Why Visitor Management Systems are Important

Maryn Juergens
February 5, 2021
Vaccine card with pen

Visitor management, the process of tracking and managing guests in your office, is important both for the experience of your visitors, as well as the experience of your employees. As you think through your own office’s process for tracking visitors, there are some key reasons why you should consider implementing a modern software solution for visitor management.  

Know Who is In Your Office & Keep Employees Safe

Ensuring employee safety is a critical function of IT, HR, and workplace teams. Without a clear and streamlined process for registering and managing guests, your office could be subject to unwelcome visitors coming inside the space. A visitor management tool is like an office gatekeeper – it helps ensure that only approved visitors come inside. As an additional defense, a visitor management system enables people to print badges so that visitors are clearly identifiable to all employees. This provides employees with a visual reminder of who is a visitor. Simply knowing that a system is in place could potentially be a deterrent to unwelcome people coming into your space.

Additionally, in the time of COVID-19, a visitor management system can help track who was on-site, and the specific times they were in the office. In the event of a known case of COVID on-site, this digital visitor log can be used for easy contact tracing

Finally, in case of an emergency situation, such as a fire or earthquake, visitor management software can help authorities quickly ensure that everyone on-site has been evacuated and accounted for. The ability to quickly assess the situation could be the difference between life and death.

Securely Manage Personal Data

Data security is a hot topic in today’s business world. It’s critical to every function and workflow. The analog way to managing visitors is with a publicly accessible logbook, on a desk, filled with pages of names, hand-written in pen, where anyone can easily access and leaf through the data. This unsecured way of managing visitor data could lead to potential liability. A technology-enabled visitor management system securely manages all visitor information and ensures that visitors can only see their own personal data, as opposed to seeing the private data of every person who has visited in the past.

Visitor management software can also be used to seamlessly manage and securely store required legal documentation that you ask visitors to sign before entering your office, such as NDAs (non-disclosure agreements).

Create a Modern Guest Experience

What type of first impression do you want to create for customers visiting your office? For your candidates coming on-site for an interview? For family and friends coming to your workplace? First impressions matter. Your visitor management tool can create a consistent, high quality and modern first impression for all guests. In fact, your visitor management system should give off the first impression before your visitors even step into your lobby. Employees should be able to easily pre-register guests so visitors will know what to expect before coming on-site. 

You can customize your employer branding and logo in a modern visitor management kiosk to capture your company’s brand identity.

Save Time by Digitizing the Workflow

Visitor management software should save time for both visitors and the company. With a visitor management tool, visitors will move through the check-in process more efficiently. Companies will be able to easily access guest information with the click of a button, instead of having to wade through massive amounts of paper logbooks. NDAs and required legal documents will also be digitally stored and thus quickly accessible. On top of that, companies will now have a rich set of analytics about the type of visitors entering their office, when they come, and how long they stay. Workplace teams can utilize these insights to continually improve office operations and processes. 

Visitor management software is crucial for modern workplaces – from keeping employees safe, to securely managing personal data to driving efficiencies. Plus, they create the right first impression for your guests.

Learn more from an Eden Workplace team member today.

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