Visitor Journey through Visitor Management

Whether you operate a walk-in business or have a commercial space, there are several stages that visitors to your organisation experience. From the moment they walk through the entrance to the meeting they come to attend, several nuances can affect whether they attune to your services. That makes visitor management a crucial part of your success.

Performing an analysis from their perspective can help you optimise your conversion funnel, even curating your clients to make decisions in favour of your enterprise. Throughout this guide, we’ll observe the journey any visitor to your organisation undergoes and the role of a robust visitor management system (VMS) in the process.

A woman checking in using an RFID card in a visitor management process.

1. Pre-Registration on visitor management system

In today’s digital age, your visitor’s impressions of your company start even before they walk through the door. When they book an appointment, it helps to provide them with all the information they need, including the precise address, maps, and notifications for the meeting. There is also a bonus if the software for visitor management is easy on the eyes.

2. Arrival

Modern VMS are capable of exercising security by keeping out unauthorised personnel. At the same time, it pays to keep things straightforward and let all authorised people through without a hitch. Your VMS can integrate with gates and turnstiles, only allowing access after a digital check. An efficient way to do that is to provide your visitor with a QR code that lets them access the premises. It is a digital process that you can control in real-time without wastingwasing paper and minimising queue times.

3. Check-in through visitor management systems

It is the first time that most visitors undergo a face-to-face interaction. You need to ensure that your VMS guides them to the appropriate location. If you believe you don’t want to make the visitor uncomfortable, it is best to use a kiosk for digital check-in with biometrics. Keeping it close to the entrance is also helpful as the visitors can feel more secure.

4. Meeting

Now that your visitor is ready for a meeting, it helps to make them as comfortable as possible. Ensure they have all the requisite data they need to research beforehand and provide them with a spacious room to discuss future prospects. Today’s most advanced visitor management systems can help you reserve spaces in advance so that the other staff can plan their internal meetings accordingly.

5. Check-out

This stage does not require much from the visitor beyond a check-out or, sometimes, simply walking out the door. The organisation must know who is on-premises and who has left, especially in an emergency. Tracking check-out in real-time, then, is imperative for the security purposes of the company.

A front-desk assistant teaching visitors to use the visitor management kiosk and leave a feedback.

6. Managing visitors post-meeting

While most companies give up after the meeting has concluded, post-meeting monitoring can create a boost for your business’ conversion rates. You can follow up on your meeting with a survey or thank-you note to gain their confidence in your organisation. Moreover, clearing up any feedback post-meeting is a crucial opportunity to stop harmful information from spreading. Furthermore, you can integrate this feature within a VMS that doesn’t require an internet connection.

How to choose a suitable visitor management system

Using digital solutions for visitor management not only smoothens your organisation’s operations but also helps your clients have a desirable experience with your physical space. We hope this guide gives you better insights into any visitor’s journey within your commercial space. For the best VMS services, check out state-of-the-art systems from Qbasis.

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