What is Visitor Management System?

Visitor Management System| The purpose of this new age software to attain safety and security to its full potential

Automated technology is ruling the game but what makes it a designated go-to-place for managing visitors. The use of automated technologies within visitor management has been growing steadily in recent years and now plays an important role in how organizations manage their customer experience. It’s not just about automating processes, though; companies are also looking to automate tasks that require human interaction such as answering questions or creating personalized experiences for guests.

What is Visitor Management System?

Visitor Management System is an automated surveillance system that monitors visitors IN and OUT movements. VMS can give administrators an accurate count of who’s in the building at any given time and generate reports on who entered or left when and how they left. Thus, bringing a more structured approach to the entire visitor management system at any given workplace or any other public entertainment space like theatres, amusement parks, hotels and many others.

Visitor Management System becomes important for an organization to develop a systematic approach for keeping record of visitors, their purpose of visit and what they had to offer to the Organization. However, just keeping the record of visitors may not be enough, unless such data can be analysed for providing insight into results or outcome of such visits made to your Organization by the Public or Stakeholders.

What is the purpose of Visitor Management System?

The purpose of Visitor Management System is a plenty. Here are few listed below:

Firm Compliance

The visitor management software will track people’s movement, giving reports on their location to ensure guests comply by staying within acceptable areas, and employee compliance with attendance requirements.  Unlike a human receptionist, the visitor must meet all requirements and submit all the required documents for successful registration and entry to the premises.

24*7 Surveillance

Drawback of manual visitor management was that it had loopholes of 24/7 surveillance. Not with web-based visitor management system, this software will operate 24/7 and track visitors' movements even when you’re out of the premises. It means you can keep visitors off from areas they have no access to, and you can even track any possible criminal or espionage activities.

Free-up Manual Resource

Using a self-help sign-in system in form of visitor management software removes the need for a receptionist or a guard, cutting down on costs. Installing the signing-in system is cheaper and more efficient because staff can concentrate on more complex issues rather than receiving guests. Have your people focused on growing your business, not monitoring your lobby area.

Pre-Approved Visitor Passes

Any running business will involve frequent visitors having pre-approved visitor passes like Vendors and Suppliers saves time for the Security Staff and the Visitor both. They can be issued for multiple days at a stretch.

Customizable Visitor Details Form

Filling out visitor forms on every entry and exit is a tedious process but provides insightful data on visitors. These forms on analysis provides deep data to the administrators. Having visitor management system can provide multiple options to these forms such as customizable visitor detail forms making it as per the like of administrator. These can be altered at any given time filling to the requirement.

Integrated Access Control System

Visitor Management System in India comes with Integrate Access Control Systems that is based on flap barriers, doors or turnstiles to provide restricted access to your premise based on pre-defined access route plans and patterns for visitors. Hence, bringing a guarded system that brings error-free vigilance to your door-step.

Insightful Report and Analysis

VMS delivers insightful reports using predefined formats or generate your own query-based MIS report structure providing details on number of visitors, purpose and other details. Set automatic alerts and frequency as per your requirement. These reports thus help bring insightful information on the visitor’s data providing a much more structured approach to handle visitors.

How does Visitor Management System work?

Visitor Management System works on cloud-based technology that takes required visitor data on entry and makes sure the data reaches host through notification. Here is flow chart to better explain the process

Author Profile:

Sanjive Mehta, the director at RS Barcoders Pvt. Ltd.

Sanjive Mehta

Sanjive Mehta is the director at RS Barcoders Pvt. Ltd., a multiple award-winning HRIS & Automated Technology company. He is an IIT Delhi Alumni and Pioneer in providing Biometrics solutions in India.