How To Select The Right Visitor Management Software?

Posted on August 13, 2021 by wis_wp

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Today, technology like hot desking, workplace scheduling, visitor management software, and meeting room software is the glue holding organizations together. The ‘new normal’ of work took shape in a matter of months after the pandemic disrupting our lives. Ever since IT leaders worldwide have rapidly reimagined technology’s role in creating safe and productive spaces for employees.

Even employees acknowledge that health and safety in offices is a much greater concern today. 92% of professionals admit that physical security in workplaces is a strategic imperative in the post-pandemic era. Managing visitors is central to ensuring employee safety from threatening viral and other elements. With a robust visitor management system, modern organizations can keep their premises secure.

This guide will help you choose suitable visitor management software. Let’s begin with understanding the potential this tool holds for heightening the safety of your organization and its employees.

Workplaces are fast reopening with vaccination efforts in full force. Be it candidates appearing for interviews, potential clients, stakeholders attending an annual meeting, or suppliers – visitors will drop in.

Here, a visitor management system essentially acts as a virtual visitor log that tracks anyone who isn’t an employee of the company. It also helps pre-registered visitors check-in while informing you who has visited your building at any time.

Also Read: 9 Features Every Visitor Management Software Should Have

But, that’s not enough to keep Covid-19-related concerns at bay. In a post-pandemic world, the following are some non-negotiables for visitor management:

With automated visitor management software, facility managers have relevant information to tackle these issues and stay compliant with policies. How? The platform can serve as a self-service tool for registering visitor data and delivering valuable insights by sorting, analyzing, retrieving the data for any specific time frame. Organizations can then use these insights for contact tracing, security, or any other purpose.

Now, let’s look at the features an effective visitor management software should offer.

1. Pre-registering Visitors

In pre-Covid-19 times, pre-registering visitors was a choice for shortening queues at the reception. Today, it’s a necessity. The right visitor management software helps your front desk staff pre-register visitors. This is important for preventing congestion in lobby areas, reducing unnecessary human interaction, and expediting the overall check-in/out process for visitors and employees.

Your organization can also choose to reschedule visits depending on the occupancy level in the office premises. By pre-registering visitors, the software can also send calendar invites with visit details to the host and visitor(s).

2. Contactless Check-in

Most enterprises worldwide lack touchless technologies on their premises. 96% of employees still need to touch devices and surfaces, including door handles, elevator buttons, sign-in kiosks or devices, access control systems like keypads to enter the workplace.

Using a visitor management software that enables contactless processes can effectively deter the spread of Covid-19. Customers, contractors, interview candidates, etc., can sign in with a common QR code using their smartphone. Moreover, a touch-free visitor management software is key to instilling a sense of safety and comfort in employees and visitors when they enter the office premises.

3. Managing Occupancy Levels

A visitor management software must also ensure that the number of visitors present in a workplace does not exceed the cap established by regulatory authorities. In fact, facility managers can do so by only allowing pre-registered visitors. Additionally, the visitor management software can notify concerned wings in the office to prevent untimely additional check-ins and overcrowding in the workplace.

4. Health Screening

Today, a crucial aspect of ensuring employee safety at the workplace is conducting regular temperature checks. Ensure your visitor management solution accommodates contactless temperature detection tools or integrates with thermal scanners across office premises to deny entry to visitors who don’t fulfill the necessary criteria.

Alternatively, you can share health questionnaires with visitors while pre-registering them. The visitor management software can allow or refuse permission depending on the responses.

5. Contact Tracing

If you get notified that a visitor contracted the infection after leaving your office, the organization will need to track down and quarantine employees who came in contact with the visitor. Furthermore, the spaces occupied by the visitors must be emptied, disinfected, and isolated for a definite time frame.

A visitor management software can track your visitor’s on-premise activities and help your team take swift action. Moreover, since you have data related to time-stamped movements of the visitor and other employees who were within their proximity, you can accurately take the necessary steps to curb the virus spread any further.

6. Shareable Data

Real-time visitor data sheets available in shareable formats are also a must-have for hybrid workplaces. And that’s where a cloud-based visitor management software can be of great use. These solutions make it easier for visitors to register themselves and for your team, along with the HR wing, to keep track of the visitor flow.

Besides contact tracing, real-time data can be valuable during instances of theft or any other security issue. The cloud-based visitor management software will also enable the office management to monitor employee check-ins, check-outs, time of arrival, visitor log, etc., any time from any corner of the world.

7. Data Privacy Compliance

One of the most crucial aspects you must consider before choosing the right visitor management software is data privacy. These cloud-based visitor logs accommodate a wealth of data, including visitor and employees’ personal information, time-stamped movements, location data, and your organization’s plans. Hence, your platform must comply with data storage, residency, and deletion policies across stages.

Recommended Reading: Data Security: A Beginner’s Guide

With offices welcoming employees again, it is crucial to invest in a workplace technology solution that guarantees employee safety and security.

