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Gone are the days when recording visitor information (contact details, entry and exit time, purpose of visit, etc.) in a handbook was enough to ensure the security in a facility. It’s because with manual records one can’t prevent erroneous and false entries. Moreover, it isn’t always easy to retrieve information about a particular visitor from a manual record, in case required at a later time.
Visitor management software helps organizations address these challenges. The software allows users to streamline individual and group check-ins and store visitor information in electronic databases that makes information retrieval easy. The tool also reduces data entry tasks for front desk employees.
But before you invest in visitor management software for your business, make sure you go through the following information included in this guide:
Visitor management software is a system that helps organizations gather, store, and track visitor information in electronic databases.
Its common functionalities include visitor ID scanning, visitor registration, and access management.
Explore the following deployment options when thinking of visitor management software:
Cloud-based deployment: Cloud-based visitor management software can be accessed from anywhere via a web browser or mobile app. Hosting and upkeep of the software are vendor responsibilities; users only need to pay monthly/annual subscription fees to start using the software.
On-premise deployment: On-premise visitor management software is installed on the computers of the user organization and can be accessed only through those computers. Hosting and upkeep of the software are user responsibilities; users need to procure licensed copies of the software to start using it.
Key questions to ask a vendor before you buy: Based on my business requirements which deployment option will you recommend?
Know what are the common features to look for when exploring options on the market:
ID scanning and tagging: Scan visitor IDs and generate custom tags to allow access to intended areas. The system stores scanned IDs and is able to identify repeat visitors.
Self-registration: Let visitors self-feed personal information into the system to register themselves and obtain visitor badges/cards.
Visitor pre-registration: Allow hosts to promptly provide visitor details such as name and date and time of visit to save time in check-ins.
Watchlist review: Vet visitors against local/online watchlists to identify offenders/red-flagged individuals and notify the security.
Visitor tracking: Monitor visitor movement across the premises and contact/notify concerned peoples to update visitor whereabouts.
Alerts and notifications: Notify hosts about visitor arrivals via emails, app notifications, or text messages.
Key question to ask a vendor before you buy: What are the other features I should look out for?
*Note: The applications selected in this article are examples to show a feature in context, and are not intended as endorsements or recommendations, obtained from sources believed to be reliable at the time of publication.