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Visitor lobby software is becoming a more relevant and familiar term across workplaces of different sizes and within varying industries . Visitor lobby software, or lobby kiosk software, provides a platform that helps enable workplaces to streamline their visitor check-in procedures and enhance safety and security – all within the confines of their reception entrance area.

Below, we delve into what lobby software is, how it is used within buildings, and how it can help workplaces become more efficient.

What is visitor lobby software?

Visitor lobby software, or visitor management software, is software that digitizes and automates the front desk sign in process by eliminating paper-based sign in books.

It allows for various visitor management practices such as visitor registration and invitations, check-in and out, name badge printing, visitor log maintenance, and visitor data capturing to be automated and digitized.

It can consist of software found in lobbies, reception areas, front desks and workplace entrances, helping to facilitate more seamless visitor entrance and departure.

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How is lobby sign in software utilized in buildings?

Visitor lobby software can be utilized uniquely depending on your industry, your visitor policies and your level of security requirements. For some workplaces, they may simply need this software to perform the duties of checking visitors in and out and maintaining a digital visitor log.

Other workplaces, such as commercial real estate buildings or logistics and manufacturing sites, may need to go beyond this and collect important workplace compliance documents from visitors, contractors, and suppliers. They may also require lobby check in software that can help keep tenant data secure and private without compromising on convenience or cost.

Regardless, this software can be employed in workplaces across various industries with unique security requirements in a number of ways. For instance:

  • Facilitate digital visitor check-in and out through iPad kiosks and mobile phones
  • Enable staff to leverage the ability to invite guests and pre-fill essential information
  • Provide a single place where visitors can review and comply with check-in requirements, such as reading and acknowledging NDAs, emergency evacuation maps, and workplace policies upon entrance
  • Present visitors with check-out instructions such as the reporting of any site incidents or feedback surveys
  • Expedite visitor badge printing by initiating this workplace requirement upon check-in and by capturing a visitors photo ID
  • Notify relevant hosts upon visitor arrival, and provide hosts with abilities to accept or reject check-in attempts
  • Enhance workplace oversight with a live visitor activity log paired with site reporting and analytics
  • Digitize and automate the collection and approval of important documentation from visitors, contractors, and suppliers prior to check-in

What makes an efficient workplace?

An efficient workplace may not have one single definition – as different organizations have different productivity expectations and goals. This means there are unique factors that can make a workplace more efficient.

But, in essence, an efficient workplace utilizes resources effectively while reducing the likelihood of overusing or wasting them. A more efficient workplace may also involve empowering employees and managers to be able to achieve higher levels of output and productivity without the need to waste resources, time or money.

How can visitor lobby software help workplaces become more effecient?

Lobby kiosk software can help facilitate workplace and digital efficiency in a number of ways:

Enable more seamless people movements

Effective people flow enables visitors to move confidently and seamlessly throughout your workplace while also being able to uphold site security. Visitor lobby software may be able to help you enable this by offering a variety of solutions to help visitors easily and securely check-in to your site.

By leveraging these solutions and enabling more seamless people movements, you can enable your workplace to:

  • Become more efficient in managing its visitors
  • Identify building navigational weaknesses
  • More easily exchange and collect information between visitors and staff.

Help reduce clunky administration overhead, automate processes, and allow staff to focus more on important tasks

The elimination of insecure paper sign-in sheets thanks to the introduction of visitor lobby software can help free up time for front desk staff that would otherwise be spent manually processing visitor check-ins and collection of documents, signatures, and forms.

Adding on, being interrupted to facilitate a visitors arrival, locate and contact the relevant host alongside upholding site security can be an extremely inefficient approach without the assistant of this software.

Electronic lobby software can also help you embrace convenience through its automated and characteristically more secure collection of key visitor information. This may help save time and effort wasted on manually sifting through paper documents to locate important information. It can also help reduce the need for physical storage space used to house paper copies of compliance documents. 

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Bridge communication gaps between visitors and hosts

Top performing visitor lobby software will notify elected hosts when visitors check in. Not only can this help bridge communication gaps between staff and visitors, but it can also help create a more welcoming, less-confusing arrival experience – especially for first time guests. It may also allow for hosts and facilities to gain a clearer insight into when designated guests arrive so they can greet them on time and structure their calendar accordingly.

