Why is the Visitor Management System needed?
Visitor tracking app is designed to solve all the problems associated with the entry of visitors into a company or building’s system. It keeps track of visitors’ arrivals, departures, and movements throughout the protected area, enhancing security, safeguarding privacy, and streamlining visitor processes. Visitors Management Systems work as a central repository for everything related to check-in, from visitor logs to reviews and feedback. Using this system, visitors are automatically tracked and updated without the need for any third-party intervention.
Why Visitor Management is Important?
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.
In most cases, visitor management begins with improving the all-important first impression. However, the role of VMS software transcends beyond simply wowing visitors. It can contribute even more.
Let’s look at the various value-adding benefits of a visitor tracking app that prove why visitor management is important and why a Visitor Management System is needed.
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Streamlines check-in
In contrast to manually collecting records, where the receptionist must spend considerable time managing information, digital software can save time and efficiently analyze and record dates. With pre-filled invitations, VMS offers simple solutions to regular visitors and contractors. Perhaps even features such as automatic check-in using mobile apps and geofencing or even facial recognition!
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Efficient site control
This system helps you control your business premises efficiently. Everyone inside the site can be located and detected, thanks to VMS 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.
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Enhance workplace security
When you know who your visitors are, your office security is enhanced. Your hosts can preregister and enter the details of their guests using the visitor management system. You can control both planned and unplanned visits if you process their details in advance. Modern visitor management systems like truMe include contactless and touchless check-in and check-out capabilities, which are indispensable in the post-covid era.
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Analyse & Review Visitors Logbook in Real-Time
Businesses can access real-time data reports and analyze visitor data anytime, thanks to cloud integrations and virtual dashboards. In addition, these reports enable you to review your overall visitor operations and make data-driven decisions to enhance the productivity of your organization as a whole.
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Tailored notification
A decent visitor management system sends an automated email, te
xt, or Slack message when a guest arrives. By doing so, the host can personally greet each guest. Besides that, it allows workers to approve or disapprove visitors’ entry.
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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.
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Visitor’s privacy
Nowadays, when digital data is considered a commodity, protecting your visitors’ data is extremely important. The traditional ‘sign-in/sign-out’ sheet presents an opportunity for a data breach due to its vulnerability to theft. Visitor management systems are equipped with security measures such as password-protected content, encryption, and firewalls to ensure visitors’ safety.
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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.
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Scalability
A VMS software is highly flexible and scalable. You can select features that you only need, allowing it to adapt to the needs of growing organizations.
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Increased Productivity
visitor tracking app benefit from self-service check-in options offered by VMS software, but receptionists also benefit, since they no longer have to spend time processing check-ins and can devote more time to other tasks.
It is evident how crucial a visitor management system is for an organization with so many benefits. For every business that observes a lot of human interaction, a practical and contactless visitor management system is necessary. This is a fact that cannot be denied. You shouldn’t lose focus on your priorities because you’re managing visitor or employee operations. For this reason, it is important to consider a visitor management system like truMe. By using truMe’s touchless visitor management, you can manage all your visitors with a seamless, user-friendly interface and robust reporting capabilities. It enhances security as well as providing a pleasant experience for visitors.
Frequently Asked Questions
Q: What is a visitor management system?
A visitor management system, also known as VMS, is a platform/ software system that may work on a publicly available hardware, such as a smart phone or tablet or a PC or on all such devices. The system allows visitors to register and access buildings in a seamless manner and gives real-time visitors’ access data to the building admin.
Q: Why should we use Visitor Management software?
In modern workplaces, technology systems such as VMS allow the building admin to address issues of friction, queue, unwieldy paperwork and overall inconvenience for the visitors and security & productivity for the workplace / building. So, a VMS is important from both the perspectives – security, privacy and convenience for the visitor and security, productivity and convenience for the workplace/ building.
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