With WorkInSync, you can leverage an assortment of easy-to-use and intuitive visitor management software that enable contactless visitor registration through QR-code-based Digi-pass. Tap into detailed insights of your workplace visitation, conduct routine temperature checks, and register visitor temperatures at entry points virtually to foster a safe and healthy workplace scenario. Check out our entire suite of visitor management software today.

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Posted under: Visitor Management

A Visitor Management System Can’t Do Without These 9 Features!

Posted on July 1, 2021 by wis_wp

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In a 2019 survey, 8 out of 10 organizations said that a visitor management system is extremely important. Over 38% of companies stated compliance as the main reason for getting a visitor management system. Furthermore, 92% of these companies agreed that a visitor management system contributes to creating a safer environment.

With offices reopening, it is not just your employees who will be returning. Visitors will start dropping in as well. So, you’ll need a visitor management system that can track employee and visitor sign-ins. Even if you previously had one, considering the changes induced by the pandemic, you may want to upgrade it.
If you are out in the market to choose a visitor management system, here’s a must-read for you. We list nine features that you cannot afford to miss.

If you think a visitor management system only collects your contact information before letting you in, then know that’s just one part of the process. A visitor management system does more – it tracks the usage of a building and its facilities. It keeps unwelcome and unwanted visitors at bay. Placed in the reception, it also serves as the first touchpoint for all visitors. The ideal system ensures that they have a seamless and good experience. And think of it, your lobby is the first line of defense against all kinds of threats – both COVID and non-COVID.

With hybrid workplaces becoming the norm, visitor management software becomes even more necessary. Equipped with the right features, it functions as an essential component of people management. Let’s explore these in greater detail.

Also Read: Meeting Room Management Software

Paper-based visitor management systems are now obsolete. They help you do little else than build an irretrievable database of people. If you still use it, chuck it right away. If you have been using a seemingly sophisticated screen-based system, which again builds just a database, it may not be as helpful in a post-pandemic world.

Here are nine features that you need if you want visitor management to serve its purpose.

1. Pre-registering visitors – While this feature helped reduce queues at the reception earlier, it serves a more fundamental purpose now. It saves users time and reduces the risk of infection while waiting in line. It can also help reschedule visits based on occupancy levels at a given hour.

2. Occupancy management – Any visitor management system you choose must ensure that number of visitors does not exceed the cap set by regulatory authorities. You can do it by adopting an ‘invite first’ approach, allowing only vetted visitors. The system can alert the concerned team or even block new registrations to prevent overcrowding.

3. Health screening – A crucial aspect of visitor management is to prevent the spread of infection. Integrated with thermal scanners or other contactless temperature detection systems, a modern VMS can deny entry to certain visitors. Alternatively, by enabling pre-registering, you can send across health questionnaires to visitors. The system can allow or deny permission based on visitor responses.

4. Contact tracing – On receiving confirmation of a visitor contracting infection later, the facility managers need to act fast. To prevent infection spread, they need to track down and isolate people in proximity to the visitor. Additionally, they would also have to cordon off and disinfect spaces occupied by the visitor for a considerable duration. A modern VMS tracks a visitor’s on-site activities, helping the facilities team to act more swiftly.

5. Customized forms – If you’ve been making a courier or food delivery person fill the same form as a business vendor, then you’ve been hurting efficiencies of two businesses – your own and that of the courier. Ability to customize a form based on the purpose of the visit can help you collect necessary and meaningful information. Make sure the visitor management system has this feature.

6. Third-party integration – Working in a hybrid work environment, the visitor might need to share or present information with remote workers. The visitor management system must enable such interaction by providing the visitor required level of access to your office infrastructure. At the very least, you would not want to run around at the last minute to get Wi-Fi access for a business visitor.

7. User-friendly interface – If every second visitor needs assistance or has questions when filling a form, it defies the purpose of an automated system. So, look for software with an intuitive interface that reduces the need for manual intervention.

8. Advanced reporting capabilities – Investing in collecting visitor details serves little purpose if you cannot retrieve them and draw meaningful insights. For example, knowing if your vendor meetings are stretching too long or the wait-time of certain visitors exceeds their meeting time, you can make necessary interventions for better efficiency.

On the other hand, employee sign-in patterns could provide early signals of disengagements. It would enable the human resources team to diagnose and act on the underlying issues. Given the various purposes, a VMS must generate customized reports and automatically distribute them to the relevant stakeholders.

Bonus Read: New Work Models

9. Compliance with data and privacy regulations – An important but often overlooked aspect of visitor management is data privacy. Visitor databases of businesses are warehouses of rich information – not just individual information but also about plans and business strategies. Therefore, a modern VMS must be compliant with data residency and deletion policies at multiple levels. It must allow the client organizations to choose data they intend to capture, store, and duration to retain it.

Regardless of the type of business, the breadth of expectations of a visitor management system has increased. It serves as a critical tool that prevents health risks, improves efficiency, and ensures regulatory compliance. So, when you are out shopping for one, remember that the old checklist of features is no longer applicable.

While the above list is admittedly not exhaustive, it will help set you on the right path for finding the visitor management system that’s best for your business in a changing world.

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Posted under: Visitor Management