4 min read

Creating an Efficient Visitor Management System

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From schools and medical offices to large corporate spaces, visitor management is a sticking point in many organizations. Since visitor management systems not only impact daily operations and support staff time but also play a large role in keeping an organization secure, it’s crucial that your system includes all needed features in a user-friendly and efficient platform that fits the needs of your business. 

Benefits of Using a Visitor Management System

Without a fully developed visitor management system, managing guest visits can present several pain points in organizations of all sizes. For one, the staff member acting as visitor manager might need to escort visitors to meeting rooms or contact the employee who’s invited the guest. This extra task eats away at valuable operational work time and can be frustrating for the visitor manager. A visitor management system improves efficiency by shortening wait times for guests and taking the extra task of registration and hands-on guest management off of front desk staff plates. 

Additionally, a haphazard visitor management strategy in which there are no well-defined workflows or routines compromises physical safety. Consistency in a visitor management system enhances security, and visitor management software helps create a digital record of everyone who enters and exits the building. 

Finally, using a visitor management system leads to a better experience for visitors. A smooth system gives a strong first impression and allows business partners to reach meetings on time, for example. Organizations can select a visitor management system with the appropriate pre-visit communications and check-in systems to create a stress-free experience for each guest. 

Selecting a Visitor Management System

When it’s time to select a visitor management system that fits your organization best, consider the following questions:

  • Who are your most frequent visitors? What’s the purpose of their visit?
  • Is it common to have repeat visitors?
  • What level of security clearance do most visitors need? Are there varying levels of clearance visitors could require?
  • What aspects of visitor management have slowed down your operations in the past? What specific pain points are you looking to address?
  • How do you want your new visitor management system to fit into your broader security and operations systems?

With these details in mind, create a list of the features and must-haves for your new visitor management system. Most organizations need a system that offers the following features at minimum:

  • Visitor registration and check-in capabilities, including pre-registration and mobile solutions
  • Access control
  • Customizable interfaces and workflows
  • Easy integration with your other systems and software
  • Scalable 
  • Data analytics and reporting

The exact steps you need your visitors to take will depend on your exact organization. Most companies need a way for visitors to register in the access control system, identify themselves once they reach your location, and check in and out of the precise spaces they’re allowed access to. 

One of the top visitor management systems is Splan. Their visitor management capabilities include pre-registration so guests can easily add their information in advance and use their mobile phone for smooth access upon arrival. Their system also includes desk management tools, scheduling, and unified badging across platforms including integration to access control systems.

Steps to Implementing a New Visitor Management System

Once you’ve selected visitor management software that fits into your broader system, it’s time to implement it fully into your organization. Successful implementation requires thorough training for all support staff, internal communications so that all employees know what to expect for their guests, and ongoing documentation that all staff can reference. Put clear policies and procedures in place around visitors so that the entire organization is on the same page. 

On the technical side, set aside time to integrate all of your existing security workflows with your new visitor management system. Monitor the system carefully, especially at the start, to be sure there are no unexpected gaps in security coverage and no snags in the visitor process. If possible, include the option for both visitors and staff members to give feedback on the process so that you can make continuous improvements and updates. 

If the idea of selecting and implementing a new visitor management system is overwhelming, or if you know your entire security system is in need of an upgrade, you don’t need to do it alone. Partner with Security Control Integrators for fully customized support and hands-on service. Get in touch today!