Visitor management systems are becoming increasingly popular in a growing number of businesses due to the convenience and efficiency that they can offer. They provide a new and innovative way to track visitors as they come and go from your business, helping you to find out more about them, keep them safer and improve the way in which your business works.
What is a visitor management system?
A visitor management system is a digital way of logging the arrival of visitors into your business. Rather than a traditional logbook on a reception desk, this is not only able to capture the name and time of any arrivals, but also any other details that you might feel are pertinent.
These systems are completely customisable, which means not only will they carry the branding of your business, but you can choose what questions the system asks each visitor when they sign in.
This system is often also able to take a photograph of the visitor and print a personalised visitors badge for them to wear while they are there. This can be a massive boost to security as it makes it much clearer who everyone is. The system can also notify the member of staff that is due to be meeting the visitor to ensure that there are as few delays as possible in getting them seen.
Visitor management systems have been designed to streamline the reception service, providing a more professional way to record any visits whilst ensuring that all data is kept secure and your business functions at its best.
The benefits of visitor management software
One of the biggest impacts that visitor management software can make is on your time. Visitors can now sign in on a tablet computer, providing you with all the information you need quickly and easily. This means there are no delays while they queue to the reception desk to wait for a busy member of staff and eliminates the risk of any human error in dealing with the visitor.
Having a live record of who is in the building can also play a big part of any emergency procedures. In the event of an evacuation, multiple staff members can have access to the same system which shows which visitors are on site at any given point and can include a photograph, making it easier to identify them and take them off the list when they have been located.
Visitor management software is also very important when it comes to data collection. Most sign-in books simply ask for a name, an organisation and sometimes a car registration, but with visitor management systems you can ask for much more detail than this. You can collect contact details, job information and even the reason for the visit to help analyse trends and follow up on potential sales leads.
This system is also designed to improve the security of your business. You can have a list of people who are authorised to access the building, and you can keep information and pictures on file of anyone who is not welcome. This makes it much easier for any security teams to deal with unwanted visitors and keep everyone within your business safe and happy.
Visitor management software is incredibly important at freeing up the time of valuable staff members for more important roles whilst providing a professional and streamlined approach to visitor management that can be used in businesses of almost any size.
Get started today
Are you looking for a fast, secure, and most importantly, free visitor management software? At VMFree we offer a free visitor management solution for businesses to help manage, control and streamline the visitor sign in process. If you have a question or would like to know more about our service, please contact us today and we’ll be happy to help.