Every business needs a way of signing visitors in and out, and many are now making the shift towards a digital visitor management system. These are quick and efficient ways to replace the more traditional paper-based systems, but how do they stack up against one another?
So, let’s explore the benefits of each type of sign in system to work out which one would be the best for your business.
What is visitor management software?
When a visitor arrives at your business, there is a certain amount of information that they will need to give you. Instead of queuing up to speak to a receptionist or filling in a paper-based system, your business may choose to put visitor management software in place, which is hosted on a tablet computer. This can be fully customised in the style of your business, including colours, branding and logos and can also ask any relevant questions that you have selected.
This makes the sign in system much quicker and also more detailed, and the ability to take a photograph means personalised visitor badges can also be printed. The records of each sign in are then stored digitally and any relevant members of staff will be informed of the arrival.
Cost effectiveness
One of the biggest concerns for any business will be how cost effective their sign in system is. There is no doubt that the upfront cost of a paper system is much cheaper than needing to invest in visitor management software. However, the long-term view can be very different.
Not only does the paper system have the potential to become disorganised or lost, but the digital system can also keep information much more secure and actually provide businesses with greater regulatory compliance and enhanced marketing opportunities. This means that whilst the digital setup costs might be greater initially, it can pay dividends over a longer period of time.
GDPR compliance
The GDPR rules state that you must take all reasonable efforts to keep the data of your visitors, customers and staff as secure as possible. Paper based sign in systems can make this very difficult to achieve as they are often available for anyone in the reception area to view, photograph or copy. Keeping paper-based information secure is also much harder in the long term as they will need to be kept in files and folders which are more easily accessed by other people.
When someone signs in using visitor management software, they will only be able to see their own record and not anybody else’s. This is then stored digitally and can be encrypted. Access to this data will be restricted to those who are given the necessary login details for the system and their activity can be tracked. Therefore, a digital management system can help you to be much more compliant with GDPR rules and avoid any of the penalties that might be incurred by data being lost or stolen.
In case of emergency
If the fire alarm sounds, then everyone will need to be evacuated from the building and those in charge of reception should grab your visitor sign-in books and take them out to try and account for all the visitors that might be in the building. This could be an arduous task as they will not always be sure who they are looking for, and the person in question might have been located by somebody else.
With a digital sign in system, multiple members of staff can have access to the visitor records on mobile devices such as laptops or tablets. Each record will have a photograph to help identify the visitor and once they are marked as found by one member of staff, it will show on all devices, meaning that it is much easier for the emergency services to focus on anyone who might be missing.
Continue reading: How can Visitor Management Systems help with emergency evacuations?
Productivity levels
Productivity is key to any business, so it is important to look at how the different sign-in systems can help with this. Digital systems tend to help boost productivity in the workplace by providing a more quick and efficient service. Each visitor can sign in independently without needing the help of any reception staff, which frees them up to complete other tasks.
The member of staff that the visitor is here to see can then automatically be notified of the arrival and can send instructions or go to meet the visitor at the appropriate time, meaning that they are not left hanging around waiting.
Visitor management software can automate many processes involved with signing in and greeting a visitor that can help to save both time and money for businesses.
Marketing opportunities
Welcoming a visitor to your workplace is one thing, but it can be important to follow up with them afterwards as well. Sign in sheets can collect a limited amount of contact information, but visitors can choose not to fill this in, or it may be illegible. When choosing to follow up after the visit, each inquiry will need to be made manually and individually, which can be time consuming.
With a digital sign in system, it is possible to make it mandatory that a visitor supplies certain contact details so that you can chase them up later. You can also automate this process, by setting reminders or sending pre-written emails. The information can also be put into a database, making it much easier to send mass emails at appropriate times if GDPR rules allow it.
Paper based sign-in systems have been invaluable for decades, but there is a newcomer on the block that looks set to replace this. Visitor management software has a huge number of advantages over the more traditional systems which makes them more secure, more efficient and more valuable. Businesses are increasingly turning to digital sign in options to help ensure that they are compliant with all GDPR rules whilst also making most of the information that they are able to gather, which can benefit both the visitor and the business itself.
Time to ditch the paper and go digital
Say hello to a smart, more efficient visitor management system to help boost productivity, ensure GDPR compliance and create a smoother visitor experience. Contact our team today for more information or download VMFree – for free, today!