Visitor Management Software
What is Visitor Management Software?
Visitor management software (VMS) helps companies track and manage visitors, allows careful access to facilities, and enhances the overall visitor experience. On arrival, visitors can self-register for an event or meeting at a kiosk that has a VMS. Their identification can be checked against a watch list to enhance security. In addition, administrative staff can use the software to manage assets like access cards and keys given to visitors. They can tag each item to minimize the risk of theft or loss. VMS can also notify a staff member that a guest has arrived and provide directions to the meeting place to the guest. Another advantage is the system can collect visitor data for reporting purposes and return visits. Start by checking our leader Epunchtime Visitor Management, and other recommended solutions in this category.
How To Choose The Best Visitor Management Software
Visitor management software (VMS) helps businesses to securely manage the visitor flow to their premises. There are tons of good quality VMS solutions out there. So how do you do effective comparisons to select the best visitor management software for your company? We make your task easier with this buyer’s guide that details the main features and factors you should look for in each shortlisted solution.
Targeted Businesses
- Government and corporate. Government organizations as well as businesses can keep hardware and data safe with access control. Plus, they can utilize visitor management software tools to provide directions and other details to help visitors reach the correct meeting place on time.
- University campuses. Educational institutions can use a VMS to secure their facilities and allow only administrators and professors to access sensitive areas.
- K-12 education. Schools can provide name badges to students and ID cards with the institution’s logo to faculty. This enhances transparency among faculty and students and ensures strangers and unauthorized people do not trespass into the school premises.
Types of Visitor Management Software
- Computer visitor management system. Utilizes a computer network to record and monitor visitor info. It eliminates the drawbacks of a pen and paper system. You can check visitor ID against local, national, and in-house databases for potential security issues.
- Visitor management software as a service (SaaS). SaaS VMS for the real estate sector allows managers and landlords to remotely monitor and control access rights. They don’t need to give physical keycards and keys to new tenants. SaaS VMS for business offices enables building managers to automate the reception area and save costs and improve security. The latest SaaS VMS solutions are tablet-based.
Key Features of Visitor Management Software
Embedded database. A VMS stores all visitor data locally in an embedded database. This means you don’t need to set up pre-registration tools or make connections with third-party database systems.
• Notifications. After a guest checks in, the solution notifies the staff member they have come to meet.
• Visitor tracking and reporting. The software retains info about visitors such as arrival and exit time, and duration of visit. This data can be used to identify the location of a visitor and to generate reports on attendance, among other purposes.
• Electronic documents. Your company can ask guests to digitally sign documents during check-in such as a non-disclosure agreement to safeguard confidential corporate info.
• ID scanning and badging. Guests can can their business card or other photo ID during check in. A VMS can quickly print a name tag to give visitors access to the right place in a building.
• Self check-in. Visitors can self-register by utilizing a smartphone or tablet kiosk when they enter the building. These interfaces can be customized with special instructions and company logos.
• Pre-registration. You can use a VMS for pre-registration and email guests before their visit. These emails can provide the date, time, parking info, directions, and other useful details to help guests reach their meetings quickly.
Benefits of Visitor Management Software
• Notifications. After a guest checks in, the solution notifies the staff member they have come to meet.
• Visitor tracking and reporting. The software retains info about visitors such as arrival and exit time, and duration of visit. This data can be used to identify the location of a visitor and to generate reports on attendance, among other purposes.
• Electronic documents. Your company can ask guests to digitally sign documents during check-in such as a non-disclosure agreement to safeguard confidential corporate info.
• ID scanning and badging. Guests can can their business card or other photo ID during check in. A VMS can quickly print a name tag to give visitors access to the right place in a building.
• Self check-in. Visitors can self-register by utilizing a smartphone or tablet kiosk when they enter the building. These interfaces can be customized with special instructions and company logos.
• Pre-registration. You can use a VMS for pre-registration and email guests before their visit. These emails can provide the date, time, parking info, directions, and other useful details to help guests reach their meetings quickly.
Benefits of Visitor Management Software
• Enhances security. VMS is used to complement access control and building security systems. Companies can improve their security while saving costs as they don’t need to invest in added physical security units or install CCTVs.
• Boosts productivity. You can utilize a VMS to pre-register a large group of visitors using an online module. This means they don’t have to line up in your lobbies for registration which saves a lot of time for your employees.
• It is fast and accurate. Scanning of visitors’ driver’s license, business card, or other ID auto-populates your company’s VMS database accurately and quickly.
• It is dependable. In case of hazards or emergencies inside the premises, a VMS can inform your security officials about visitors and guests who are within the building.
• It saves money. A VMS automates and streamlines visitor registration which reduces the cost of processing each visitor. In addition, security breaches are eliminated which also saves expenses.
• It is flexible and scalable. A quality VMS is scalable and flexible allowing you to easily customize the solution for your growing needs. The vendor will be able to service and update the system to meet your growing business demands.
• Boosts productivity. You can utilize a VMS to pre-register a large group of visitors using an online module. This means they don’t have to line up in your lobbies for registration which saves a lot of time for your employees.
• It is fast and accurate. Scanning of visitors’ driver’s license, business card, or other ID auto-populates your company’s VMS database accurately and quickly.
• It is dependable. In case of hazards or emergencies inside the premises, a VMS can inform your security officials about visitors and guests who are within the building.
• It saves money. A VMS automates and streamlines visitor registration which reduces the cost of processing each visitor. In addition, security breaches are eliminated which also saves expenses.
• It is flexible and scalable. A quality VMS is scalable and flexible allowing you to easily customize the solution for your growing needs. The vendor will be able to service and update the system to meet your growing business demands.
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