If your business still uses pen and paper to maintain visitor details, you are either technologically impaired or unwilling to make crucial business investments. It has to be either of the two. In today’s world, most businesses have a visitor management system to ensure the safety of visitors, employees and facilitate effective communication. By the end of 2026, the visitor management system market is projected to reach $2 billion. Investing in a visitor management system ensures optimal security for your visitors and employees and streamlines daily operations. Take a look at the key features you must look for while choosing a gate pass management system, aka visitor management system. Qualities to look for in a visitor management system   1. Conventional visitor management system VS Cloud visitor management system   Depending on your organization’s size and the nature of your business, you should make this decision. A conventional visitor management system is enough for a small-sized company with a reception and adequate staff. If your business has offices in multiple locations and wants to automate operations, a cloud visitor management system is a good option. Regardless of the organization’s size, if you’re going to make a long-lasting impression and provide guests with a user-friendly experience. 2. Operational comfort   Handling visitors on the premises should be a smooth and hassle-free experience. If the visitor management software is complicated and time-consuming, it would reduce employee efficiency and cause discomfort to visitors. An ideal visitor management system can be quickly installed without any hassle, and that too without the need for an expert technician. Not every employee or receptionist is proficient with computers or digital devices. Hence the visitor management system must be smooth, easy to install and operate. 3. Storage space   Before investing in a visitor management system, ensure that it has the highest possible security required for your business needs. Sensitive information like visitor logs, employee details, etc., are stored in the visitor management system. What happens when you run out of space? With a cloud-based visitor management system, you have nothing to worry about. All you need to do is upload all the data to the cloud, saving you hours of manual data entry and reducing the possibility of errors. The best part of a cloud-based visitor management system is that you can access it from any place on earth and at any given time. You will have complete information about anyone who goes in and out of the premises as he/she will have to register in the visitor management system. 4. Degree of security   If you own a large business or a corporate enterprise, it is impossible to inspect and interrogate every person who enters your premises physically. Organizations like schools, hospitals, government offices, etc., have hundreds of visitors each day. A paper register won’t be able to manage the enormous number of visitors. A visitor management system has essential security features like fingerprints and iris recognition technology to ensure security. An ideal visitor management system needs to have both efficient hardware and software. A visitor management system provides safety and security to visitors and employees in your organization, along with proper visitor management. Understand the nature of your business and its minute requirements and choose a visitor management system accordingly. 5. Customer service   Often overlooked, the level of customer service offered by a visitor management system is of utmost importance. No matter how good the features are, if the customer service is poor, you can’t enjoy the full features of the VMS. What are the key signs indicating a company with good customer service? Direct customer service number Email support Support Ticket System Live chat Apart from the ones mentioned above, a visitor management service should also assist with webinars, online tutorials, etc. These sessions will guide users and enlighten them on exploring all the features and most benefits out of their visitor management system. 6. Integration   No software is self-sufficient. Depending on the organization and its customized needs, a visitor management system should be integrated with other apps/tools to achieve the best results. The more integrations, the more secure the premises would be. However, before implementing changes and integrating new features, please ensure that the visitor management system can accommodate these changes. The last thing you want is a malfunction. Some of the integrations you should consider before investing in a visitor management system. A. Background check – If your business gets visitors from all walks of life, you need a robust visitor management system that conducts deep background checks. You need to understand that background checks can be tricky, and it is essential to adhere to local, national, and other laws that regulate background checks. Ideal visitor management system integrations should include – Local, national, and state criminal records Real-time monitoring Vehicle records Reference checks B. Student Information Systems – When you integrate your visitor management system with student information systems, it will notify you about student attendance, hours on the premises, late-comings, class-bunking, or leaving on short notice. In short, you can track every movement of the students. Also, this will help sync the details of the student’s guardians and others who come to pick up the students to and from the school. C. Crisis alert and management system – With efficient integration, you can integrate the visitor management system and crisis alert system. This integration will enable conveying information during emergencies and manage them accordingly. Moreover, integrating with the crisis alert system will help identify guardians/parents for respective students and other visitors on the premises. 7. Configuration   A generic visitor management system doesn’t work for all organizations. Adaptation is the name of the game. It is important to make modifications as per the business requirements and market trends. 8. Excluded parties   It is not possible for you to manually prepare a list of people who are allowed on your property. Moreover, manual work of this kind is prone to errors. History sheeters, people with police records, […]
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