What is visitor management?

Written by Jill / On Mar 15, 2022

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Imagine people could just walk in and out of your company, roaming your offices as they please.

How could you keep your employers and your buildings safe, if you have no control over who enters your premises? And how could you keep your visitors safe, if you don’t know where they are? How would you know who to evacuate in case of emergency, if you don’t even know who is on-site?

This is where visitor management comes in. Visitor management helps you increase safety and security, while making a great impression on visitors.



What is visitor management?

Visitor management is a process that helps companies to keep track of the people who visit their buildings. Welcoming guests is just a small part of this process. Registering visitors, making sure they comply to your policies, notifying employees that their guest has arrived, managing evacuations… It’s all part of the process.

This process can vary by company, branch, industry or geographic location. For some organizations, keeping track of visitor names suffices, for others there are stricter security requirements, like badges, legal documents and employee escorts.



What are visitor management systems?

Visitor management systems are tools that help companies carry out this process. The system can vary by company – from the old-school paper and pen to a more sophisticated digital visitor management system.

As they see the benefits, companies are increasingly upgrading to a digital visitor management system that can help them do much more than a classic manual system. Instead of keeping a paper visitor logbook and the need for a receptionist informing an employee that his guest has arrived, it is now possible to manage all parts of visitor management in one place.



Still prefer paper? In this article we give you 5 tips to improve your visitor log.



How do digital visitor management systems work?

A digital visitor management system uses a tablet or a computer to monitor and record visitor information.

When a guest arrives, they enter their name and other details, take a picture, and if necessary digitally sign documents, like safety protocols or NDA’s. If they are pre-registered, they can simply scan a QR code to sign in.

Next, the visitor management system automatically notifies the right person in the company that their guest has arrived.



Impersonal? Or too complicated? In this article we debunk the top 5 myths about digital visitor management.



How can digital visitor management help you?

There are several things digital visitor management can do for you.


Improve security

Your front desk is your first line of defense against unwanted visitors. A digital visitor management system makes sure an irresponsible person can’t intrude your company, by implementing multiple security-enhancing features:

  • Visitor records
  • Visitor badges with picture
  • Signature capture
  • Alerts

Improve safety

In the event of an emergency situation, such as a fire, you can easily locate and notify everyone on-site. In addition to an alert, you can also provide instructions on what to do.

Then there’s the subject of data privacy. Whichever country your company operates in, it is likely that you need to comply with strict privacy laws such as GDPR. A digital visitor management system ensures all data of your visitors remains private and will help your business comply with all regulations.


Improve efficiency

A digital visitor management system allows you to make your reception much more efficient. Receptionists no longer need to print and file paper documents, handwrite badges, or alert employees when their guest has arrived. It leaves them time to focus on more important tasks, such as helping people who need extra attention and create a warm welcome for your guests.


Improve your reputation

A modern sign-in system with custom branding can help you make a powerful first impression on your visitors, clients and potential customers. Digital visitor management gives you all tools needed to create a warm and welcoming space in your reception area, while showing your visitors you truly care about their safety and security.



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.

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

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