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5 Times You Should Have Used a Visitor Management System

By Maddy GlynnDigital Marketing Specialist
Published on December 12, 2019

Can you remember how many visitors you’ve had this year? If someone asks you, could you provide that data?

If you don’t know the answer, maybe you need a visitor management system.

But, to be honest, this is not the only reason you need a check-in app or a full-on system. A visitor management system can help you streamline your front desk, but chances are you didn’t know a visitor management system could have made a difference in your business.

And nobody can blame you, because we’re so used to simple paper sign-in sheets that we rarely expect something different from the places we visit.

We’re going to correct that because we believe that making a good first impression on your visitors can make or break their trust in you.

That’s why we want to show you five times you should have used a visitor management system so you can get one and 'wow' your visitors the next time they swing by.

When your receptionist was so busy they lost a sign-in sheet

Accidents happen, but you don’t want your visitors’ data to be lost, or in the hands of unscrupulous people. The good news is that a visitor management system can help your receptionist by automating the check-in process and securely storing all the sign-in information.

For example, by placing a visitor management system at your front desk, you empower your visitors to check themselves in, get visitor badges, and notify their hosts without needing help from your receptionist. This will increase your receptionist’s productivity and save time.

Take a look at our check-in process and see how it works!

That time someone gave you a bogus identity

Ok, it’s possible that your visitor’s name was truly Bruce Wayne, but you can’t ever be too sure. A visitor management system drastically improves your site’s security by preventing people from using fake IDs or fake information.

For instance, a check-in system can check someone’s face against a database and will tell you if that ID is fake or not. It can also store facial data for recurring visitors, reducing the need for constant check-ins. In our case, we also offer integrations so you can compare names against worldwide security threat lists, and if you’re in the US, ID check.

Just after that failed emergency drill

Your employees might know your security protocols, but what about contractors and visitors? If you haven’t told them about your emergency protocols, they might not know what to do during an emergency, and that’s a nightmare nobody wants to face.

A visitor management system can help you face emergencies better, alerting everybody -- including your visitors -- within your premises that something’s not right at the click of a button. Also, the system will provide you a checklist of everyone who has signed in, making it easier to identify every visitor after an emergency.

During those hectic days when you have many visitors

Let’s say you’re hiring people for the front desk after those sign-in sheets got lost. Probably you’ll have a ton of visitors one after the other, and keeping track of everyone, even with enough staff, can be a problem. This headache is more than common than you think, but it’s one of the easiest to fix.

A check-in app can help your employees run their days smoothly by enabling them to gain control over their meetings with external people. Using the app, people on your site can send meeting request alerts to visitors, enabling them to sign-in prior to arriving or even notify their hosts if they’re running late or have arrived.

That day when security spotted a shady character around your site

Let’s face it, workplaces can be hard to monitor, and often, we don’t really know the number of people on-site. Think of a hospital or a store, where everyone can walk in without being questioned. It’s hard to know who’s a legitimate visitor and who’s not.

This is where a visitor management app comes in to help. With the help of an app, you can enhance your site’s security and know exactly who’s legitimate or not, and who left and when. This is also true for unmanned sites where sensitive equipment or machinery might be at stake.