Visitor Management System Features Advancements


  • Traditional Visitor Management System
  • Electronic VMS – Computer Network
  • Web-based VMS Software
  • Visitor Management System Mobile Application

Different visitor management features have been upgraded to keep up with today’s digitalisation trend. A visitor management system (VMS) is defined as the process of monitoring or tracking the usage of an establishment — gathering and recording information on visitor patterns. This system is developed mainly to increase the building’s security and document check-ins and check-outs for business purposes.

The use of modern visitor management systems gained popularity as it increases the security of an establishment. Schools, offices, and other institutions deemed it necessary to invest in such a system to protect their people from unwanted visitors and study guest patterns. Over the years, various advancements in visitor management system features have been developed to keep up with the demands of today’s digital world.

Furthermore, the major advancement of visitor management technologies will be discussed. Their differences and similarities will also be uncovered.

Traditional Visitor Management System

Traditional Visitor Management System – Pen and Paper System – Logbooks

A traditional visitor management system involves a security guard to keep an eye on the entrance and exit of the building, a receptionist to take the guest’s information, and paper logbooks to record visitor details. After the guest registers his or her details, the receptionist will call the guest once the host is ready. This pen and paper traditional VMS is very simple to execute. However, it does not guarantee security, protection of data, and productivity.

Electronic VMS – Computer Network

Once the camera sends the necessary data, it proceeds to a server. Then, a program analyses the data. This helps the system predict future trends like the peak time when visitors enter and exit the building.

Web-based Visitor Management System

An electronic, computer networked VMS utilizes a computer network to record and track visitor information. It first replaced the traditional pen and paper system. Furthermore, it improved VMS security and documentation when compared to the flaws of a pen and paper system.

Web-based VMS Software

An online visitor management software is web-based. This is considered software as a service (SaaS). Today’s SaaS visitor management system features involve a tablet or a kiosk. This automates the visitor management system workflow. Mobile scanners can also be integrated into the system for more accurate and faster data capture. One of the differences between the web-based visitor management system features from an electronic, computer network VMS is its online feature. Important information can be saved and retrieved in the cloud.

Visitor Management System Mobile Application

Another advancement of visitor management features is developing VMS mobile apps. It works like a web-based VMS but it can be accessed on the go using a mobile device. The host can also receive notifications or real-time alerts so the arrival of a guest can be directed to the right person. Emergency alerts can also be sent to the whole office via the mobile app. In some advanced cases, VMS mobile apps are developed together with their corresponding SaaS VMS.

The advancement of visitor management features today does not stop changing technology mediums. Different integrations are also developed to make the system more powerful. These integrations are meant to improve the system in terms of efficiency and guest security. Guest cards and biometric security integration were also developed.

VMS providers also aim to make their products scalable and customisable to tailor-fit the demands of data privacy and security regulations. To know more about Qbasis VMS’ features, click here.

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