What is a sign-in book?
A paper sign-in book is the first thing that your visitors will see when arriving onsite. It is a book that holds crucial visitor data such as your names, times and dates individuals visited your organisation.
A paper sign-in book has a number of flaws that could potentially harm your business or school.
- Visitors don’t always remember to sign in
- It can be difficult to read some visitors handwriting
- The data is not stored carefully and can easily be stolen
- Visitor details are always on display, breaking GDPR regulations.
A visitor sign-in book gives your visitor the impression that your organisation is outdated and old fashioned, whereas a digital visitor management solution like Entrée Solutions will revolutionise your reception area and give your visitors the best first impression.
Here are 4 ways a paper sign-in book is damaging your business,
1) Visitor experience
“You only have one opportunity to make a first impression” A positive first impression is extremely important to start building a relationship with your visitors.
Your reception area sets the initial tone for any relationship you have with individuals arriving onsite. A reception area full of visitors queuing to sign a worn-out paper book puts your business first impression at risk. If a reception area has no receptionist how will your visitor know what to do? Where to go? How long they should wait for? This leaves a cold and unwelcomed experience for your visitors.
2) Efficient processes
Once your visitors have signed in with a book your receptionist will need to manually upload the data online. This wastes your receptionists time when they can be focusing on other jobs within the reception area.
With a digital visitor management system, your visitor can sign in, in a matter of minutes, the data that is captured is securely stored on the management dashboard, saving your receptionist time to manually upload it. When an authorised member of staff accesses the dashboard, they are able to access automated reports that showcase an overview of who has visited your site.
3) Goes against GDPR regulations
GDPR has been around since 2018, the purpose of this is to ensure that individuals details are collected securely.
It is difficult for visitors to give consent for their data to be stored within the business. Not only this but when the data is collected it is not securely stored. All key visitor data is displayed unattended, which allows anyone to easily access or steal the data.
4) Creates a greater risk in an emergency
If a visitor or staff member has forgotten to sign in/out or if their handwriting is difficult to read then how will you know who is onsite in an emergency? You are putting your employees and visitors at risk as you won’t be able to identify who has safely evacuated and who is still inside your building. If the paper sign-in book gets destroyed during the evacuation, then you are left with no information of your visitors and staff members whereabouts.
Not only this but in an emergency your main priority is to ensure that you and everyone onsite has safely evacuated, not to look around in search of your paper book.
How a visitor management system can help solve these issues…
By allowing your visitors to sign in with Entrée Solutions you can;
- Save your receptionist time and money
- Create an overall safer work environment
- Improve efficiency
- Boost productivity
- Give your visitor the best first impression
Entrée Solution transforms your reception area and greets your visitors with a warm, safe welcome with features such as;
- Pre-register your visitors for a faster and quicker sign in process.
- Sign all legal documents (GDPR & health and safety message) to ensure you and your business are kept compliant.
- Access a live fire register from any device with an internet connection to see exactly who has been onsite.
- Allow staff to have a faster sign in process by integrating with Paxton integration.
- Email notifications sent upon visitor’s arrival
- Print a self-adhesive ID badge to easily spot visitors onsite.
- Access live and historic reports to always know who is onsite and much more!
You can access the full feature list here.
Save your businesses reputation with one simple fix. Book a demonstration today by clicking here.