Benefits of Visitor Management Systems

Automated Visitor Management Systems make verifying, registering, and controlling visitors easy. 

Visitor Management System
Visitor Management System

A Visitor Management System (VMS) offers various benefits for schools, businesses, and other organizations in efficiently managing and tracking visitors. It augments the door access control system to increase facility safety.

This article reviews some of the key advantages.

Enhanced Security:

Visitor management systems improve security by providing a systematic approach to visitor registration and tracking. It helps identify and monitor individuals entering the premises, enhancing overall safety.

Visitor Management Software use a driver’s license to check national databases. It can increase the security level of an office by monitoring a visitor blacklist, capturing visitor photos, and verifying their ID. An optional License Identification Scanner can provide efficient and accurate identification.

The optional visitor management system can automatically check The National Criminal Records database. The results of this can be used to deny entry to visitors found on the government database.  

Driver's License
Driver’s License

Access Control:

Integration with access control systems allows organizations to regulate and control visitor access to specific areas. It ensures that visitors only have access to authorized locations within the facility.

Some visitor management systems can be integrated with access control systems. For example, the TVIP-VisitorBio kiosk is a high-performance face recognition reader that includes body temperature and mask detection. The kiosk integrates with the TVIPTirSoft, which is access control management software that supports biometric door access control systems.

By integrating the visitor management system into the access control system, you can ensure that the person can only enter specific controlled areas of the organization. The visitor badge can be used to open particular doors but not others.  It can even control an elevator so the visitor can only reach a specific floor.

Visitor Management Kiosk
Visitor Management Kiosk

Efficient Visitor Registration and Verification:

Visitor management streamlines the visitor registration process, reducing wait times and making it more convenient for both visitors and staff. Some systems offer pre-registration features, further expediting the check-in process.

Visitors can be verified in advance. The more sophisticated visitor management systems provide advanced registration for appointments. Visitors are sent a QR code that can be used for verification.

When the visitor arrives, they present their QR code and their authentication key along with capturing a live photo, and they are digitally logged into the premises. The latest touchless entry control kiosk provides an easy way for visitors to verify an appointment using a QR code.

QR code
QR code

Increased Security

Whether it is a school or a commercial facility, you can blacklist anyone to deter unwanted visitors from gaining access. For example, schools sometimes have to deny access to certain people whom the courts have restricted access to a child. All the information collected from a visitor can be compared with another database to ensure safety.

Real-time Monitoring:

The latest visitor management systems provide real-time monitoring of visitor activities within the premises. This helps security personnel stay informed about who is on-site, enhancing situational awareness. The visitor is automatically granted access to the building according to the access rights assigned to them by their meeting host.

Compliance and Reporting:

Visitor management software assists in compliance management by maintaining a record of visitor information. This helps to ensure that organizations meet regulatory requirements. It also generates reports for audits and analysis.

Emergency Response:

In the event of an emergency, a Visitor management system facilitates the quick and accurate identification of individuals within the facility, aiding in evacuation procedures and crisis management. The system can provide emergency evacuation notifications.

Professional Image:

An automated and easy-to-use Visitor Management system enhances the organization’s professional image by providing a modern and efficient approach to visitor management. A well-organized system reflects positively on the business.

Visitor Badge Printing:

The more sophisticated visitor management systems provide the printing of visitor badges with essential details and expiration dates. Badges can be color-coded for easy identification and serve as a visual cue for security personnel. The system can also capture visitor photos to enhance security.

Efficient Record-keeping:

The latest Visitor Management systems maintain a digital record of all visitors, including their check-in and check-out times. This eliminates manual logbooks and ensures accurate and easily retrievable data.

Badge Printer
Badge Printer

Better visitor management software allows you to run extensive reports from students to contractors to visitors. These reports can be exported in a CSV format or Excel format. These reports will enable you to review all the organization’s visitors.

Notification and Alerts:

The system notifies hosts or relevant personnel when their expected visitors arrive, enhancing communication and ensuring a warm welcome for guests.

Cost Savings:

The more advanced visitor management systems reduce administrative costs associated with traditional visitor registration methods. It minimizes the need for paper-based systems, manual data entry, and dedicated staff for managing visitors.

Summary of Visitor Management System Benefits

A Visitor Management System is valuable for organizations looking to enhance security, streamline visitor registration processes, and maintain a professional and efficient environment. It also can save money because it makes registration of visitors easy and simple. The visitor management software can be integrated with door access control systems, temperature screening systems, IP camera systems, and other security systems that can keep your organization safe.

If you want help selecting your Visitor Management System, please get in touch with us at 1-800-431-1658 in the USA or 914-944-3425 everywhere else, or use our contact form.