Visitor management: everything you need to know

Is your company doing successful visitor management? Or are you struggling to implement protocols for visitors and employees arriving at different times?

If you're struggling to keep visitor management running smoothly, it's time to look into visitor management systems.
This is the new and improved solution that helps you deliver consistent and reliable guest experiences to everyone in your facility.

Read on to find out what a good visitor management system entails and why it is the solution to all your problems.

What is visitor management?

Visitor management refers to practices used to welcome, guide and manage visitors as they enter your premises.

Management includes good practices and hardware that together enable your administrative and security teams to monitor and manage visitors.

Types of visitor management systems

There are different types of visitor management systems, depending on the type of visitors and the level of access they require.

These systems can generally be categorised into three types:

1. Pen-and-paper solutions
   This old-fashioned method involves visitors writing down their personal details on paper. This carries significant risks, such as data theft and data loss. Moreover, it is inefficient and wastes resources. Fortunately, many facility managers have switched to advanced technological solutions.
2. Software solutions (on-premise)
   This solution uses locally installed systems. While this is a step forward from analogue methods, it still has drawbacks, such as the risk of data leaks and high investment costs.
3. Cloud-based solutions
   The most secure systems are cloud-hosted. They can be accessed from anywhere and have lower start-up costs.

A common approach is to combine local software and cloud systems for an integrated solution. This is especially suitable for sites with high security requirements and complex visitor management processes.

What does a visitor management system do?

A visitor management system automates processes such as visitor registration, arrival, check-in, host guidance, site navigation, check-out and post-visit analysis.

Which companies need a visitor management system?

Any business or workplace with a regular flow of visitors needs a visitor management system. This includes tracking everyone who enters or leaves the premises, such as delivery drivers, cleaning staff, customers, business partners, employees and shareholders.

For companies with many visitors or high security requirements, extensive features are necessary.

Regardless of the type of business you run, a visitor management system ensures the safety and comfort of everyone in your organisation.

Benefits of visitor management for your business

1. Streamlined communication and check-in processes
   Reception is often the first point of contact for visitors. An efficient system provides easy check-in processes, automatic host notifications and a warm welcome.
2. Effective monitoring and enhanced security
   With a visitor management system, you can better monitor all visitors, leading to a safer site.
3. Better storage and processing of visitor data
   Cloud systems, such as Gfacility, provide secure storage and easy access to visitor information, especially during emergencies.
4. Improved operational efficiency
   Employees need to spend less time on routine tasks, allowing them to focus on more important responsibilities.
5. Positive impression and good corporate reputation
   A smooth visitation process contributes to a pleasant experience for visitors and customers, which ultimately enhances your reputation.

How to choose a good visitor management system?

When choosing a system, the following points are important:

• Current shortcomings in your visitor management
• Number and type of visitors
• Required registration processes
• Integration possibilities
• Need for 24/7 monitoring
• Compliance with data security regulations
• Potential for future scale-up

With solutions like Gfacility, you can integrate and manage all aspects of your business management. Schedule a free demo today and find out how it works!

Conclusion
Digitising your visitor management can seem overwhelming, but with the right software solution, this process becomes much easier. Optimise your operations and reach your full potential with Gfacility.