What Is Visitor Management Software?

Visitor Management Software, Enterprises nowadays have become more conscious of people mobility management as they are prone to threats and are concerned about the productivity of the employees. In addition, these companies have many visitors in a day. However, because of the lack of visitor management solutions, they face challenges in controlling, monitoring, and maintaining their visitor’s flow, access, and accurate database. A visitor management system tracks the visitors coming into your office, which includes clients, vendors, personal visitors to employees, or candidates for an interview. Conventional methods use excel sheets or manually writing down details to maintain visitor records. However, in the long run, these options do not allow you easy access to data, especially when you need to track down visitors from a few weeks or months ago.

A visitor management system is more accessible and stores all the information such that it is easily accessible without having to sift through stacks of paper records. Using novel technologies such as IDs to access the premises, a visitor management system helps you monitor visitors and their activities.

Having an efficient visitor management system indicates an organized enterprise that keeps track of all its operations, with appropriate documentation records for visitors. This builds a good reputation and stricter security that will positively affect your brand image. Visitor management software makes the visitor sign-in process more efficient, accurate, and consistent by documenting and gathering information about a visitor’s whereabouts in the facility as well as storing visitor information in a database. Visitor management software can be integrated with identity and access management (IAM) software and can scale according to business size and need.

Features of truMe Visitor Management Software

The truMe visitor management system provides solutions to several issues faced by companies in their identity and access management systems. There are several key features offered by the truMe visitor management system that is beneficial during the COVID-19 scenario.

1)   Convenient

truMe visitor management system makes it more convenient to have visitors and track their entry. The process is seamless due to the absence of queues and hectic paperwork. The responsibility of inviting visitors and approving their entry rests with the employee/host, reducing the pressure on the receptionist.

2)   Efficient

truMe visitor management system features an efficient method to track visitors, giving the building manager access to analytics and detailed access reports. It also allows for an unlimited number of users and transactions. Their efficient service is visible through their seamless access management process. The visitor management system records the information of your guest is accurate. This reduces the waiting time of the visitor in the lobby.

3)   Secure

Security is at the top of the priority list of every facility these days. Each sector – be it a corporate office, hotel, school, or hospital keeps security at the top of its list. But in today’s modern world we all visit certain places where most of the office entrances are not secure. The reason is they are using manual check-in sheets to store the data of the visitors.  The truMe visitor management system allows real-time visibility into the entries and exits of visitors. It ensures maximum security through the pre-verification of identity. The visitor’s phone number is verified through OTP and all identity documents are scanned and stored. The truMe visitor management system also features an in-built emergency response system in case the need arises.

4)   Flexible Visitor Registration

The truMe visitor management system covers both invited visitors and walk-in visitors. Invited visitors will be given a digital pass containing a QR code. This code must be scanned on the truMe tablet placed at the reception. Once the code is scanned, all relevant data pertaining to the visitor is recorded and a notification is sent to the host. The host can then approve the entry request.

Walk-in visitors need to register at the reception, upon which the host will receive a notification, which they can approve or reject.

If a visitor has the truMe App, they can register or request a pass through their own mobile phone. They can also register themselves at the “Visitor Pass” window on the company website.

The wide range of flexibility available makes it a great choice for an establishment.

5)   Simple, Cost-Efficient Hardware

The truMe visitor management system features a tablet with a self-registration module and a desktop with a registration module. The self-registration module consists of a tablet with 2GB RAM, a 2MP front camera, and an operating system of Android 8 or above. The hardware requirements are therefore affordable and functional, with economically feasible requirements. Digital visitor registration reduces the cost of paper and pens and also reduces the problem of storage.

Visitor Management System and the COVID-19 Scenario

With the COVID-19 virus spreading at faster rates each day, it is necessary to keep track of who we have been in contact with and follow strict safety protocols. The issue is aggravated in offices and workspaces as there are employees working in close contact, within the same rooms. While employees can be trained on the best hygiene practices and preventive methods, it is difficult to keep a check on company visitors.

This is where a visitor management system steps in. There are several ways in which a visitor management system can help alleviate the COVID-19 scenario in companies. These are some of the ways in which the features offered by truMe visitor management system can prove useful in managing visitors in the current situation.

·      Keeps Track of your Visitors

One of the methods used to control the spread of infection is contact tracing. Using this method, any person in contact with the infected person during a particular period of time can be found and appropriate actions can be taken.

In the event that one of the visitors is tested positive, the company can track down the visitor using the visitor management system and obtain all their details, including the employee they were in contact with. Similarly, in case an employee is tested positive, all visitors during the particular period of concern can be alerted and asked to quarantine. This is possible as a visitor management system stores all information on the visitors, including their identification records, date and time of visit, and contact information.

· Prevents Unauthorized Access to Office Premises

The COVID-19 scenario has brought about crowd control and limitations on the number of people that can be accommodated at a particular location. This means visitors can no longer walk in as required and gain access to the building or site. A visitor management system makes it easier for the visitors to book an appointment and get an access pass. It also makes it easier for the company to invite visitors and ensure that they are authorized through digital passes.

·      Enhances Safety and Security

Safety and security are crucial for maintaining a healthy workplace. An efficient visitor management system such as that offered by truMe ensures that there are no unauthorized visitors to the premises. This gives employees a sense of safety and security that can help them be more productive and creative in the workplace.

Thus, the truMe visitor management system is the ideal product to control and manage visitors to your office space. A company is the most concerned about maintaining its human resource assets, and employee health is a factor that plays an important role in it. Replacing the manual visitor check-in process with a digital Visitor management system can do wonders for your office and make the lives of your office administration much more importantly offer a much better visitor registration experience for your visitors. Digital systems enhance office security, ensure legal compliance, make the visitor management process seamless and so much more.

Observing safe and hygienic practices is of utmost necessity during the COVID-19 scenario, and managing the flow of visitors and maintaining easily accessible records is the best way to ensure accountability and safety. The visitor management system is digitalized and contactless, making it more relevant to the COVID-19 scenario.

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