If your business is like most, you probably receive a number of visitors on a daily basis. It can be challenging to manage visitor appointments and keep a record of all visitors at your facility if you’re relying solely on paper logs and manual processes. Implementing a visitor management system can help you record information about visitors and manage the flow of incoming and outgoing visitors, both planned and unplanned.
A visitor management system helps you warmly welcome guests, contributing to customer satisfaction. Effective visitor management also creates a workplace environment that feels safe
1. Establish and maintain a visitor management policy
Establish a visitor management policy that helps to maintain your facility’s security and deliver excellent customer service. Your visitor management policy should document responsibilities and name which personnel
2. Implement a user-friendly visitor management system
Using a complete visitor management system improves your organization’s efficiency and productivity while enhancing client satisfaction and employee morale. It’s important to choose a user-friendly system that is easy for receptionists to understand and use and that integrates with the most commonly used functions, such as a visitor badge printer, self-service kiosk, and Microsoft Outlook®.
3. Print photo badges for visitors
Visitor management is key to the safety of your facility. From the point of view of security, it’s vital to print photo badges for visitors because it helps staff confirm that the person who is wearing the visitor badge is the same person who checked into your facility. Photo visitor badges enable staff and security personnel to quickly identify visitors and restrict access to a building to only those with visitor badges. Visitor badges should clearly display important details about visitors, including their name, photo, organization, and contact information. It’s best to collect visitor badges back when visitors leave the organization to prevent the misuse of badges.
Appointment-based systems are optimal for security because the receptionist is aware that a visitor is expected and can initiate the check-in process as soon as the visitor arrives. A visitor management system can be set up to automatically alert employees when visitors arrive, so receptionists don’t have to call hosts to notify them that their visitors have arrived. This saves everyone time.
5. Generate reports
Visitor management systems make it convenient for you to analyze data about visitors. Data regarding visitors to your facility can tell the story of who visits your facility and
Visitor management systems provide a comprehensive solution for managing the flow of visitors to your facility. Effective visitor management processes and tools can help to reduce administrative burden and enhance security. Resource Central is meeting and resource booking software with a visitor management system that allows you to automatically send notifications to hosts when visitors arrive, set up a self-registration kiosk in your reception area, print visitor badges, and so much more.