Reasons why you need a web-based visitor management system

Every process in a workspace is rapidly getting digitalized. Communications have moved to Gmail; internal communications has moved to Slack, customer support has moved to Freshdesk. The reason for this is to make these processes efficient and secure. The latest process to join this list is the visitor management process. More and more organizations are moving away from the old paper-based visitor management process to a web-based visitor management system.

What is a Visitor Management System?

A Visitor Management System is an online tool used to complete the process of welcoming, processing, and monitoring visitors at the workspace; making the entire process paper-free, efficient, and secure.

Why should you move from the old paper-based visitor management process to a web-based visitor management system?

Efficient and Fast

The paper-based visitor management method is a time-consuming process, as all the data needs to be entered manually. A visitor management system has a user-friendly interface and it quickly processes vital information like visitor’s photograph, number, address, government id, and whom they are meeting.

Security

The paper-based visitor management process offers negligible security and the probability of someone damaging the record is high. On the other hand, digitizing the visitor management process offers high security. With a visitor management system, all the essential data can only be accessed by the people who have the right security clearance., and so it cannot be altered or damaged.

Efficient Reporting

With the old paper-based process of visitor management, identifying information like, who is present in your premises, how many people are present at the moment, and other relevant data can be a tedious task. With a visitor management system, reports are quickly generated.

Low Costing

A paper-based visitor management process is costly; a lot of investment is required to keep the records safe. The web-based visitor management system is cost-efficient and requires a one-time investment.

Anywhere Access

You need to go to the record room or get the records to your place to access the documents in a paper-based visitor management process. It is also a time-consuming process as you need to go through them page by page. With a web-based visitor management system, you can access all of your records from anywhere. All you need to do is log in to your account, and all your data will be available quickly.

In the end, we can say that you should get a visitor management software from the top visitor management system providers to streamline the visitor management process in your workspace and make it secure.

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Reasons Why You Need a Visitor Management System for Your Office

We have heard many a time that first impressions are lasting. We may choose to agree or disagree with this statement; however, there is no denying that first impressions are important in various contexts. For an office space, the first impression is made in the very first place a visitor sees – the reception area.

At the reception, the first step is to engage with the visitor to ensure their information is recorded. While visitor management was always an essential process in an organization, a few years ago, it was with using the paper and pen method. However, with the help of a technologically advanced visitor management system, this process becomes fast and efficient.

What is a visitor management system?

A Visitor Management System is software used to complete the process of welcoming, processing and, monitoring visitors at the office and making the entire process paper-free and secure.

What feature does a visitor management system have?

While there are many features that a visitor management system has, there are two crucial main features:

Security

One of the critical things in office management is security, and this is one of the significant benefits of visitor management software. It allows you to quickly and instantly know who is present at your office, who is supposed to come and at what time, who they are visiting, and also know their identity. With all this information your security team can be ready if any case of any emergency

Efficient Reporting

With the old paper-based process of visitor management, identifying basic information can be a tedious task. For instance, who visited when, how many people visited today or in a month, and finding any other relevant information all becomes a time-consuming task. Also, it can lead to increased inefficiency, as there are possibilities that the log-book is damaged or lost. With a visitor management system, reports can be generated easily within no time.

What benefits does a visitor management system provide to your organization?

Reduce Costs In The Long Term

In the short term, a paper-based visitor management process may seem to be less costly. But when we look at the long term benefits, the cost to keep these records safe and easily accessible with visitor management software is very cost-efficient for your organization.

Corporate Image

A visitor in your office can be anyone – a potential new hire, or an important client. If they see that your organization is still using the old paper-based process, they may think that your organization is not adopting new technologies. So moving away from old methods towards a modern visitor management software will enhance the image of your organization.

A visitor management system for office will not only simplify the visitor management process at your organization but will also make it more secure. Along with that, it will leave an excellent and lasting impression on your visitors.

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Everything you need to know about a Visitor Management System

Operating an office is a tedious task. The administration officials have to take care of many things to run it smoothly. Security is one of them. As many people visit an office space on regular intervals, handling security becomes a complicated task. This is where the visitor management system for office helps to manage the visitor management process at your office space. 

What is a visitor management process?

Visitor management is a process of processing and monitoring the visitors who visit your office space.

What is a Visitor management system?

A Visitor Management System is a software used to complete the end-to-end process of welcoming, processing, and monitoring visitors at the office space; making the overall process secure and paper-free.

What are the key features of a visitor management system?

