time-consuming and expensive process to create, print, organize, and store visitor data on paper. A digital visitor management product helps you get rid of paper to make the process more efficient and ensure secure data storage. Plus, it provides customizable check-in processes for different types of visitors such as couriers, interviewees, and guests.

Pre-Registers Visitors

Companies that host regular conferences and events on their premises can use the pre-registration tool to enable visitors to pre-book their attendance before arrival, which reduces their check-in time to just a few seconds. Plus, the visitor management platform can be configured to ask exclusive reference numbers as the final phase of the check-in procedure to make the process even simpler.

Benefits of Visitor Management Software

Creates a Professional Impression

If your reception staff is enabled to welcome guests efficiently, quickly, and warmly, it can create a favorable professional impression about your enterprise, while keeping your employees and facilities secure.

Accountability and Visibility

Advanced visitor management programs permit you to identify all visitors who are on your premises at any time. In addition, they allow your staff to study and detail a range of visitor patterns.

Improves Efficiency

As mentioned earlier, paper-based solutions are time-consuming and inefficient. A digital visitor management system utilizes advanced software, scanners, and cameras to screen your guests, and registers and badges them quickly to make them feel at home. Plus, your lobby staff can save time by pre-booking visitors and getting automatic alerts about their arrival.

Reduces Costs

Automating and streamlining visitor registration reduces the cost of processing each guest visit. Over time, your organization can save a lot of money. Plus, it helps to avoid costs that can result due to security breaches which can be eliminated by a secure visitor management platform.

Enhances Security and Safety

It is essential for organizations to ensure the security and safety of their staff and facilities. A quality visitor management software solution gives you the needed extra protection by allowing your staff to identify and track visitors accurately and swiftly.