Visitor Management System

WHAT IS Visitor Management System?
Visitor Management System is futuristic web based software to manage visitors at office. It does away with the obsolete pen and paper system of gathering visitor information and brings in a professional approach to visitor management. Visitor management refers to tracking the usage of a public building or site. By gathering increasing amounts of information, a Visitor Management System can record the usage of the facilities by specific visitors and provide documentation of visitor’s whereabouts

Visitor Management Challenges
There are several challenges multiple location organizations face when looking to deploy a standardized visitor management system. A recent experience with one of our multi-location customers was how to update 75 independent kiosks, across 32 locations, with a revised visitor questionnaire to comply with upcoming changes to Workplace Safety regulations. So let’s take a look at 8 challenges organizations face when looking to deploy a visitor management solution across multiple locations.

Inventory Management Attempts
1. The world has changed. Workplace violence, industrial espionage and global terrorism threaten the security of personnel and property. When facility entrances aren’t secure, companies are vulnerable – and liable.
2. Your lobby is your first line of defense. “The lobby is the single-most important security point in any building or facility where protection of personnel and property is paramount,” says Richard Grassie, a Certified Protection Professional (CPP) and president of TECHMARK Security Integration Inc. “Security around visitor management has to be nearly flawless.”
3. Digital trumps paper when it comes to security. “A digital system provides an audit trail that’s easy to create and access,” says Orchid. When facilities rely on logbooks, reusable visitor badges and security guards to manage incoming visitors, security breaches can occur more readily than automated systems:

Visitor Management Solutions
Whether you are currently using a paper guest book for visitor sign-in, have lobby attendants greet and check-in visitors, or have an unattended lobby, HID Global’s EasyLobby® visitor management can support a streamlined single lobby or fully featured solution for multi-site organizations. Choose the EasyLobby visitor management solution that best suits your needs. The decision matrix to the right can help you determine what product is right for you.

Inventory Management Usefulness
Electronic visitor management systems are used to sign-in and track visitors who come to visit a facility. They are the electronic version of the traditional visitor sign-in book. There are numerous benefits to having an electronic visitor management system over a manual visitor sign-in book.
1. Accuracy. Visitor information is recorded more uniformly and correctly than with a visitor log book. Since a receptionist is either typing in the information or a driver’s license/business card is being scanned, the data will be entered in the same accurate way for every visitor.
2. Reporting. That visitor information is stored in a computer database, which allows the ability to search, sort, analyze, and retrieve visitor data for any given time frame. Visitor activity reports can be generated. These reports can be used to tell how many times a visitor signed-in, signed-out, who they were there to see, etc. That information is critical during security investigations or to audit billings of vendors and contractors. In the case of an evacuation, the reports can tell you which visitors were present at the time of the emergency.
3. Speed of sign-in. A driver’s license reader or business card scanner will shorten the time it takes to sign a visitor in. A quick scan of either card is all it takes to collect the necessary information to record their visit to the facility.
4. Pre-registration. If you know a particular visitor is coming in for a meeting, their information can be added to the system ahead of time (pre-registration), which speeds up the sign-in process when the visitor actually arrives.
5. Add a photo. Perfectly legible visitor badges are quickly printed. If a camera is in use, a photo can be added to the badge for further identification while your visitor is the facility. Electronic visitor management system photos can also be used in investigating security breaches, even used to compare with security camera footage to further identify any person.
6. Returning visitors are recognized immediately. All visitor information is saved in the electronic visitor management system. This allows returning visitors to be signed in with very little time or effort because the system remembers them. If a returning visitor was a security problem in the past, the Security Department can be alerted instantly.