Transforming Office: A Guide to Efficient Visitor Access Management

Is your office still using an old-fashioned paper logbook to keep track of visitors? Then, it’s time to transform and adopt a new digital system to track your visitors! 

In today’s corporate environment, visitor access management systems are essential for workspaces because they ensure security and efficient operations.  

In this article, we’ll explore visitor management systems in depth as we transform visitor experiences. We’ll highlight their importance and how visitor management influences companies of all kinds.  

We’ll also look at their advantages and the salient characteristics that set them apart. Lastly, we’ll help you select the ideal visitor access management software for your company.  

What is Visitor Management?    

Visitor management is the process of welcoming and monitoring visitors and employees as they enter your place of business. For occupancy and security reasons, it entails controlling their physical presence through sign-in, registration, or check-in.  

Many organizations use visitor management software to simplify this process and provide employees and visitors with the appropriate workspace at the appropriate time. In the past, this would have been done on paper, with accommodation reservations kept on file and visitors signing in on a physical log.  

Online calendars are a standard tool for scheduling events and meetings, but they sometimes need more specific features for efficient guest management. Here’s where visitor management-specific apps and custom tools can come into action as they offer a more complete solution. The following are the visitor access management software features: 

• Visitor Registration   

• ID verification   

• Integrations of notifications   

• Integrations with Access Control   

• Printing of Badges   

• Watchlist and Blocklist   

• QR codes that can be scanned   

• Barcodes   

• Integrations with elevators   

• The floor of Visitors’ Homes   

• Custom Questionnaires   

• Access Control Groups with a Time Base  

Additionally, visitor management software often provides advanced reporting and analytics capabilities. These features enable businesses to analyze visitor trends, improve operational efficiency, and give a positive and safe experience for all visitors.

Why must you use Visitor Management Software?   

Advanced analytics and reporting functions are often included in visitor management systems. Businesses can use these capabilities to evaluate visitor trends, enhance operational efficiency, and ensure that each visitor has a safe and happy experience.   

So, it is essential to use visitor access management software as it has the following benefits for:  

• Both Visitors and Hosts   

Property managers and IT departments can ensure guests have a seamless and quick experience when they come. Visitor management facilitates:   

• Give visitors a positive first impression.   

• Guests avoid getting lost. 

• Businesses get necessary data (NDAs, visitor driver’s licenses, etc.). 

The stress that guests may feel when visiting a new place is lessened by the visitor management experience.  

• Security Teams and Property Managers   

In addition, visitor management can help property staff increase security. If visitor management is connected with an access control system, it can produce automated warnings. When visitors scan their access credentials, they register them in the access control system, which in turn makes the host aware of the precise moment a guest enters the structure.   

Software for visitor access management also assists with:   

• Give unique credentials for barcodes and QR codes.   

• Put undesirables on a watchlist or blocklist.   

• Make temporary login credentials that will activate and deactivate on their own.

How does your Company Benefit from a Visitor Management System?  

The best visitor management systems can be configured to function exactly how you want to use it as per your requirements. 

You can choose to have an administrator handle inquiries and assign suitable accommodation or have your colleagues make direct reservations.  

After your system is operational, how about installing digital screens to show reservations near each door to meeting rooms and reserved desks? Employees who know exactly where they will be seated when they arrive at work will give the impression that your company is more vibrant, professional, and well-organized.   

These extra efforts increase your chances of making an impression on clients, converting interest into leads, and even converting leads into sales in a competitive market where the small things frequently matter.  

What must you Implement Visitor Management System?  

Visitor management is essential to leave a positive impression on potential customers or stakeholders. The following are the top five reasons to implement a robust visitor management system:  

• Enhanced security and safety   

With today’s visitor management software, you can easily register guests and track their whereabouts. You may also control which areas of the building visitors can access with their ID cards, iPads, or smartphones.   

If the right software is installed, everyone at your facility will be accounted for. System administrators can feel more secure about the safety of their workers, guests, and operations since they have fast access to comprehensive records.   

• Enhanced quality of Guest Experience  

Have you ever found yourself lost in the parking complex or ended up on the incorrect floor when visiting a newly constructed building? Monitoring how visitors engage with your establishment benefits visitors and security. 

They may enjoy the touchless check-in with guest Wi-Fi access or the professional kiosk check-in system with mobile access control. A robust visitor management system can help your company maintain seamless operations.  

Gather pre-meeting documentation   

When visitors arrive at your location, you can use visitor management systems to collect and maintain signatures on legal documents such as releases and non-disclosure agreements (NDAs).   

• Streamlined record-keeping and audit trails    

Guest management solutions provide you with multiple security audit options. Visitor management software maintains thorough visitor logs that provide helpful information in an emergency.  

• Safe workplace post COVID-19   

In the COVID-19 era, it is crucial to grant access to your building without direct human touch. Additionally, you may include a pre-screening questionnaire about the visitors’ symptoms, reason for visiting, length of stay, and other details.   

How to Choose the Right Visitor Management System   

Your overall security objectives and the type of your business will determine which visitor management control system is best for you.   

Considering the types of visitors who typically visit your facility, it might be a wonderful place to start when selecting the best visitor management and access control system. If you manage a large business with a variety of frequent visitors, you will probably want a feature-rich, configurable system. 

With PiLobi, you can enhance your visitor management system with its integrated features like real-time hosting, easy and quick visitor check-in, multi-location management etc.     

In A Nutshell 

Indeed, a comprehensive visitor access management system is necessary for any contemporary workplace! Visitor management is crucial for companies in a variety of industries, from boosting guest experiences and guaranteeing regulatory compliance to boosting security and expediting the check-in procedure.  

The moment has come for your organization to embrace a contemporary visitor management system. By doing this, you’ll help make your facility a more inviting and professional place for everyone who visits, as well as reap the benefits of increased security, efficiency, and compliance. Thus, bid farewell to the antiquated paper logbook and enter the new era of guest management!