What is a visitor management system (VMS), and why should you use one?
Keeping track of who comes into the office has always been a key concern from a security perspective, but it has become even more critical during the pandemic. Managing office capacity and having accurate records of who was in the building at any one time are key tasks to help safeguard your workers. Traditionally, you would do this with a simple sign-in sheet, but is that really the best we can do in 2022? Technology has made visitor management system (vms) far more straightforward for everyone involved.
Visitor management system (vms) can automate simple tasks, improve visitor and employee experiences, and add an extra level of professionalism to the office.
This article will explain visitor management systems, why they’re essential, and which features you should look for when choosing one.
What is a visitor management system?
Visitor management is much more than a sign-in sheet and a friendly hello. Welcoming someone new to your workspace involves several potential legal implications, from health and safety measures to non-disclosure agreements.
Visitor management systems (VMS) allow businesses to streamline the process of welcoming guests. They automate simple tasks, offer visitors information before they arrive, and can even direct a visitor through the office, right to a meeting location.
With a VMS, businesses can provide visitors with a first-class experience without the need for a dedicated employee at a reception desk.
Why are visitor management systems important?
Visitor management systems present a wide range of benefits for their users. Not only can they save money by removing the need for a dedicated welcome desk team, but they also give your visitors a great first impression.
Your reception area is a visitor’s first chance to get a feel for the business and forms a large part of their initial impression. Offering a warm and welcoming space can set you off on the right foot, but their opinion could quickly sour if they have to wait for an extended amount of time for assistance.
Using a VMS in place of a traditional check-in process gives visitors the impression of a modern, forward-thinking business open to new ideas and innovation. Companies can effectively communicate their branding and design from the get-go as their visitors go through a seamless check-in process.
Once the check-in process is complete, a VMS app can provide a comprehensive guide to the office. With just a couple of clicks, your visitors can discover what amenities your office offers and access directions to their meeting room.
Returning visitors can even use the app to automatically check themselves in when they arrive. It doesn’t get more seamless than that!
Having a personal guide in their pocket will leave visitors with a great first impression, but a VMS doesn’t just benefit your visitors. Businesses that utilize visitor management systems can enjoy reduced staffing costs and higher productivity levels.
Visitor management systems automate the small and often tedious tasks usually associated with guests coming into the office. Because visitors can check themselves into the building, there’s no need for a dedicated front desk team, and employees no longer need to stop what they’re doing and awkwardly wait in the lobby. Any documents that need to be signed upon entry — such as health and safety waivers or nondisclosure agreements (NDAs) — can be digitally signed and filed in compliance with relevant data protection laws such as GDPR.
The pandemic has emphasized managing and tracking who is coming and going. Using a VMS can help. The system digitally and automatically logs every check-in and check-out, allowing facility managers to manage health and safety measures like reduced capacity and social distancing.
9 features to look for when choosing a visitor management system (VMS)
There are many options for a business looking to move from manual visitor management to a visitor management system. Every platform is different, and you’ll need to research the right platform for your business.
To help make the choice easier, let’s look at the essential features you should consider.
Pre-book visitors
The ability to pre-book visitors is vital for businesses that regularly host events. A pre-booking feature allows guests to check-in remotely, so they’re ready to get straight to work when they arrive.
A good VMS will also offer unique reference numbers or QR codes, allowing visitors access to the building while maintaining security levels.
Customizable check-in workflows
The introduction of GDPR had widespread ramifications as businesses wishing to operate in the UK overhauled their practices to stay compliant. Rebuilding the data capturing process and improving the relevance of information requests became a significant focus. Unfortunately, this proved costly and time-consuming for businesses that used traditional visitor management processes.
Digital visitor management systems (vms) make it simple to capture information and comply with all data protection laws worldwide. Most platforms offer customizable check-in workflows that cater to different visitor types. These workflows ensure that your visitors are only asked to provide relevant details and agree to the applicable terms and conditions.
Sign digital forms
As the world digitizes basic processes, protecting data becomes more challenging. Businesses can no longer protect their data by locking the filing cabinet, and bad actors can spread sensitive information in an instant. We’re seeing radical changes to data protection laws as legislation desperately tries to keep up with technology.
Businesses can integrate NDA’s and other legal forms into their check-in process to help manage risk. But bear in mind that only a VMS that supports digital signatures counts as legally binding.
Visitor badges
There’s no replacement for an old-fashioned visitor badge even in our hyper-digitized world.
Many visitor management platforms will include facilities that can print out customized visitor badges. Badges can include a visitor’s relevant information and a QR code to scan at access points.
Instant notifications
Nobody likes to wait around the lobby, especially when there’s work to be done.
A good VMS should offer instant notifications to its users, either by SMS, email, or push notifications from an app. Whenever a visitor completes the check-in process, the system will automatically notify the person the visitor is due to meet. This will also open up direct communication between the two parties, so you can keep your visitor informed if you’re running a little behind or offer instant assistance if they get lost in the office.
Third-party integrations
The ability to integrate with third-party applications is essential for visitor management solutions. There are countless devices and applications on the market, which means it’s unlikely that every visitor you get will use the same technology.
By choosing a VMS that offers third-party integrations, you can be sure that your visitors feel the benefits of the system, regardless of the platforms they choose to use.
User-friendly interface
Visitor management systems are designed to make everything simpler for everyone. If you choose a complicated, unintuitive platform, you may create more problems than you’re trying to solve.
A good VMS will have a clean, intuitive user interface that offers a positive experience, regardless of their tech savvy. Good user features to look for include fast, simple workflows and multiple language options.
Detailed analytics
One of the most significant advantages of switching to a digital visitor management system is the ability to gain valuable insights into how your office runs.
As employees and visitors check into the building or reserve workspaces and meeting rooms, the VMS collects and organizes data, including visitor type, time of arrival, etc.
This data forms detailed reports to help security teams and facility managers to track busy periods or identify trends such as commonly unused workspaces that may need improvement.
This is especially helpful for businesses that utilize hybrid work models, as they can use the information to optimize their office space.
On-site contractor management
Hiring contractors presents a considerable risk for businesses, as maintenance and cleaning staff will have more access than most other visitors. Keeping track of where and when contractors are in the building is crucial to maintaining security and compliance.
A good visitor management system will include a separate process for contractors that provides induction protocols and license verification to ensure that any contractor entering the building is properly vetted.
Ready to reap the benefits of a modern visitor management system? Look no further!
Request a demo today and see how Smartway2 can transform your office.
