5 Ways Visitor Management Systems Save Time and Improve Efficiency

Discover how a visitor management system boosts workplace efficiency. Learn about streamlined check-in, contactless options, automated notifications, visitor tracking, and integrated access control. Enhance your business with a VMS.

Written by Jill & Mary - Written: June 26, 2023


As a business leader, you’re constantly on the lookout for ways to optimize your workplace and stay ahead in a competitive environment. One crucial aspect that can greatly enhance your company’s efficiency and security is a visitor management system (VMS).

Visitor management systems offer numerous advantages, including time-saving solutions and integrated access control. These systems can transform your office’s efficiency, from automated visitor notifications to secure visitor management and visitor tracking.

In this blog post, we’ll discuss five ways a visitor management system can benefit you and your company, showcasing why it’s a valuable investment for enhancing workplace efficiency and security. Keep reading to discover how embracing these innovative solutions can propel your business to new heights.

  1. Streamlined check-in process
  2. Contactless check-in
  3. Automated visitor notifications
  4. Visitor tracking
  5. Integrated access control

1. Streamlined Check-in Process

streamlined check in

Visitor management systems enable businesses to replace cumbersome paper logbooks with a seamless digital sign-in process, significantly reducing the time it takes for visitors to check in. Guests can effortlessly input their information, either through an intuitive self-service kiosk or a contactless method, such as scanning a QR code.

Upon arrival, an automated message is promptly sent to their host, who can then greet them in the reception area. This streamlined process not only reduces waiting times but also creates an impeccable first impression for your guests, leaving them feeling valued and well-attended.

Meanwhile, your reception staff can focus on other essential tasks, such as providing guests with a warm welcome and attending to their needs. With a VMS, you can enhance the check-in process even further:

  • Pre-register your guests by sending them an invitation with details of their visit, including a unique QR code that they can scan upon arrival.
  • Customize check-in forms tailored to your specific needs, ensuring you collect all the necessary information.
  • Allow visitors to quickly scan their identification documents, which the system can then use to autofill the check-in form, saving time and reducing errors.
  • Instantly print visitor badges featuring the visitor’s photo, name, and other relevant information, helping staff to easily identify and manage visitors within the premises.

2. Contactless Check-in

contactless check-in

In response to the COVID-19 pandemic, visitor management systems have evolved to incorporate contactless check-in options, offering a safer and more efficient visitor experience.

One popular method, as previously mentioned, is the use of unique QR codes. Upon pre-registration, visitors receive their personalized code via email or SMS. When they arrive, they can simply scan this code at the designated kiosk or tablet, which automatically checks them in without any physical contact. In addition to QR codes, other contactless sign-in options include mobile apps and facial recognition technology.

Embracing these innovative features not only enhances safety measures but also provides a more seamless and enjoyable visitor experience, leaving a lasting impression on your guests. By implementing a contactless check-in option, you showcase your company’s commitment to prioritizing the well-being of your visitors and employees.

3. Automated Visitor Notifications

automatic notifications

A visitor checks in, and with the magic of technology, your staff is instantly notified of their arrival. The system can send automatic alerts via email, SMS, Slack or any other integrated communication platform. This real-time communication not only reduces waiting time for visitors but also streamlines the entire check-in process, making your workplace a well-oiled machine.

There’s more: this fantastic feature also eliminates the need for your receptionist to make phone calls or send messages manually. Again, time saved for your front desk staff.

4. Visitor Tracking

visitor tracking

You can say goodbye to the days of searching through piles of paper logs or scattered spreadsheets for visitor information. Visitor management systems digitally record and store visitor data, which holds several benefits:

  • With real-time visitor data you can track visitor activity and know who’s where in your company at any given monent, enhancing security and enabling efficient response in case of emergencies.
  • You can generate detailed reports on visitor history and analytics in no time, helping your company make more informed decisions.
  • Thanks to easy access to all visitor information, you can conduct audits or review visitor data with ease and speed.
  • By securely storing visitor data digitally, you ensure compliance with data protection regulations such as GDPR.
  • By replacing manual visitor tracking methods with an automated system, you improve overall workplace efficiency.

5. Integrated Access Control

integrated access control

Visitor management systems can effortlessly integrate with your existing access control systems, offering a smooth entry and exit process for visitors while enhancing overall building security. This seamless connection helps maintain a robust visitor management process, while also improving workplace efficiency.

When a visitor checks in, the integrated system can automatically grant them access to specific areas of the building based on their scheduled appointment or the purpose of their visit. This level of control ensures guests can only enter authorized areas, effectively boosting overall security. It also minimizes the need for manual management of physical keys or badges, which can be time-consuming and less secure.

Furthermore, by having a unified system, it’s easier to monitor visitor activity and respond quickly in case of any security breaches or emergencies. This streamlined process also contributes to a better visitor experience, as it eliminates confusion or delays related to access, allowing guests to focus on their visit’s purpose.

For more insights on enhancing safety and security in your workplace, explore our articles on workplace security, improving safety with a VMS, how to improve safety in your food company, and visitor policy tactics.

As you can see, visitor management systems can benefit your company in many ways, helping you save time while enhancing workplace efficiency and security. Embracing these innovative solutions can propel your business to new heights. Are you ready to check in for the future?

To get a feel of how a modern visitor management system can help your business, try out Vizito during a 14-day trial. Chat with us or book a demo 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.

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