Visitor Management Software: How to Select the Right One?

A visitor management solution is a digital system that supports businesses controlling, monitoring and securing visitor access to its facilities. Businesses come out from their outdated logbooks or time-consuming manual registers by using software for visitor management. It leads to,

• Generating digital gate passes
• Contactless visitor check-ins
• Capturing visitor details securely
• Compliance and audit logs
• Badge printing and visitor identification
• Enhancing workplace security and experience

New age systems such as Star Link Communication’s visitor management software (VMS) provides more than just check-ins, and check-outs. They sync with other softwares for a really connected workplace.

Why the Need to Say Goodbye to Manual Visitor Logs?

Manual register feels simple but it is inefficient and unsafe. Here’s why:

1. Audit trails are difficult to implement for the most heavily regulated industries.
2. No restrictions, anyone can walk in.
3. Long lines, repeated questions, and waiting.
4. Receptionists must spend hours tending to paper logs.
5. Handwritten entries are not always legible or honest.

All this challenge can be easily overcome by using a digital visitor management system which automates the process.

How to Select the Best Visitor Management Software?

Pre-Registering Visitors

Pre-registration of visitors has gone from optional to an essential way to keep the workplace safe and running smoothly. The VMS allows the front desk to pre-register visitors with minimal effort, thereby improving visitor experience and front-desk efficiency.

Administration can register and send out invites with check-in details. This cuts down the waiting time and make it convenient.

Digital Check-in

With tech running the world, it’s no wonder why most companies today rely on contactless software. Deploying contactless check-in solutions in offices has several benefits, especially in terms of health safety, operational efficiency and data accuracy.

And by eliminating contact with surfaces, visitor management system vastly reduce the risk of spreading diseases – a key consideration. It’s not only the safe thing to do for staff, but also suits current tastes for low contact. Touchless visitor check-in is a must-have in the post-pandemic world. QR codes, OTP-based verification, and digital gate passes keep your office safe and hygienic.

Access Control Systems

Linking visitor management system to access control system (ACS) is now a necessity for many organizations, if they want to make their establishment more secure and business process efficient. This combined solution means visitors can be managed with fewer restrictions—only the people who should be in certain part of a building are allowed to go there.

When they arrive, guests can be provided with RFID badges, QR codes or digital passes via the VMS that each contain certain levels of access privileges. These IDs allow visitors to independently move in authorised areas, without requiring constant surveillance and avoiding congestion at access points.

Other Important Features to Have in a Visitor Management Software

 Host Notifications

The VMS must have an Instant SMS, email or app notifications ensure visitors are alerted the moment their guest arrives. A good visitor sign in system integrates with access control.

Compliance & Data Privacy
Seek out GDPR and HIPAA compliance, encryption and secure cloud storage. That is crucial in sectors such as health care, finance and IT.

Analytics & Reporting
Real-time dashboards display visitor flow, peak hours and trends to maximize resources.

Customization & Branding
Your visitor management solution should mirror your company’s brand from custom welcome screens to branded badges.

Integration with Other Workplace Systems
Integration with meeting room management software, attendance systems, HR platforms and others ensures that the solution is future ready.

Conclusion

Selecting the appropriate visitor management solution goes beyond mere technology. It is crucial to have security, maintaining compliance, and delivering exceptional visitor experiences.

Essential characteristics of the best visitor management software include:

• Secure: must protect sensitive data and access.
• Scalable: Growing with your business needs.
• Easy to use: A smooth experience for both visitors and staff.
• Integrated: Work seamlessly with other workplace systems.
• Future-ready: Adaptable to evolving technology and requirements.

For organizations looking for a comprehensive visitor management system, Star Link Communication has a solution. Our VMS is designed to transform the front desk into a seamless, secure, and intelligent experience for businesses of all sizes. Click here to book a free demo.