You might be wondering, “What’s an electronic visitor management system? Why do I need one?” Well, it’s simply an updated version of the old-fashioned visitor sign-in, and it’s a major improvement over the manual visitor’s book for a number of reasons.
A good electronic visitor management system is highly accurate.
For one thing, it won’t depend upon a person writing their name; often, these signatures are illegible, making it difficult to determine the visitor’s identity. If you have a skilled receptionist typing the information into the system, or if the visitor’s business card or driver’s license is scanned, you know that you’ll have accurate information every time.
Critical reports give you the information you require.
If you’ve ever tried to locate a visitor’s name in a manual visitor’s log, you know that it’s tremendously difficult. However, an electronic visitor management system will not only locate the name with ease, but it can analyze, sort, and search the data for any point in time. Additionally, it can create detailed visitor activity reports, allowing you to track the number and length of visits made by any particular visitors. This kind of information is invaluable if you’re conducting an audit of your vendors or contractors, or if you’re investigating your building’s security. Are you concerned about how many visitors are in the building in the event of an emergency? An electronic visitor management system will be able to tell you instantly who’s still there.
Quick sign-in is a breeze, for you and your guests.
No more fumbling for a pen at the front desk; a scanner that can scan a visitor’s business card or driver’s license will decrease the amount of time spent at sign-in significantly. Also, you’ll get all the information you require the first time; your staff won’t have to chase down visitors to get the information they didn’t write down.
All visitors to your facility can be pre-registered.
This is a tremendous time-saver for you and for your visitors! With an electronic visitor management system, not only can the receptionist pre-register a visitor, but the visitor’s host and security can register them as well. Additionally, you can send the visitor a confirmation email along with a map, safety instructions, and any meeting details that they might need before they arrive.
A photo capture of every visitor.
A digital photo capture of each visitor who enters your building will take your security up a notch, and it’s a simple step to implement with an electronic visitor management system. Whether you use a camera, or simply import a driver’s license photo after you scan the visitor’s license, it adds an extra level of visitor identity verification that’s invaluable.
Visitor information is stored, so all returning visitors are immediately identified.
If a visitor has been to your business before, their information has been captured and saved, which will save valuable time for you and for your visitor. Plus, if the visitor was a risk to security before, you can immediately alert your security department and the visitor can be contained without incident.
Interested in learning more about an electronic visitor management system? Get in touch with us today! We’d be happy to discuss it with you.
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