Visitor management solutions have come a long way. While many may think they are simply there to count visitors in, they are so much more than an electronic alternative to a well-thumbed paper roster or just a simple database of visitors’ details.
They are an important element in creating great guest experience and for maintaining building security.
If you believe a visitor management system only gathers your contact information to allow entry, there’s more to the story. It also monitors building and facility usage, keeping unwanted individuals out. Typically, positioned at the reception, it’s the initial point of contact for visitors, ensuring a seamless experience.
Especially with the rise of hybrid workplaces, visitor management software has become even more essential. With the right features, it’s a key tool for effective people management.
Let’s explore what the best visitor management system looks like for you. There are, at least, nine different features you need to look for when selecting the ideal visitor management system software. Let’s start with the key features you need and how an integrated platform like Rendezvous can create a seamless meeting and visitor experience.
The Key Features of Using Visitor Management System for Office or Corporate Spaces:
A visitor management system (VMS) is a software application that helps you track and manage visitors to your office. It can help you:
- Screen visitors for security risks
- Collect visitor information for compliance purposes
- Provide a safe and secure environment for your employees and visitors
- Create a welcoming visitor experience
There are many different visitor management solutions available, so it’s important to choose one that meets the specific needs of your organization. Here are nine features to look for in a visitor management solution:
- Visitor screening: the visitor management system software should allow you to screen visitors for security risks. This could include checking their identification, running background checks, or requiring them to sign a non-disclosure agreement.
- Visitor registration: the visitor management system software should allow you to collect visitor information, such as their name, contact information, and purpose of visit. This information can be used for security purposes or for compliance with regulations.
- Visitor access control: the visitor management system software should allow you to control who has access to your office. This could be done through physical access control, such as keycards or biometric scanners, or through virtual access control, such as time-based permissions.
- Visitor reporting: the visitor management system software should provide you with reports on visitor activity. This information can be used to track visitor trends, identify security risks, or comply with regulations.
- Visitor communication: the visitor management system software should allow you to communicate with visitors. This could be done through text messages, emails, or push notifications.
- Visitor self-service: the visitor management system software should allow visitors to check in and out themselves. This can help to reduce the workload on your staff and improve the visitor experience.
- Mobile app: the visitor management system software should have a mobile app that allows visitors to check in and out from their smartphones. This can be convenient for visitors and can help to reduce the risk of lost or stolen visitor badges.
- Integration with other systems: the visitor management system software should be able to integrate with other systems, such as your security system or your meeting room management system. This can help to streamline your processes, save on duplicate data entry and create a wonderful visitor experience.
- Scalability: the visitor management system software should be scalable to meet the needs of your organization as it grows.
These are just a few of the features to look for in visitor management system software. The specific features that you need will depend on the size and type of your organization, as well as your specific security requirements.
Rendezvous – the streamlined solution
Rendezvous Workspace offers the best visitor management system. It offers several key benefits including:
Streamlines the check in process: the Rendezvous Workspace visitor management system (VMS) helps make a wonderful first impression and streamlines the sign-in process. It removes all the manual work.
When the guest arrives, the visitor management system (VMS) generates badges while QR codes for security scanning are emailed automatically so that visitors can navigate through the building with ease.
Enhanced analytics: the Rendezvous Workspace visitor management system software has a powerful dashboard which enables leaders to gain a wealth of visitor data.
All visitor logs are recorded in the system. The system is updated in real-time so you can easily track who is in the building, who is signing in and who is signing out – as it happens.
Ensure compliance with regulatory requirements: a visitor management system has a huge impact on an organization’s security. The security of the building and the safety of your employees is critical, and it is one of the top priority lists for organizations.
To ensure optimal security of the premises and employees, the visitor is granted access only after their identification has been verified. This is accomplished by using QR codes and creating visitor badges once the visitor arrives at the front desk using the best visitor management software like Rendezvous. Automatic log-in gives you the extra security you need by quickly and accurately identifying visitors.
Comprehensive reporting: when front desk administrators face challenges in decoding unreadable handwriting. Producing reports from an excel spreadsheet or manual logs takes time and effort while involving in manual visitor management. Desk administrators can easily maintain and generate reports using visitor management software. They can easily monitor who has walked into and out of the building in a matter of minutes, including guests, construction companies, cleaning personnel, temps, and volunteers. It becomes easier for the front desk staff to keep monitoring the reports to avoid fraudulent or unwanted entries.
A unified solution with easy integration options for organizations: the ability to integrate a visitor management system into the meeting room booking system is one of the most significant benefits of transforming how your reception operates. Guests can be added directly from Outlook and can be sent layouts, directions, instructions, as well as the Wi-Fi password in advance with integrations in the visitor check-in process.
It is critical for any organization to take into account how seamlessly the visitor management software integrates with other applications in the organization. The ability to integrate this software with access control can provide additional features for security purposes.
A visitor management system is an important tool for any organization that wants to improve its security and protect its assets. By choosing visitor management system software with the right features, you can create a safe and secure environment for your employees and visitors.
A fully integrated visitor management system (VMS) and meeting room booking system such as Rendezvous Workspace totally streamlines many processes offering:
- Enhanced security
- A unique visitor experience
- Seamless communication
We would welcome the opportunity to show you how this integrated solution can transform your front desk. Contact us today for a demonstration.