Traditionally organizations or businesses manage visitor check-in using paper logs. The visitor management solution saves a lot of time during the completion of the registration process. When the visitor arrives, the receptionist/security guard directs the visitor to enter the details such as name, mobile number, the concerned person they came to meet and so on. Then the receptionist notifies the host that there is a visitor waiting at the reception. All the process appears quite time-consuming and causes many inconveniences to the visitors and the hosts. Also, it is difficult to track every visitor who has entered the building.
Automated Visitor Tracking Systems are the way to go
What can be a scenario in case you of days with large footfalls? The frequent encounter with a large number of visitors and managing them all is not an easy task! Even though it's difficult to track visitors in various areas of the facility. Also, there might be a scenario, where the organization might have faced a security issue at a particular instance and you wanted to retrieve information. However, the papers get faded away, the registers are often misplaced and are replaced with the new ones thereby making it almost impossible to collect the required information.
Advantages of having the best visitor management software
The flaws associated with a manual check-in system can be addressed effectively and efficiently. Let’s have an insight of having visitor management system:
Host Notifications
The visitor registration system automatically sends real-time notifications to the host after visitor check-in and check-out. This makes it easy to greet your visitors. Notifies host when the visitor arrives via welcome notification. The companies or businesses can thereby accommodate the front-desk staff elsewhere leading to improved business productivity.
Smart Pre- Registrations
Pre-registration is the most effective means to fasten the visitor check-in process. The host can send pre-filled requests to visitors via Email and SMS.
Enhance Security With Badge Printing
The visitor management software allows printing visitor badges for enhanced security. The employees can clearly identify the guests and greet them confidently with the name tags in place.
Improves credibility
VMS creates a positive first impression and increases the credibility of the company. Also, the employees and visitors would be happy and feel relaxed with the hassle-free check-in and check-out.
Upgrade Your system with the digital Visitor Management Software
Transform the front-desk experience, streamline visitor check-ins, improve operational efficiency with the visitor management software. It's high time that organizations and businesses adopt visitor management software for improved customer experience to ensure the safety and security of their premises.
How Visitor Management Software can Boost Workplace Efficiency
These days a company’s office space is a direct reflection of the company’s brand image. When you walk into a good office space it should feel like an experience in interacting with that brand.
A receptionist may not be enough to manage visitor footfall with ease. In such instances, visitors have to wait for long periods and ultimately end up roaming around your workplace. Also, the receptionist may not be available all the time. Hence, it's a better option to opt for a digital solution like Visitor management system would serve to enhance overall productivity.
The following are the main elements of visitor management solutions that increase workplace efficiency.
Eliminate Paper-based logbooks
In order to save paper usage, paper logbooks should be replaced with a digital register.
These manual logbooks are time-consuming and do not leave a favorable impression on the guests.
The information entered by the visitors is often incomplete and in some cases, the details are difficult to interpret. On the opposite, the visitor management system features digitized visitor data. The VMS has preset data fields where the visitor needs to enter the details to complete the registration process.
Visitor Analytics
The software helps track the moment of visitors across the organization and increase efficiency. The software helps to know the exact location of the visitor and guides them efficiently through the premises.
Enhance Efficiency
The security clearance of the visitors can take a lot of time and leads to the accumulation of visitors at the reception. Also, in the manual mode, the receptionist needs to guide the visitor to the host location, which further consumes time. The visitor management software also allows recurring visitors to bypass the registration process by scanning the QR code and accounts for faster check-ins.
Safety and Security:
For any business or organization, securing the workplace/premises is the primary objective. With the efficient capture of visitor data, the best visitor management system ensure a safe workplace for the employees to work. Also, in case of any emergency situations, it is quite difficult to manually intimate every visitor about the same.
How Visitor Management System Benefits Co-working Spaces
In the last ten or so years, we’ve seen a huge change in the co working space revolution. So by definition, co working spaces are “Co working an arrangement in which several workers from different companies share an office space, allowing cost savings and convenience through the use of common infrastructure, such as equipment, utilities, and receptionist and custodial services, and in some cases refreshments and parcel acceptance services.”
Firstly, it is important to have the co-working space follow workplace safety standards defined by their local government. Secondly, it is vital for professionals and organizations to ensure that co-working spaces are productive workplaces. There are multiple challenges the co-working spaces are facing
Safety and Security
Unlike normal offices, co-working spaces are crowded with people who you don't know or have any connection with. So security is the main concern as there can be unauthorized access to the workplace.
Workplace Productivity
A diverse group of co-workers, comes with distraction results in less efficiency.
Uninformed events or visitors at reception can hamper the overall performance.
Internal Communication
If there is any emergency situation, then facility manager have to communicate with everyone who is at the workplace and guide them to safety. In addition, it is vital to keep track of everyone in the building and their current location.
Need to install visitor management systems for co-working spaces
Visitor management system for co-working is the most popular software used by office spaces to manage their visitor's flow. Some of the best features of visitor management software include host notifications, pre-registrations, visitor badges, OTP authentication, multi-location etc. It addresses these following features:
- Keeping a track of unauthorized visitors.
- Automating safety procedures and legal inductions.
- Automatically host notification to employees when a visitor arrives to see them.
- Allowing administrators to send alert messages in case of emergencies.
- Managing check-ins and check-outs of visitors.
Easy Visitor tracking
Visitor management system provides a user-friendly all device interface for taking visitor's details like name, phone, address, photograph and details about whom they are meeting. Advance security for freelancers and professionals who are members of the co-working space can use a QR Code, a badge to check-in quickly, without any hassle.
Badge Printing for more security
Besides workers, co-working spaces are visited by other visitors who are just checking out the place. They can generate visitor ID badges with limited access permissions and expiry date. You will be able to customize and print the badge while the visitor signs in or email them before they arrive at the premise.
Multi-location based reporting
Visitor management software allows you to access a web-based platform where you can view all the reports on visitor's activities. It gives the following insights:
- A list of current sign-ins to the co-working space
- Access details about all the visitors
- Access to view visitors across different buildings in real-time
This feature is handy if the co-working spaces are present in more than one location.
