Benefits of effective Visitor Management System in commercial & residential premises

The moment we think of a visitor management system, it reminds us of the pen and paper procedure with a number of ledgers piled up in the security area, followed by the traditional practice of having a receptionist at the front desk to personally greet the visitors and help them to check-in. The scenario has changed a lot nowadays as we are syncing to our new normal post Covid-19 crisis. Presently, going digital no longer remains an option but is a compulsion to manage visitor management systems online to make our workspaces and residences a safer place for both the visitors and the hosts.

Integrating a contactless and paperless visitor management system in our businesses and residences is not a far-flung idea from a sci-fi movie; instead, it’s as simple as just scanning a QR code or entering a pin in our smartphones to check-in a gate or a door. Above and beyond, it can be assured that the guests have a warm welcome even in the absence of a smiling host in a more convenient, fast and protected way. Besides acting as a receptionist, a virtual visitor registration system also enhances visibility, security and the ability to serve the visitors satisfactorily.

Digitizing the visitor management process and coupling it with smart access control not only tracks everyone entering the commercial or residential premises effectively but also helps to track the exact whereabouts of the guest inside the premises.

Importance of Visitor Management System

In light of the Covid-19 pandemic, many commercial and residential buildings are relooking at their check-in procedures to reduce human contact in the lobby and avoid using shared items like doorknobs, pens, clipboards and check-in kiosks. Also, people are starting to understand that most of the threats to their building security comes from the visitors and hence it is the need of the hour to establish a strong visitor management system.

On the other hand, there are many misconceptions about the Visitor Management System – like it is assumed that VMS is only about security which is opt for big businesses and involves a high budget to get it installed; the smart check-in system is for show-off and luxury; and so on. This article clears the myth and lists the benefits that businesses and residential premises can enjoy from instilling an effective Visitor Management System:

  • Touchless, Contactless and Paperless Check-in

The electronic check-in system allows visitors to check in remotely via their smartphones by scanning a unique QR code at the entry desk. Upon scanning, a browser will be launched and that guides the guest to complete the check-in process without any human assistance. Later the visitor will be granted permission to enter the premises after identity verification, as well as notification will be sent to the host about the guest’s arrival. This contactless procedure minimizes the risk of spreading any virus or disease and ensures the good health of the visitors and the hosts

  • Increased Visibility and Strengthened Security

Complete details of the visitor along with his/her photo will be logged online, once the visitor checks in a door through the smartphone. This enables the building administrator to have a track of every movement and real-time location of the visitor inside the property. By integrating smart access control, the visitor can be granted customized access to the designated doors to avoid unnecessary wandering and can track any suspicious behavior. 

  • Visitor’s Privacy Protection and Data Compilation

Be it a customer, a delivery person, a relative or a friend; privacy is important to one and all. Having an online visitor check-in process will safeguard the personal information including their name, contact number, email ID, purpose of the visit and so on. A digital check-in system is preferred over the conventional paper-based check-in system because of the fact that the visitors can’t see a written log of other people who have visited before them. Meanwhile gathering visitors’ data can form a potential catalogue for future marketing communications and helps to build relationships.

  • Better Planning and Time Optimization

Deploying a robust visitor management system allows the guests to book appointments and schedule meetings in advance to have hassle-free and quick screening at the front desk. Avoiding delays at the reception desk saves time for both the guests and the hosts and in turn contributes towards increased productivity.

  • Low Costs and Easy Installation Procedure

Contrary to the fallacy, installing a digital visitor management system in a commercial and residential property is an easy and simple procedure. As it deploys wireless access controls for visitor management, there will be no damage caused to the infrastructure and immovable assets during the installation process. Irrespective of the size of the business and building, a digital visitor management system can be opted by all because of its low cost and high returns in terms of safety, security and credibility.  

Why Spintly

Spintly offers various types of smart access controls like QR code-based, card-based, Bluetooth-based access controls to establish an effective Visitor Management System at commercial and residential buildings to make sure that the right people are in the right area. VMS enables the guests to enter the designated space, meet specific people and complete their planned agenda in a secured and professional way. Spintly’s contactless and paperless visitor management solutions coupled with smart access control system offers its customers to craft a safer, quicker and more seamless check-in experience for their visitors, further creating a great first impression. To conclude, employing an effective visitor management system is a win-win situation for both the visitors and the hosts!

Spintly’s new and improved contactless Visitor Management Page is now live
Visitor Management Page is now live