How visitor management systems can improve safety in your company

A visitor management system improves workplace safety in seven key ways: controlling visitor access, sending instant arrival alerts, issuing tamper-proof ID badges, enabling emergency evacuations, ensuring digital agreement compliance, protecting visitor data, and screening for health risks. Your reception desk is your first line of defense, and upgrading to a digital system closes the security gaps that cameras and alarms alone cannot address.

Visitor Access Control with Digital Registration

The first way visitor management systems increase security is by managing the flow of people that go in and out. Everyone entering the building must register as they enter or leave the premises. This way you know exactly who is on site at any time.

Visitors are also asked to provide some personal information, such as a phone number, email, and they can have their picture taken. This data is then stored in the cloud. This may deter anyone with malicious intentions from entering the premises.

Instant Host Notifications When Visitors Arrive

People come and go in companies, that’s a fact. Visitor management systems immediately send out a notification to the host when their guest has arrived. Notification options include:

• Text message
• Email
• Alerts via applications such as Slack or Teams

So whether you are in the office or not, you know immediately when someone shows up at your reception. This way visitors never have to wait long and you have full control over who is where in your building.

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Tamper-Proof ID Badges for Visitor Identification

Visitor badges issued by hand can easily be lost, abused or forged. With a visitor management system, your visitor can print an ID badge that cannot be tampered with.

Each badge includes:

• Visitor photo - So anyone on site can be easily identified
• Visitor details - Name, company, and purpose of visit
• Host name - Clear record of who the visitor is meeting
• Expiration date - Prevents the badge from being reused

Emergency Evacuation Management with Real-Time Data

All companies make efforts to ensure safety on their premises. But an emergency situation can always occur.

Without a seamless check-in and check-out system, there are many gaps in your evacuation strategy. With a visitor management system, the front desk can immediately notify everyone present in the building should a fire break out, an intruder enter, or in the case of any other emergency. Safety instructions can be sent easily, and an evacuation can proceed smoothly.

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Digital Agreement and Document Compliance

Do your visitors need to sign a form or agreement? With a visitor management system, you can have them digitally sign non-disclosure agreements, safety protocols or company regulations. The information is then stored in the cloud. Providing the documents through a centralized digital platform speeds up the process and ensures better compliance.

Secure Data Protection vs. Paper Logbooks

Unlike a paper log, visitor management guarantees confidential data security. Key differences:

After the registration process, all information is quickly and securely stored in the database.

Health Screening to Protect Employees and Visitors

In many companies everything is back to normal after the corona crisis. Customer meetings, board meetings and networking events can proceed like before the pandemic. Staff is back, as are the suppliers of company restaurants, coffee and vending machines. Maybe you have contractors converting your offices to accommodate to the new trends of flexible and hybrid working.

In short, companies are buzzing with activity again. And every visitor you welcome in your company is a potential spreader of COVID-19.

Visitor management systems have become indispensable for protecting the health and safety of employees, as well as visitors. They can help screen visitors, and if an outbreak does occur, you know exactly who to notify.

The safety of your buildings, your employees and your visitors is a primary concern for any organization. Everything starts at your reception desk. A solid visitor management system can arm your company against all possible security risks. And a higher sense of security is in turn linked to better staff engagement and performance.

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

Got more questions? These are the 7 most common questions about visitor management systems - and our answers.