Whether it’s a corporate office, construction site or a busy school, if there are many visitors entering and leaving your site on a daily basis, it can become difficult to track the records of individuals from a paper visitor management system. Therefore, implementing an efficient and cost-effective visitor management system should be one of your top priorities. A digital sign-in system will allow you to manage visitor data with ease and improve safety and compliance within your organisation.
Why is a visitor management system a great tool to implement?
User-friendly
When a visitor arrives at your building the first interaction, they have is with the visitor management system. Hence, the user experience should be friendly. Your visitor sign-in system should be easy to use, allowing your visitors to sign in, in a matter of seconds.
Brand association
When a visitor arrives at your organisation, they should get a clear idea of who you are as a company. Your visitor sign-in system should be easily customizable, allowing you to showcase your brand name, brand colours and images that relate to your business.
Photo ID badge
From a security perspective, it is important to know who is a visitor onsite. When a visitor signs in on the visitor signing in the system and is assigned a badge then staff are aware of who is who onsite. Whereas if an individual is roaming around the building without an Id badge, then security is able to escort the unauthorised visitor off your premise.
Notifications upon visitors’ arrival
Once a visitor has selected which staff member, they are visiting using the data capture form on your digital visitor management system the ‘host’ will receive an email notification to inform them that their visitor has arrived. This feature will allow you to instantly know when your visitor has arrived, allowing you to collect them from the reception area promptly. Without email notifications, your visitor could be left in the reception area for a long period of time.
Emergency evacuation
A visitor management system allows you to populate an up-to-date list of everyone who has signed in/out of your building. In an emergency evacuation, it is crucial to have a live visitor log, which your electronic sign-in system can provide. This will allow you to see exactly who is onsite, and check if they have safely evacuated.
Reports
It is crucial to analyse visitor data on a regular basis. It can be difficult to do this using a paper sign-in book as the data is logged across a number of pages. Not only this but some individuals have illegible handwriting, which can be difficult for your receptionist to make out who is onsite. With a visitor sign-in system all your reports are automated. This will allow you to instantly have an overview of who was on-site, and on what date without the hassle of manually uploading data into an excel spreadsheet.
Improved compliance and safety
To ensure that the business and the individual are protected individuals are presented with digital legal documents. When your visitor begins their sign-in process, they are presented with 2 legal documents. One is the GDPR message and the second is the health and safety/safeguarding message. Once an individual has read and agreed to the information then they are aware of all the safety procedures that are implemented on-site.
Overall an efficient visitor management system will cut down unnecessary administrative tasks and improve productivity.
Manage visitors, staff, contractors and late pupils with a cost-effective visitor management system like Entrée Solutions. Give your visitors the best first impression with a modern, sleek sign-in experience.