A visitor management system has a bunch of features that make the visitor management process efficient. Here are a few of them -

Pre-Visit registration

This feature helps you to register the visitor before they arrive, reducing the registration time to a few seconds.

Visitor Verification

Verifying the visitor in your office space is essential. This feature helps you to scan the government ID of the visitor.

Badge Printing

This feature helps you to give a visitor badge to visitors, which has an expiry date. With this badge, security staff can identify if a visitor has permission to be in the office space or not, and the expiry date eliminates the risk of misuse.

Efficient Reporting

This feature helps you to quickly access data such as who is at your office space, the total number of visitors present at the moment, and other relevant data. Besides, you can also quickly generate essential reports such as total visits in a day, week, month, or a year.

Anywhere Access

Accessing your visitor management system data is an essential factor. This feature helps you to access all the records from anywhere.

What are the benefits of a visitor management system?

Makes a better impression

Moving away from the old paper-based visitor management process to a digital visitor registration process will create a professional impression to all the people who visit your office space.

Enhance Security

With visitor identity verification, gate pass, and tracking features the security staff is aware of intruders at your office space.

 

In the end, we can conclude that by installing a visitor management system from the top visitor management system providers will streamline the visitor management process at your office space.

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Essential Features to look for in a Visitor Management System

Last decade technology changed a lot of things. Various processes which used to operate in workspaces were transformed by technology. One such process is the visitor management. Earlier this was a paper-based process; now, with visitor management software, this process has been digitized.

To make workspaces more secure and visitor management process efficient, many organizations are choosing to install a visitor management software. The market has many visitor management systems that offer various features. To help you decide which software will suit your workspace, in this article we are going to list down some important features that a visitor management system should have.

Pre-Book Visits

With this feature, you can register the visitor before their visit. This results in reducing the registration time from 2-3 minutes to a few seconds. It is an essential feature if your organization host visitors at regular intervals, and always have a lot of people waiting in the reception area.

Identity Verification of Visitors

One of the most important features is to identify the visitor in your organization. With this feature, the visitor management system quickly scans the government ID of visitors and quickly verifies their identity.

Visitor ID Badge

Visitor ID Badge is essential in any workspace, as it helps the security staff identify if a visitor is allowed to be in the premise or not. With these visitor badge coming with an expiry date they cannot be misused.

Cloud-Based

Accessing your visitor management system data is an essential factor. With this feature, you would be able to access all the records from anyplace. All you need is an internet connection.

Efficient Reporting

Identifying information like, who is present in your premises, how many people are present at the moment, and other relevant data is essential. Along with that, understanding how many people visited your workspace in a week, month, or year is vital. With this feature, all relevant reports are generated quickly.

Instant Alert

There are times when some unavoidable circumstances or emergency arises in a workspace. In these situations, with the help of an instant alert feature, you can send an alert to everyone present in the facility.

While these are just a few essential features that you should look for when you get a visitor management system for the office, you should also check for other features according to your needs and requirements. Thus, we can say a visitor management system will simplify the visitor management process at your organization and make it more secure.

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Everything You Need To Know About Digital Visitor Management System

A digital visitor management system is a software used to keep track and record of visitors who visit your workspaces, schools, or factories — making the process of visitor management paperless, efficient and secure.

Let’s look at the benefits and features of the digital visitor management system compared with the old paper-based visitor management process.

Fast processing

The old paper-based visitor management process is time-consuming and inefficient. The digital visitor management system makes the process of user registration quick and secure.

Fast Verification

In the old paper-based visitor management process, a person has to verify the government ID of the visitor manually — making the process slow. With a digital visitor management system, it is quick to scan and verify the government ID of the visitor, and it is also possible to take a picture of visitor and store it. This is not possible in the old-paper based visitor management process. 

Visitor Badge Printing

In the old paper-based visitor management process, a person has to verify the government ID of the visitor manually — making the process slow. With a digital visitor management system, it is quick to scan and verify the government ID of the visitor, and it is also possible to take a picture of visitor and store it. This is not possible in the old-paper based visitor management process. 

Efficient Reporting and tracking

Reporting and tracking both are a tedious task with the old paper-based process of visitor management. Even finding information like who is present at the premises, how many people visited in a week, and other relevant information is also a time-consuming process. But the same tasks of generating reports or real-time tracking can be done quickly within no time with a digital visitor management system.

