7 common questions about digital visitor management systems

Digital visitor management saves time, reduces paper, and leaves a lasting first impression with customers. It automates check-in tasks, improves security, and keeps visitor data safe and GDPR-compliant. Below are the seven questions we hear most often about digital visitor management systems - and our answers.

Key Benefits of Digital Visitor Management

The benefits of digital visitor management are numerous:

• Time savings. Your receptionists no longer waste time registering visitors, keeping logbooks, printing badges and tracing and notifying contacts. This frees up time for them to concentrate on their other responsibilities.
• Less paper and administration. Keeping paper logbooks and visitor information is a thing of the past. You can conveniently manage all information from all your locations and buildings from one dashboard.
• Security. A system that supports contactless sign-in keeps your workplace safe. Some digital visitor management systems, such as Vizito, allow your visitors to pre-register so that when they arrive, all they have to do is scan a QR code with their smartphone.
• Data protection. Digital visitor management is safer than a paper list lying around at the reception where visitors can see other people’s information. Your visitors’ data is processed and stored securely in accordance with GDPR legislation.
• Customizable look. With most digital visitor management systems, such as Vizito, you can fully customize the look to match your own corporate identity. You can also share important information, such as safety instructions, with your visitors.

Read more What is visitor management

Visitor Experience: Is Digital Check-In Easy to Use?

Yes, most visitors find digital check-in easy and enjoyable. According to our customers, their visitors are enthusiastic about the new way of registering.

Digital visitor management offers clear advantages for your guests:

• They do not have to wait for an employee to check them in, but can get started right away
• Visitors who register in advance only have to scan their QR code upon arrival, saving time
• The system can welcome visitors in their own language, making it easier to fill in the registration form and read any additional information

Does a Visitor Management System Replace Your Receptionist?

No - most companies choose Vizito to supplement their existing reception desk, not replace it. The system automates several repetitive, time-consuming tasks at a fraction of the cost of an additional staff member, allowing your receptionists to focus on other responsibilities.

Read more The top 10 skills every receptionist needs

Installation Time and Hardware Requirements

Most users install a digital visitor management system on a tablet. Vizito is available for Apple iPad and Android tablets, but also works on a touchscreen PC. You can link as many devices to your account as you like.

The system is easy to install. Create an account, install the app and customize it to your needs, taking only a few moments to set up. Vizito’s team is always available to answer any of your questions.

Which Companies Use Digital Visitor Management?

All kinds of companies - from small businesses to multinationals - use digital visitor management. Vizito is used worldwide in all kinds of industries: from enterprises over data centers to hospitals and universities.

Integrations with Other Business Systems

Not all visitor registration systems offer integrations, but many apps, like Vizito, do. You can sync the system with your Microsoft Entra ID, notification systems and more. For example, you can have your staff automatically alerted via Teams, Slack, email and/or text messages when their guest has arrived. Be on the lookout for systems that provide an API for building custom integrations.

How Digital Visitor Management Strengthens Security

Digital visitor management provides a firewall for your business. By allowing visitors to check in digitally and provide information as needed, you know who is in your buildings at any given moment. Key security features include:

• Visitor screening - You can screen visitors before granting them access
• Photo ID badges - Printed badges with photos make it easy to identify people in your buildings
• Emergency alerts - A system like Vizito allows you to send an alert to everyone who has checked in and hasn’t checked out during emergencies like fires
• Contact tracing - During pandemics, digital visitor registration helps track contacts when someone falls ill, keeping your staff and their families safe by notifying them of potential high-risk contacts

To get a feel of how a modern visitor management system can help your business grow, try out Vizito for free during a 14-day trial or chat with us to discuss how Vizito can help you improve your reception.