Visitor Management System Function & Key Benefits

By |2021-08-23T15:06:59+08:00November 14th, 2019|Categories: Business Productivity, Visitor Management System|Tags: , |
  • Overview

  • Industries Utilizing Visitor Management System
  • Securing Offices and Institutions
  • Management of Manufacturing Establishments
  • Reception Declutter
  • Key Benefits of Visitor Management System

  • Lower Operational Costs
  • Real-Time Tracking and Insight Generation
  • Boost Efficiency, Minimize Errors
  • Data Privacy & Compliance Readiness

Visitor Management System (VMS) and how it is set up contributes to the image of an organization. It is a client-facing area of a physical establishment. The accommodation of guests plays an important role in giving a powerful first impression for businesses. The process automation of visitor management activities contributes to the efficiency of guest management. It also reduces the incidents of human errors and loss of data.

In today’s digital age, a modern, secured, and compliant visitor management becomes an important asset to the industry. Its key benefits can be observed by the function and nature of the event. For instance, it can be a one-time setup, such as for hosting public and private events. It can also be installed as a long-term front-desk tool of a physical establishment, securing institutions and managing guest information.

An effective, sought-after, visitor management system comes with powerful process automation features and high-security measures for data regulation compliance.

Industries Utilizing Visitor Management System

Software-based front desk security platforms are evident in various industries. It can be found in businesses involving manufacturing, hospitality, education, finance, governance, and more. These platforms are widely used for managing visitor movements in a building, giving access to offices, managing assets, and enforcing protocols and compliance.

Securing Offices and Institutions

  • Make sure visitors are handled professionally with smart reception system
  • Enhance security by eliminating paper logbooks and replacing it with a digital check-in system
  • Retrieve visitor’s information conveniently
  • Centrally managed information with real-time tracking and reporting

Management of Manufacturing Establishments

  • Track visitors, workers, and even company deliveries
  • Improve security by customizing access per employee category
  • Keep a low error rate by digitally documenting every check-in and check-outs whether – protect your people and intellectual properties

Reception Declutter

  • Provide a lasting first impression while enhancing guests’ experience with a smart visitor management system
  • Show off your company’s identity with custom designs
  • Generate guest’s information easily
  • Improve interaction between hosts and visitors

Key Benefits of Visitor Management System

Lower Operational Costs

Investing in visitor management systems reduces personnel costs. It minimizes the need for human intervention by automating reception processes. It also increases productivity and standardization through process automation. It can offer innovative and flexible solutions that can handle any challenging scenarios. There are also growth and scale potential for future upgrades and scaling up deployments.

Real-Time Tracking and Insight Generation

By installing a visitor management system software, the organization can generate useful insights based on visitor movements. It can also help in developing a wide knowledge base of visitors. Experience centrally-managed guest information with real-time tracking. Users can also access searchable visitor reports.

Boost Efficiency, Minimize Errors

Faster guest distinction and identification can be experienced by investing in a visitor management system software. Its process automation can speed up check-in and check-out processes of guests. In addition, it also reduces errors in obtaining visitor information and reduces the time spent in data entry. It also eradicates guesswork on the user’s end.

Increase Security, Lower Risks

Sought-after visitor management system software can be integrated with door access systems. Printing visitor labels can help identify visitors from afar with highly visible badges. The system can also document realtime headcount on-site, headcount in case of emergency with emergency roll call reports. It also prevents unauthorized access and identifies threats.

Data Privacy & Compliance Readiness

A visitor management system also needs to meet compliance mandates (e.g. PDPA) for collecting and auditing guest information. Secured capturing of legal documents like passport, ID cards, and photo capture should be highly secure and compliant.

To know more about Qbasis VMS’ features, click here.