Data Security

There is always a high probability of data damage or loss with a paper-based visitor management process, as the data has to be stored physically. Data sharing also becomes a complicated task as you need to make a copy of it and then only it can be shared. With a digital visitor management system, the probability of data loss or damage is lesser, and data sharing is also easy.

Cost-efficient

If we look at the initial investment, an old paper-based visitor management process may seem less costly compared to visitor management software. However, when we look at the long term investment, things change. Paper-based visitor management is more expensive as a lot of investment has to go into the safekeeping of records while a web-based visitor management system is very cost-efficient for your organization.

Truein – A Modern Visitor Management powered by AI is a top visitor management system provider. Check out our features page to know more about Truein’s feature.

In the end, we can conclude that a digital visitor management system will make the visitor management process quick, efficient and secure for your workplaces, schools, or factories. 

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Reasons Why You Need A Visitor Management System For Your Factory

A manufacturing factory is a place where managing security is a challenging task. It becomes even more challenging for the administration if they use a paper-based visitor management process. Daily, a lot of people walk into a factory – contractors, temporary employees, permanent employees, visitors. To track who is currently present in the factory, or to identify who is who and to allow them only in the areas which they are supposed to be is complicated. Every day the reception area is crowded, as it takes a lot of time and effort to make an entry in the visitor logbook, create the hand-written badge and notify the person who they are supposed to meet. Due to this, there also exist many security loopholes which can result in various unwanted situations for the administration. However, utilizing a visitor management system for a factory, all these tasks can be simplified and streamlined.

What is a visitor management system for a factory?

A visitor management system for a factory is a tool that processes, tracks and keeps a record of all the people who have visited or are currently present in your factory making the whole process secure and efficient.

What are the features and benefits of a visitor management system for a factory?

Identity Verification of Visitors

In a paper-based visitor management process, it is a tedious task to check government ID and verify every visitor. Due to which it is inefficient. However, with a web-based visitor management system, this task is carried out efficiently.

Visitor ID pass

Visitor ID pass is essential in a factory because it helps the security staff identify if a visitor is allowed to be inside the facility or not. Also, these visitors’ ID passes come with an expiry date so that these passes cannot be misused if they are misplaced.

Limited Area Access

Every factory has areas that are considered restricted, thereby allowing only specific visitors inside. With a visitor management system, you can give individual visitors access to these types of spaces and limiting others.

Real-Time Tracking and reporting

With a visitor management system, you can know in real-time who is there in your factory and in which area they are. You can get other relevant data like, how many people visit daily, weekly or monthly quickly.

Instant Alert

There are times when some unavoidable circumstances or emergency issues arise in a factory. In these situations, with the help of an instant alert feature of the visitor management system; the administration can send an instant alert to everyone present in the facility.

Thus, we can say that visitor management software simplifies the management of security in your factory while enhancing efficiency. It perfectly streamlines your security and visitor processes through its plethora of benefits and AI-enabled technology.

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Reinvent the greeting experience

In this Age of Instant, the journey of the customer begins in the foothill of the psyche. While a lot of facilities use the manual entry system that involves handwritten paper logs, this digital age has a lot more to offer. Digital technology has invaded our lives extensively. Today it is hard to imagine our lives without a mobile or the internet.

Customer’s first experience plays an imperative role in developing relationship with your brand. A bad first experience can cost a customer to the company.

The ongoing journey of digital transformation is resulting in constant changes in the business operations fundamentally then why are we leaving our front desk? why are we still dependent on paper logs and manual sign in? Do not let ugly registers welcome your customers anymore! Make a modern first impression and WOW your customers as you save their time with an automated visitor entry system. Handwritten paper logs can be easily seen by anyone and provide virtually no security whereas the automated system offers enhanced security and lets your visitors sign themselves in while you can efficiently utilize the front office resources to serve your customers in a better way.

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Securing your premises is more than stopping pilferage

Every company’s most important assets are always its technology, its experience, it’s brand value in the market. While most companies focus on making their brand a more valued one with their intel and their work, what also matters is the experience your visitors get when they are in your premises. And while most may think that this experience begins in the meeting rooms, it actually starts right from the time your visitors have to register themselves and their details to enter your building. Companies use the latest cutting-edge technology solutions to protect their data and take care of their computer and network security. But what about the safety of the premise? Unfortunately, companies are not doing too much to take care of this aspect. Having a key card or employee ID badge is just not enough. Here are five reasons why securing your premises using a visitor management system is extremely important, and it is much more than just stopping pilferage.

