Guide 101: Features and Benefits of Visitor Management Kiosks

Did you know that 48% of visitors reported having a bad experience at the reception desk? Also, because of lengthy queues, close to 60% of visitors (clients, vendors, etc.) arrived late to important business meetings. These stats highlight how inefficient the traditional visitor management processes are. That is why there is a growing demand for smart visitor management systems.  

Visitor management systems offer a modern way of granting visiting access and monitoring visitors within the premises. Instead of manually noting down visitor details and giving them a paper pass, visitor management systems automate the entire process from registration to check-out. In this blog, we will learn about the kiosk visitor management system, key features, and benefits.

What is a Visitor Management Kiosk?  

A kiosk is a self-service, standalone device that operates without any manual intervention and displays products, services, or information, offers self-checkout options, and more. Coming to the visitor management kiosks, they are portable devices that are placed in the entrance of a building or near reception area.  

These kiosks are equipped with a digital screen where the visitors can enter the details and register their visit. Visitor management kiosks are primarily used in healthcare, government, finance, defense, and other industries to simplify visitor registration process and ensure safety and control.

Key Features of Visitor Management Kiosks  

There are plenty of visitor management kiosk systems out there, and therefore sometimes it  becomes difficult to choose the best one. That is why we have listed some of the key features that every top-tier visitor management kiosk should have:

Pre-registration

Visitors can register themselves in advance to avoid hurrying during their visit. All they have to do is enter mandatory details on the screen, such as name, phone number, purpose of visit, who are they visiting, and other details as required. Kiosk visitor management system ensures smooth, quick, and easy registration.

Visitor badge

Once the registration is done, the kiosk will generate a smart visitor badge which contains the identification information of the visitors. Visitors can use these badges to enter the building. The best part about visitor badges is that these badges restrict visitors from entering unauthorized areas. In addition, the badges will expire once the scheduled visit of the visitor is done. 

Smart check-in and check-out

Another smart feature of visitor management kiosks is digital check-in and check-out. There is no need for visitors to write their details in a book while entering or exiting the building. Everything is digital and they can go inside the building when it’s time for their visit.

Identification

Security is vital for any business, so they invest in visitor management kiosk systems. When registering, these kiosks collect the details of the visitors to verify their identity like contact information, name, photo, etc. Also, the visitors should have a digital pass, badge or complete biometric verification to enter the building.

Quick notifications

Once the registration is done and the visitor enters the building, the kiosk visitor management system will send instant notifications to the staff and the host via email, in-app, SMS, or other ways. This helps staff to greet the visitors and assist them if required. Likewise, the hosts can clear their schedule and be ready to welcome the visitors. 

Database management

Visitor management kiosks gather and store the data of the visitors safely without affecting the privacy regulations. The company or the hosts can view this data to see how many visitors came, frequency of each visitor, who they met, and more. Also, they can see and flag visitors who often cause issues or security breaches.

Access control and monitoring

The visitor management kiosk systems can be integrated with access control software. Once the visitors enter the building, the kiosk will track and monitor the visitors. For instance, it gives real-time tracking of where the visitors are, where they have been, and more.  

This feature improves security, ensuring that the visitors are not entering restricted areas, and it will be easy to rescue them in case of any emergencies. 

Full customization  

The kiosk visitor management system can be customized to match the company’s branding, such as name, brand logo, colors, and more. It is possible to customize the display settings of the kiosk. For instance, you can provide different language options, show the map of the building, and many more.

Top Benefits of Visitor Management Kiosks 

From educational institutions to healthcare organizations and corporate offices to government buildings, visitor management kiosk systems are used almost everywhere. That’s because of the wide variety of benefits of visitor management kiosks, which are listed here:

1. Hassle-free registration: With visitor management kiosks, visitor registration is relatively easy and quick. Visitors just need to enter the required details to obtain the visitor badge or digital pass. Also, the check-in and check-out processes are smooth and digital.  

1. Less waiting time: Unlike the traditional system where visitors have to wait in a queue to get the paper pass at the reception area, especially during peak hours, there is little to no waiting time at kiosks. The entire registration will hardly take a few minutes, reducing wait times.  

1. Enhanced safety and compliance: At the time of registration, the identification details of the visitors are collected and verified, enhancing safety. Also, the visitor pass restricts visitors from entering unauthorized zones, increasing safety and privacy compliance in industries like banking, healthcare, etc.  

1. Better visitor experience: As the entire registration process, check-in, and check-out process is smooth and easy, it makes visitors satisfied, ensuring a better visitor experience.  

1. Saves money: When using visitor management kiosks, there is no need to employ various people on each floor or at the reception area to collect details or restrict access. This helps companies save money.  

1. Better reputation: People want everything to be convenient, so having a smart kiosk visitor management system at your workplace makes your company look more professional, enhancing reputation.

In a Nutshell  

As technology is evolving, companies need to adapt and use the latest tools to enhance visitor experience. At present, visitors are no longer interested in standing in long queues or manually writing their details every time they visit a company or a corporate building.  

So, you should use a kiosk management system in your company to simplify visitor registration process, ensure simple check-in and check-out process, and enhance safety. 

If you are interested in the visitor management system and want to offer an incredible experience to your visitors, it is time to try PiLobi. Our visitor management system can be customized for different industries like healthcare, corporate towers, MNCs, and more. Sign up now and enjoy our 14-day free trial.