What happens when guests arrive at your building? Is there someone available to connect them with the person they’ve come to see? Is there a self-serve kiosk available so that they can sign themselves in? Or do they have to figure out things for themselves? It’s important that facilities managers have an answer to this question.

If you’re not sure what guests do when they enter your building, or if you leave it to them to find their way, then it’s probably due time to invest in a formal visitor management system.

The purpose of visitor management systems

Visitor management systems serve multiple purposes. For starters, these systems help to manage the visitor experience and bring a level of comfort and clarity to guests. With a dedicated system, guests don’t have to wonder about where to go or what to do when they enter a building, and management knows how guests are greeted upon arrival too. A good system can transform an unremarkable first impression into an excellent experience.

Today, visitor management systems are also being used to control the flow of people while minimizing physical interactions with pens, buttons and even people. Together, access control systems and visitor management systems are sparking new ways to promote security and safety.

With an effective online system in place, management and/or companies are also able to bring accountability and safety to the forefront. Most visitor systems collect information from interviewees, clients, cleaners, vendors, etc. Each guest provides their first and last names, phone number, email address, and in some cases, a piece of ID. Pictures may be taken for visitor passes, and these photos can be added to visitor profiles. The system tracks each person who has entered and exited the building. And, if there is ever a problem with a guest, management or security can flag the file to ensure they are not allowed back in to the building.

Finally, cloud-based visitor management systems like Office Control give facilities managers insights and data that can be applied to make calculated decisions. For example, after running the numbers for the year, you may see that there is a noticeable increase in the number of clients who are spending two or more hours at your facility. This may lead you to start thinking about creating a way for guests to pre-book parking since spots are limited.

Types of visitor management systems

The items and resources you’ll need to implement an effective visitor management system in your facility will depend on the type of system you select.

Pen and paper

This is the simplest and most affordable system. It allows companies to keep a written log of all guests. Visitors may even be asked to sign themselves in. However, it lacks the ability to direct guests or connect them with the people they’ve come to see.

Tracking guests on paper is also not very private. Other people can see information about those who have signed in before them. Furthermore, it isn’t easy to make sense of the data without re-entering it into an online platform or program.

Front desk check-in

Prompting visitors to check in at the front desk or lobby is a traditional and practical solution. People like speaking to people, especially if they are going to need instructions to get where they need to be. A front desk admin can also sign for deliveries and schedule appointments, if necessary. But, the front desk can get busy, and sometimes it’s hard for security or the admin to keep up.

Visitor management software

Visitor management software is a digital, usually cloud-based system, that logs and stores visitor information. Depending on the software features, guests may be able to preregister or get directions sent to them beforehand.

The software can be used by a security team or individual who cares for guests. Since it creates a standard format for checking guests in, the sign-in process is always smoother.  Preregistration and photo capture may also be possible.

The software may automatically alert the person who the guest has come to see once the sign in process is complete.

Self-serve sign in stations

Visitor management kiosks and self-registration systems give visitors the freedom to sign in even if there isn’t anyone around to help them. This option may become very popular as it can be a touchless sign in process. Visitors would only need to scan a QR code on the screen, and then fill in the required information from their phones. Once information about the guest has been collected, barriers would lift, or the person that the guest has come to see would be alerted.

How do I set up a visitor management system?

Visitor management looks different in every facility. Small facilities will have different needs than large buildings. Financial institutions will also have different safety and security requirements than an advertising agency or startup. To build the right system for your facilities, you will need to consider your needs, goals, space, and budget.

Traditional sign in system

If you are using a pen and paper system, the main items you will need include:

• A quality sign-in book that has space for the date and time
• Pens
• Sanitizer
• A desk or platform for the book to rest

If there is a person available to oversee the sign in process, you should also have:

• A webcam or iPad for taking photos of guests
• An ID scanner. This is a good idea if you want to capture vendor information, or if you have clients who handle sensitive/high-risk information
• A phone

Sign in systems that use software

If you are looking to implement a sign in system that uses software, you will need:

• A system that is user-friendly
• Accounts for all admins
• A webcam or iPad for taking photos. The iPad may also be used if visitors must sign documents before the meeting or job commences
• An iPad stand or mount
• An ID scanner. This gives your team a quick and reliable way to capture photos and information from visitor IDs. Compact scanners capture both sides of a card in seconds
• Badge printers. The printer will create a badge with a photo, name, etc. Badges may or may not give visitors authorization to visit certain areas within a facility
• Ideally, access to data collected by the system

Kiosks

If visitors will have access to a self-serve kiosk, then your facility will need to be equipped with:

• The kiosk(s)
• Gates or barriers, depending on how much security is required at your facility
• A software program that integrates with the hardware

There should always be a backup plan if the kiosk stops working. Kiosks screens will also need to be cleaned regularly.

Conclusion

Visitor management is about making visitors comfortable while taking the proper steps to ensure safety is prioritized and efficiencies are maximized. Guests want to feel welcomed and included. At the same time, staff don’t want to spend their entire day giving directions or logging guest information. These systems give all parties the tools they need to be productive and successful. Finally, a good visitor management system will leave a great first impression with guests. Your tenants may even find they are better able to secure top talent thanks to the system you put in place.