What is
A visitor management system (VMS) is a software application or platform designed to streamline and automate the process of managing visitors entering and exiting a physical location, such as an office building, campus, or event venue.
These systems are used to enhance security, improve efficiency, and provide a better experience for both visitors and hosts.
Broadly, there are two types of VMS systems:
A SaaS (Software as a Service) based visitor management system is a cloud-based software solution that provides all the functionalities of a traditional visitor management system through a subscription model.
An on-premise visitor management system is a software solution that is installed and operated locally within an organization’s own infrastructure, rather than being hosted in the cloud by a third-party service provider.
Features and Functionalities of a Visitor Management System
Visitor management systems play a crucial role in enhancing workplace security and streamlining visitor processes. Some of the key features & functionalities of a VMS are as below:
Visitor management systems allow QR-code based checkins & checkouts to facilitate contact-less entries to foster a superlative visitor experience.
By allowing hosts to pre-register visitors, VMSs facilitate smoother entry procedures and reduce wait times, enhancing visitor experience while maintaining security protocols.
VMSs provide real-time monitoring of visitor activity, enabling security personnel to identify and respond to potential security threats promptly.
Integration with access control systems allows VMSs to control and track visitor movement within the premises, ensuring that visitors only access authorized areas.
In the event of emergencies, VMSs provide vital information about the whereabouts of visitors, enabling efficient evacuation procedures and ensuring their safety.
VMSs collect and analyze visitor data, providing insights that help organizations optimize visitor management processes and improve overall security measures.
Benefits of Visitor Management System
A visitor management system offers various benefits for employees, visitors, and workplace & FM managers.
Benefits for employees (hosts):
VMS adds an extra layer of security for employees. It offers various features like visitor identity, asset declaration, incoming visitor notifications help employees feel safe & secure inside the workplace.
Modern day visitor management systems allow mobile app for helping hosts manage their visitors. These apps are supported for both – Android & iOS.
VMS allows hosts to efficiently manage their visitors, both – pre-approved and walk-ins.
Benefits for Visitors:
A VMS offers visitors the flexibility of reserving meetings with hosts using a mobile app.
Digitized and streamlined visitor management processes help boost visitor experience.
QR code-based check ins, pre-approved visit requests, and digital visitor badges help reduce wait time for visitors to do registration.
Benefits for organizations:
VMS system provides workplace managers with a centralized dashboard to track & monitor visitors and visitor activity in real-time.
Digital visitor badges provided by VMS allows organizations to reduce paper usage and helps with their sustainability & ESG agendas
Organizations require their IT/digital applications to communication with each other to foster operational efficiency. A VMS system allows organizations to seamlessly integrate it with their IT/digital applications.
A VMS adds an extra layer of security to safeguard workplace assets and employees’ well-being.
VMS helps organizations represent their brand name and logo directly at the reception, on visitor badges, and email notifications.
Integrations offered with Visitor Management System
Integration of VMS with other enterprise systems offers numerous benefits for enhancing security, efficiency, and overall visitor experience.
Typical integrations offered with visitor management system are as below:
Seamlessly integrates with access control systems to manage visitor access permissions based on predefined criteria, ensuring only authorized individuals can enter designated areas.
Syncs with employee directories to streamline the check-in process by automatically pre-populating visitor registration forms with host information, expediting the registration process.
Enhances security by integrating with biometric authentication systems such as fingerprint or facial recognition, adding an extra layer of verification for visitor identity.
Links with CCTV surveillance systems to provide real-time monitoring of visitor activity, allowing security personnel to track and review visitor movements within the premises.
Integrates with parking management systems to streamline parking allocation for visitors, enabling automatic registration of vehicle information and assigning parking spaces based on availability.
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