What is an Enterprise Visitor Management System?

An enterprise visitor management system is a software application that is used to control, record, and monitor visitors to an organization’s facility. It often addresses many features like name and ID number signing, badge generation, notice announcements, and conformity inspection. Its goal is to allow visitors to check in as fast as possible while keeping the process secure and efficient for businesses.

In a corporate world, where there are many people coming and going in the company on a daily basis, it is important to have a system to deal with these visitors. This system enables an organization to know who is around at any given time to enhance the security, safety, and efficiency of the visitor.

The Benefits of using Enterprise Visitor Management System

1. Faster Visitor Check-In

The first benefit of an Enterprise Visitor Management System is the time it takes to check in the visitors. When using traditional approaches like writing on paper, using logbooks, or manual registration, the visitors spend a lot of time at the reception, which is inconveniencing.

In an Enterprise Visitor Management System, the check-in process is done through a system, and this means that the time taken is greatly reduced. Guests are also welcome to perform a self-check-in via touch-screen panel or touch-screen check-in kiosk. They enter their information, and the system immediately produces visitor badges, thus guaranteeing that they are ready to proceed to their next appointments without much wasted time.

2. Enhanced Security

Security is one of the most important factors that any organization would want to achieve. It is important to know who is on the premises at any one time to ensure that the place is secure. The features like identity check, photograph, and creation of badges can be included in case the institution has an Enterprise Visitor Management System. Security personnel can easily identify the visitors since they wear badges with their name, the purpose of the visit, and the host they are meeting.

In addition, the system will also be able to notify the concerned employee(s) once their visitor has arrived, thus reducing the instance whereby the visitor wanders around or waits for too long. Such a degree of supervision and monitoring safeguards and prevents unauthorized persons from accessing.

3. Easy to integrate with other systems.

An Enterprise Visitor Management System doesn’t have to work in a vacuum. It can also be linked with other systems in the organization including employee time and attendance, security systems, and even parking lot systems. This integration makes work easier and minimizes the input of data in different systems.

For instance, the system can alert the host about the arrival of his/her guest and, at the same time, unlock doors to sections that are out of bounds to the guest by installing access control doors. It can even control parking by providing directions on where the visitor should park, especially when they are confused when they get there.

4. Better Compliance

An Enterprise Visitor Management System can be developed to assist your organization in compliance with regulatory standards and organizational policies. There are various formalities according to different business sectors regarding visitor access and logbook. During check-in, the system can confirm if a visitor has completed necessary pre-admission documents, such as waivers, NDAs, or any other compliance documents.

This also helps avoid implications that are sensitive to your business, like health and safety legal requirements, thus lowering liability concerns. It is also possible to record the visitor registers in the system, and reviewing the records can be done more easily when there is a need.

5. Enhanced Visitor Experience

It is important for a visitor check-in to be efficient and business-like to enhance a positive first experience. People like it when they are welcomed and checked in quickly, and an Enterprise Visitor Management System does this. The system also helps to speed up the check-in process and the need to write information on the papers or wait for the reception’s employees’ help.

Also, it can provide the visitors with digital confirmations and directions prior to an appointed time to increase their level of reassurance when reaching your building. Ensuring the flow of visitors is also in the interest of the company and, at the same time, positively influences the image of your company.

The Visitor Management System Kiosk: Its Function

A Visitor Management System The kiosk is a critical component of the visitor registration process. These kiosks help visitors sign into a computer and also print their badges and are even more self-service in nature. Such are easy to use and should be placed at conspicuous areas such as doors or receptionist offices.

Here are some ways a visitor management system kiosk improves the check-in experience:

1. Self-Service Convenience

In a kiosk, the visitor is able to check himself in without the assistance of receptionists or secretaries. It saves time to wait on the phone while at the same time giving many staffs the opportunity to attend to other important issues. It also helps to decrease the amount of work that your reception team has to do, freeing them up to do other things related to customer service.

2. Customizable Check-In Process

A visitor management kiosk can be customized to meet your needs. This way you can program the kiosk to request specific information from the visitor, the persons name, the persons name that they are visiting, and the reason for the visit. The system can also ask the visitors to complete electronic forms, which can be saved electronically for future use.

3. Contactless Check-In

Especially in the present world, such contactless solutions are preferred. Most of the Visitor Management System kiosks are touchless, where the visitor only needs to scan a QR code or use a mobile application to check in. It decreases one-on-one contact and incorporates an additional layer of cleanness, especially effective for the post-COVID-19 world.

4. Communications with Other Systems

Similar to the Enterprise Visitor Management System, kiosks can be connected to other systems, for example, security or scheduling. The kiosk can alert the host immediately after check-in and allow the visitor to access the right zones depending on the meeting.

Conclusion

An Enterprise Visitor Management System provides a convenient, effective, and safe approach to the management of visitors in your organization. It aims to show that through the implementation of the check-in kiosks, businesses will be able to save time, minimize human error, and increase security while at the same time improving the experience of the visitor.

The use of a Visitor Management System Kiosk increases the confirmation rate of visitors significantly and the speed at which they are processed, further enabling them to register and generate own badges. This self-service approach is beneficial to the visitors and also economical for the businesses.

So, whether your company is big or small, conclude that it’s worth implementing a Visitor Management system. As seen from the above discussion, an Enterprise Visitor Management System is a very useful tool for any business.

To learn more about how an Enterprise Visitor Management System can assist with your check-in process, please visit Zeour.