Enhancing workplace security and efficiency: The benefits of a digital visitor management system

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In today’s digital age, where an organization’s first impression is of utmost importance, a visitor management system (VMS) plays a crucial role.

In this newsletter, we will delve into how a visitor management system (VMS) benefits an organization in digitally orchestrating the visitor entry, exit, meeting location identification, reservation, and coordination with the host and how it, in turn, helps in enhancing workplace security and experience.

What is a digital visitor management system?

Unlike traditional practices, a digital visitor management system is a digital application to facilitate check-ins & check-outs of workplace visitors, track incoming visitors, streamline visitor registration, and reduce wait time for entry of visitors while connecting them with the host, reserving a meeting room, etc.

Types of Digital Visitor Management Systems — which to choose?

When choosing between an on-premise and SaaS Visitor Management System, an organization must carefully take into consideration its IT strategy, data security protocols, budget, and long-term goals.

However, on-prem VMSs are now getting antiquated due to their limitations in progressive upgrades, high maintenance, and overall cost of ownership, most advanced VMS applications, globally have migrated to cloud-hosted SaaS applications.

By having an informed decision on your IT strategy, business, and functional considerations, you can make an effective visitor management product discovery and procurement decision and therefore, choose a product that offers you a 360O benefit in cost, support, process integration, and functionality advantage.

On-Premise VMS: Control and Customization

The on-premise Visitor Management Solution was the 1st generation VMS and is now largely antiquated. Most organizations have progressively upgraded these applications/systems in recent years.

Otherwise, on-premise solutions come with their inherent challenges. They require significant upfront investment in hardware, software, and IT infrastructure. Maintenance and updates also fall on the organization’s IT team, demanding ongoing resources and expertise.

Scalability can be limited, making it challenging to adapt to changing business needs and fluctuations in visitor volumes.

SaaS VMS: Flexibility and Scalability

In contrast, SaaS VMS solutions such as VisitUs from Caleedo offer flexibility, scalability, and seamless & continuous feature upgrades through upgrade release patches. Hosted in the cloud, the system is accessible via web browsers or mobile apps, eliminating the need for on-site hardware and infrastructure.

This makes deployment quick and hassle-free, allowing organizations to get up and running with minimal lead time. SaaS VMS providers handle maintenance, updates, and backups, freeing up IT resources and reducing operational overhead.

Furthermore, SaaS VMS solutions are inherently scalable, allowing organizations to adjust resources and features according to evolving needs. Whether accommodating seasonal fluctuations in visitor traffic or expanding to multiple locations, SaaS solutions offer the agility and scalability necessary for growth.

Benefits of a SaaS-based digital visitor management system

  • Increased operational efficiency and security

A SaaS-based visitor management system offers increased operational efficiency and security. It significantly reduces wait times for visitors and saves paper used in logbooks, streamlining the check-in process. A digital Visitor Management System ensures visitor identity validation, and health status checks, maintains digital records for thorough monitoring, and a host of other value-added data analytics which facilitates and supports data-led security strategy evaluation and implementation in workplaces.

The ever-evolving needs of employees and visitors have resulted in the visitor management system continuing to innovate by incorporating AI, ML, and facial recognition technologies.

  • Enhancing Visitor and Host Experience

The visitor management system enhances visitor and host experience by catering to both spontaneous walk-ins and pre-approved visitors, allowing for custom and tailor-made experiences that match individual needs and preferences.

The mobile-first approach of a Visitor Management System and its intuitive interface enhances the visitor experience, streamlining registration and reducing friction throughout the entire check-in process.

It also enables the visitor to digitally sign in either by scanning a QR code or by biometrics such as photos or visitor badges. A digital Visitor Management System allows you to seamlessly pre-schedule meetings with your visitors, providing a more organized and personalized experience.

By scheduling in advance, hosts can pre-arrange various services such as catering or IT support, ensuring all necessary amenities are in place for a productive and welcoming visit.

  • Integrating with corporate ecosystems

Integrating visitor management systems with corporate ecosystems offers numerous benefits, including a seamless experience by integrating with existing workplace IT systems such as MS Outlook calendars, employee databases, and more. By also connecting with digital workspace applications, such as collaboration and productivity tools, the integration enhances productivity and fosters better collaboration among team members, service providers, and workplace administrators.

This interconnected approach facilitates seamless operations and creates a super-efficient and real-time connected work environment for employees, administrators, hosts visitors, and service providers alike.

Additionally, integrating with enterprise IT systems (for seamless interoperability to scheduling visitor entries/approvals, meeting room reservations, and service request reservations) access controls and CCTV systems, significantly boosts security by ensuring that only authorized individuals can enter the premises.

The connection between access control and surveillance systems provides real-time monitoring and verification, safeguarding the workplace and creating a safer environment for both employees and visitors.

Data-led business insights

Businesses can gain a competitive advantage by leveraging visitor management analytics. These insights enable organizations to continuously improve the visitor experience by providing data-driven feedback on guest interactions and movements within the premises.

Moreover, visitor management analytics offer invaluable support to Facilities and Workplace Managers, aiding them in identifying opportunities for improvements in visitor management policies. By analyzing visitor patterns, durations, and preferences, managers can make informed decisions to streamline processes, optimize resource allocation, and enhance overall security measures.

This proactive approach not only enhances visitor satisfaction but also fosters a more efficient, organized, and secure workplace environment.

In Conclusion

To sum it up a digital visitor management system offers various advantages to organizations seeking to improve and enhance their workplace security and service efficiency keeping in mind, streamlining visitor management and associated work processes. By choosing a SaaS-based application such as VisitUs, companies can tailor their visitor management processes to meet specific needs and long-term goals in their workplaces.

By embracing the digital transformation of visitor management, organizations can create a welcoming environment for visitors while simultaneously ensuring a safe and productive workplace. The synergy between visitor management systems and modern workplace technologies empowers organizations to thrive in today’s dynamic business landscape.

As the industry continues to innovate, staying updated with the latest advancements in visitor management will position your organization for success.

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Caleedo - Digitizing Possibilities

Caleedo is a multi experiential B2B digital platform for the Business Support Services (FM & other support services) having an industry agnostic configuration.