Visitor management software is becoming an increasingly popular feature in many businesses across the UK. It allows for digital sign-in as well as visitor tracking and reporting, and can be essential for increasing security, streamlining the sign-in process, and providing new marketing opportunities.
As a relatively new form of technology, there are still some businesses and visitors who have their concerns about it. That is why we thought it was time to do a bit of myth-busting, so here is the truth about 10 of the most common misconceptions surrounding visitor management software.
1. Visitor management systems are expensive
It is easy for many businesses to assume that software will be much more expensive than their traditional paper logbooks, but this is not necessarily the case. Whilst there may be a higher initial investment, it is capable of transforming your security and efficiency.
This will help to save hours of time for your receptionists and other staff members, allowing them to focus on other tasks and be more productive. This means that despite the setup cost, visitor management systems are actually an extremely cost-effective tool.
2. The systems are too complicated
It is important to remember that visitor management software was developed so that anyone who walks into your business will be able to use it. The system is incredibly user-friendly and will take your visitors through the sign-in process step by step. How much information you collect from those visitors is entirely up to you and what your business needs to know.
Setting up the software is just as straightforward. The interface has been designed to be intuitive so that you can customise it in the style of your company branding and tailor the system to your needs as easily as possible. It can also be integrated into your other technology systems so that it works seamlessly alongside them. It also means that you are able to change and adapt how you use the software as the needs of the business evolve.
3. Visitor management systems cannot be customised
The truth is that visitor management systems are actually more customisable than the pre-printed logbook on your reception desk. You can add your own logo and branding colours to keep the system looking professional. It is then possible for you to customise greeting messages, promotional material, and instructions on what your visitors should do once they have signed in.
In addition to this, you can also outline what questions your visitors should be asked. This can be as simple as their name, email address, and car registration, or you can find out more about their contact details, the business they have come from, and the purpose of their visit if you want to.
Visitor management systems have been developed to work with every business, and so they are fully customisable and adaptable to ensure they meet your own specific needs.
4. They are only suitable for big businesses
The real beauty of digital visitor management systems is that they are suitable for any business of any size. They are cost-effective and can ensure that you do not need a dedicated member of staff to man your reception at all times. You can customise your software to suit your business and make it as personal as you want. It also allows you to streamline check-in to keep everyone safe and secure and look more professional in the process.
5. Visitor management software is not secure
Visitor management software has been designed with layers of security and digital verification to ensure it is as secure as possible. Many systems will use multiple identification methods, and the in-built encryption will help to guard against any data theft or privacy infringements. When a visitor inputs their details, they can do so with the confidence that the next visitor to walk through the door cannot view any of their information. However, when they sign into a visitor check-in book on the reception desk, it is possible to see everyone who has come before you.
6. It won’t work with existing systems
The point of visitor management software is to streamline the processes within your business, and to do this it needs to be fully integrated with your existing systems. This software has been developed specifically so that it can be integrated into other digital systems such as security protocols or business intelligence software.
7. The software is not mobile-friendly
The developers behind visitor management systems were well aware that their software would need to be hosted on a variety of different devices. The majority of them have integrated mobile apps that will work on laptops, tablets, and even smartphones.
8. Visitor management software has limited uses
Many businesses that adopt visitor management software have found that it is incredibly versatile. It can work with a security team to prevent any unauthorised access to the building, but it can also be used to make a professional first impression on any visitors who arrive at your business. As the check-in process is smoother and quicker, your reception team can be busy with more productive tasks, and your business can benefit from collecting important data that it can then use for analysis and marketing purposes.
9. They are no use in an emergency
If the fire alarm sounds, your receptionist will normally have to grab the sign-in book and run outside trying to keep track of any visitors. With visitor management software, a number of staff members can all have access to the system, which will contain photographs of the visitors to make them much easier to identify. When they have been located, they can be ticked off the list so that everyone knows they have been found safely, making the evacuation procedure safer, quicker, and more effective.
10. They only work in one location
Visitor management software is often cloud-based, which means it can be signed into from a variety of different locations. It can be used to scale with your company and cover multiple locations if needed.
Ready to improve your visitor management?
Download VM Free today for a more secure, efficient and professional visitor experience.