Visitor management system: a tool for organisations
Visitor management systems are tools that help organisations create and implement their policies. As companies realise the value of keeping track of visitors, many organisations are switching from paper sign-in books to digital systems. These systems do more than just record who comes in; they also track how long visitors stay!
Visitors can be a valuable source of revenue, but only if they are managed properly. Policies and processes vary by organisation or type of facility, but are essential to keep track of what can be expected. Visitor management should be a proud part of your operations!
For some organisations, just registering a name is sufficient. Other organisations with more stringent security requirements may need more steps, such as providing badges or legal documents, to ensure that only authorised people are allowed access to the building or office.
How digital visitor management systems work
- Check in
On arrival, the visitor enters his name and details on an electronic device, such as a tablet or computer. If necessary, he takes a selfie or signs documents digitally. - Notifications
The employee receives a notification as soon as the visitor arrives. The system automatically alerts the right person, opens any access doors and ensures that security checks take place without delay. - Warm welcome
Staff are ready to warmly welcome visitors, regardless of the time or person.
Important features to watch out for
- Digital visitor’s log
Visitors’ data is stored securely and can always be accessed. - Simple check-in process
With digital systems, it is easy to see who came in and how long they were there. - Legal documents
Security starts with the right legal documents, which protect important business information. - Badge printing
Automatic badge printing makes it easy to enforce company policies and identify visitors. - Registration
Record who comes in and when, so you can easily handle last-minute changes. - Custom branding
Enhance your brand with logos, colours and business cards that match your corporate identity. - Taking photos
Taking photos helps identify visitors and monitor suspicious activity. - Integration
Data such as names, photos and fingerprints are securely stored and ready for future verification.
How digital visitor management helps
- A better first impression
A modern, digital system ensures a professional appearance and tidy reception. - Sharing information efficiently
Paper documents and handwritten badges are no longer necessary. Gfacility automates notifications and ensures efficient management. - Enhanced security
Know exactly who is present and when. This helps keep unwanted visitors out. - Complex compliance requirements
Easily meet compliance regulations by capturing visitor data securely and completely. - Flexible information collection
Adapt the system to specific questions or needs and ensure that all relevant data is captured.
