It has been stated so many times that 94% of respondents in a 2019 report stated that a VMS increases operational efficiency. (Source)
No matter if you have any sort of high quality camera systems or automatic cash counters to monitor your restaurant expenses the use of traditional checking make things uncomfortable for the visitors.
A Visitor Management System (VMS) helps you create an incredible guest experience while ensuring compliance and safety. In this article we are going to explore its attributes more deeply.
Let’s begin!
A Visitor Management System is a digital solution for managing visitors. From inviting guests, letting guests pre-register, checking in guests, compiling audit-ready records, and notifying hosts, the Visitor Management System takes care of it all.
It also incorporates different workflows for different types of visitors. For instance, with clients, you might want to capture more details than a delivery personnel would; an interview candidate would require very limited access, as would a temporary staff member; a vendor would need multi-day access; and, with the Visitor Management System, each of these nuances is taken care of automatically.
These are the different kind of visitors an organization usually interacts with,
For a truly integrated workplace, you need a Visitor Management Software in your tech stack. It is the very first element your visitors experience, and it is also the first impression your employees make when inviting and meeting these guests. Apart from the obvious security layer, visitor management also adds an experience layer that shapes your visitor’s perception within the first few seconds. And in turn, how they respond to the meeting. You wouldn’t want a frustrated visitor in a meeting for a deal negotiation.
With the Visitor Management System, hosts can invite their guests digitally, or guests can pre-register themselves, making the check-in process faster and more seamless on the day of the visit.
There are varied options available for check-in – QR code scans, self-check-in kiosks, tablets, etc. The system can also auto-print guest badges with all relevant details, allowing guests to be identified at a glance.
All workflows are automated so that hosts are notified in the app, by email, or on MS Teams about guests’ arrivals, approvals, and overstay alerts. This prevents delays in response and ensures the guests are not left waiting longer than necessary.
Safety frameworks are maintained throughout, with options for ID verification, NDA signing, photo capture, etc. All visitor logs are centrally maintained for 100% compliance and audit trails.
The Visitor Management System correctly captures who is in the building, when, and why. This information becomes crucial during emergency evacuations, for maintaining audit trails, and for compliance.
Brand perception sees a major boost when the visitor wait times are reduced, the processes are clear, and communication is consistent and branded.
With an automated Visitor Management System, manual work is reduced, and front desk efficiency increases. Moreover, a centralised reporting system reduces errors and makes operations more predictable.
Data collected through the Visitor Management System helps identify visitor patterns, peak days, and peak times. This data can inform decisions on staffing, space planning, and related areas
Before implementing a Visitor Management Software, you must decide on what visitor data you would want to collect for which visitor persona, for instance, name, contact, purpose of visit, host, and ID details. You should also set a timeline for how long you want to store the data, after which the system will automatically delete it.
Visitors must be informed why their data is being collected and how your organization will use it. You can show privacy notices or get their opt-ins.
Role-based access control (RBAC) can assign visitors access to relevant areas and meeting rooms. This will ensure all safety workflows are met and that no security breaches occur when visitors wander into unauthorized areas.
Take a demo of the product so you can have a firsthand experience of its ease of use for reception staff, visitors, and the hosts. Ensure the system integrates with your existing workplace tools. And that the solution can be scaled up for use across all your offices.
Ensure to check with your vendor on the following points –
Depending on the vendor, the total cost of ownership could include various heads –
You must understand the costs for these different heads to determine the tool costs. Otherwise, it could lead to additional charges later on.
Map every visitor journey for each visitor persona and your organization’s policies. Ensure the flows work for both you and the visitors.
Inform employees of the implementation of the Visitor Management Software via an internal circular highlighting the system’s benefits. The front desk staff and security personnel will need training on operating the system, and other employees should be trained on their workflows as hosts. You can also host refresher training and share the content for their ready reference.
You can measure the success of the Visitor Management Software based on how seamlessly the check‑in process flows, changes in guest wait time and host response time, and how satisfied visitors are.
Auto-routing of approvals and alerts for overstays is just one example of automation in the visitor’s journey.
The entire workplace is on the path to becoming an intelligent ecosystem. We are experiencing deeper visitor integrations with sensor hardware, access control, wayfinding, and intelligent analytics.
Visitor Management is headed down a path where it is no longer just about ensuring security but has become a strategic function. The various visitor touchpoints are carefully curated to enhance the visitor experience and the organisation’s brand.
The Visitor Management System is a critical part of any modern workplace. It creates a great experience for your guests, in turn enhancing your brand perception and safeguarding your organisation from a compliance and audit perspective.
