What Schools Need To Know About Visitor Management System

How many visitors are in your establishment right now? How many did you have yesterday? What about on this day two years ago? If you’re struggling to answer these questions, then you probably need a visitor management system, but what exactly is it and how can it help you? Read on to find out.

What is it?

The old fashioned version of a VMS is a sign-in sheet that’s usually kept at the front desk, that or an old Excel spreadsheet, either way, you’ll have to manually count the entries to track down who visited your premises on a specific date and time. The automated system, on the other hand, optimizes the entire process of accommodating your guests. From welcoming and processing to monitoring and tracking, it allows you to create and apply your visitor management policies efficiently and smoothly.

How Does It Work?

Digital systems are fairly simple to understand. When a visitor arrives, they simply enter their name and details on a tablet or computer,  snap a photo of themselves, state their reason for visiting, and digitally sign documents. The system then automatically alerts the employee that their guest has arrived, enabling them to properly greet and welcome their guests, eliminating the possibility of awkward or unexpected meetings.


Why Should You Consider It?

A good system can do wonders for your business or establishment. The lobby is where the tone for your visitors’ experience is set, having a digital system in place instead of the traditional paper and pen sign-in gives a modern and advanced feel to your front desk, making your establishment feel more inviting. Additionally, a digital system helps clear your lobby of papers, mail, packages, and visitors who aren’t sure where to go. All this works together to leave a polished and professional first impression on your guests.

In addition to reflecting your business’ persona, your reception desk is your first line of defense against intruders. A visitor management system can enhance your workplace security by identifying unwanted guests before they’re invited and automatically blocking their invitation. If the system has integrated access to global watchlists and facial recognition capabilities for verifying ID documentation, it’ll send your team immediate alerts notifying them of unwanted intruders so that they’d be able to take action quickly and discreetly.

Besides securing your premises, an automated system allows you to secure your visitor’s personal information that they provide at sign-in. Digital storing personal information eliminates the possibility of having a nosy staff member sneak a peek at your guests’ registry information which helps preserve your business’ integrity.

Last but not least, having a digital system in place allows you to streamline your visitor management process, saving a lot of time with logging visitors and searching for their records which leaves you with more time to focus on more important things.

All establishments have visitors coming in and out every day which raises the question, how can you keep track of people who come and go from your premises and can you ensure that their visit is a pleasant one? If you’re unsure how to answer these questions, it might be time to upgrade your current paper and pen sign-in sheet to a digital VMS.


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