Safe Working Environment

While most visitors are pleasant throughout their visit, some could also be anti-social elements, unwanted visitors, people who overstay when there is no requirement. How do you know about the presence of such people? It is important to have a technologically advanced security system in place that lets you know when a visitor has overstayed. This will help you manage these people not just for their current visit but also alert your security when they visit the next time, so that they can be extra vigilant. 

Proxy Visitors

It is fair to assume that most of the visitors would give their correct details. But there could be some visitors who choose not to disclose their accurate information and could cause issues in your premise. A security system that scans the visitor’s government approved Identity Card is a very important requirement – required by most companies now. This also ensures that only authentic details are logged into your system and therefore their appointment going forward become a smooth experience for both you and your visitors. 

Centralised control and view for multiple locations

 For companies that have offices in multiple locations and who may have common visitors going to these different locations, why should the visitors need to register at every location? Isn’t it easier to work with a centralized system that keeps the record of visitors at a central location and does not need the visitors to register with their details again? This ensures a smooth and pleasant visitor experience 

Seamless Visitor Registration

Most visitors waste a lot of their time registering themselves, eventually proving as a waste of your time too since the meetings get pushed further while you wait for them to clear all security checks. However, with the modern-day security solutions that are powered by AI, you can now pre-invite your visitors, thus helping them register in advance – saving you and them a lot of time 

A visitor’s feedback for your company is as valuable as his association with it. Therefore, a security system that also gets their feedback once they exit and automatically sends them a ‘thank you for your visit’ email works very well in giving them a lasting impression. A company that stays with its visitors from the time they visit and even after they exit – is sure to stay on the visitor’s mind for a while. 

Securing your assets is a huge role that security systems play. But at the same time, it is also important to have a smart security system in place that lets you manage visitors seamlessly, in a hassle-free manner, and helps you create a delightful experience for the visitors. While stopping pilferage was one of the major reasons why companies started installing these systems, it has now become much more than that. If your visitor management system is technologically advanced and modern, it helps you save on your costs, time and effort and therefore, helps you focus on the other bigger things. We at Truein, create the first line of defense for your company at the entry, helping you boost efficiency and deliver better guest experiences. Get in touch for an end-to-end solution on entry management.

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Does AI have a role in securing your premises?

Economies the world over are turning into digital economies and companies are being forced to follow suit. Customer preferences, worker behavior, and government rules and regulations are being moulded around digitization. This is forcing the most traditional enterprises – manufacturing companies and industrial units to alter their modes of working too. The digitization of manufacturing and industrial organizations is bringing in profound changes already. Technology is bringing in automation into the manufacturing process. The supply chain is being digitized. The sales process is rapidly adopting eCommerce channels. But this blog is about what starts outside the gates. This is about how a transformation could be waiting in the wings when it comes to the security of the business unit. The digital revolution paved the way for one of the most significant breakthroughs of this century – Artificial Intelligence. For the uninitiated, or the merely curious, Artificial intelligence (AI) has been defined as, “..the simulation of human intelligence processes by machines, especially computer systems. These processes include learning (the acquisition of information and rules for using the information), reasoning (using rules to reach approximate or definite conclusions) and self-correction.” Today, more organisations are becoming familiar with and inculcating artificial intelligence as a part of their digital transformation process. Organisations planning to expand digitally cannot ignore the importance and potential benefits of implementing artificial intelligence in their day to day operations. Small and large organizations around the world have incorporated artificial intelligence into their core activities. But what role does it have to play in security?

Role of Artificial Intelligence in Security Industry

The advent of artificial intelligence has the potential to change the way the security department operates. In fact, some say that security could be the biggest use-case of Artificial Intelligence within the enterprise. The advancements in chip architectures and technologies like facial recognition have already started enhancing the safety and security of employees and residents in buildings and businesses. The limitations of the traditional surveillance systems are being met through the use of AI- driven security systems. These systems have taken surveillance beyond the mere installation of CCTV cameras -a clunky and effort-intensive method in the security landscape. Here is how AI can be far more effective than traditional security for ensuring the safety and security of your campus or premises:

  • Efficient Management of Voluminous Video Data
  • Customization of Security System
  • Improved Visitor Experience
  • Analytics
  • Maintaining Staff Attendance Log

AI is making a mark everywhere and AI-driven security is likely to become widespread faster than you may imagine. It’s possible that the day is not far when every campus you visit will have an AI-supported security system that provides an incredible visitor experience and great security.

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