By enabling easier and more automated communication capabilities between visitors and staff, this software can help produce an array of benefits to assist in creating a more efficient business and arrival experience:

  • Visitors are more likely to know where to go and what is expected of them when they arrive on site
  • Visitors are reassured and met with a positive first impression that they are being taken care of
  • Hosts and facility managers spend less time on manual work such as trying to locate the visitor or trace their contact details should the need arise
  • Hosts and facility managers can automate various communication capabilities such as emergency evacuation announcements or general updates to visitors.

Add an extra layer of security and workplace compliance throughout site entrances

Upon entry, visitor lobby software may be enabled to display key site information such as NDAs, health and safety procedures, visitor policies, site evacuation diagrams and any other important content which can be viewed and acknowledged by visitors. This can all be done through the convenience of a self-serve iPad kiosk or mobile app – no need for printing out sheets and sheets of sensitive documents or scheduling in-person visitor onboarding.

Modern lobby kiosk software with Honeywell Forge Visitor and Contractor Management

By utilizing visitor lobby software, it can help you create a more efficient workplace. Book a demo with our sales team today to discover how Honeywell Forge Visitor and Contractor Management can help your workplace enhance efficiency, safety, and workplace compliance.

First impressions matter, especially when it comes to welcoming first-time visitors and contractors to your site. Providing a seamless and well-organized introduction experience not only sets the right tone, but can also help you enhance the safety, compliance, and efficiency of your business.

Below, we'll look at some best practices, tips, and tools that can help businesses prepare and welcome new visitors and contractors to their site and how a visitor management system (VMS) can help facilitate this.

Tip 1: Communication is key

Clear and effective communication can be the foundation of a successful welcoming or onboarding process. Before visitors or contractors arrive at your site, it is often crucial to verify they are well-informed about the site policies, procedures, and safety guidelines. It may be beneficial to provide them with important information such as site policies, fire evacuation diagrams, health and safety procedures, and site maps. These resources can help familiarize them with the site layout, emergency protocols, and any specific regulations or company standards they need to adhere to.

It's also beneficial to provide check-in and arrival instructions. This may include clearly communicating the designated entrance or area for them to report to upon arrival. If there are any access control measures in place, such as site keys or swipe cards, you should generally make sure they are aware of the process for obtaining these authorizations. By setting clear expectations from the beginning, you can help avoid confusion and allow for a smoother start to their visit or work on-site.

Tip 2: Collect Important Documents and Information in Advance

To streamline the arrival of visitors and contractors to your site, it may be beneficial to collect important documents and information from them in advance. Depending on the nature of their visit or work, these documents may include vendors'/suppliers' insurance certificates, compliance documents, permits to work, licenses, and any other relevant certifications.

This proactive approach allows you to review and assess the necessary documentation in advance, helping you make sure any necessary requirements are met before the visitors or contractors arrive on-site. It also gives you an opportunity to address any issues or concerns in advance, saving time and reducing the chance of delays when they arrive on-site for the first time.

Tip 3: Have Contractors Complete Inductions Prior to Entering Your Site

For contractors who will be working on your site, having inductions completed before their arrival is a valuable step. Inductions can help provide contractors with essential information about your site-specific requirements, safety protocols, and potential hazards. These sessions can help familiarize contractors with the necessary workplace procedures, equipment usage rules, emergency response plans, and other site-specific guidelines.

Inductions can be conducted through various means, such as in-person sessions, online training modules, or a combination of both. Inductions can also help you verify that your contractors have a clear understanding of the expectations and responsibilities associated with their work on-site. By completing the induction process beforehand, you can save valuable time and more seamlessly integrate contractors into your site operations.

Providing contractors with a thorough induction process helps set clear expectations and empowers them to work safely and efficiently.

Tip 4: Provide Key Points of Contact

Establishing clear lines of communication is beneficial for both visitors and contractors. A visitor management system can help you provide them with contact information for key individuals who can address their queries, provide navigational guidance, and offer assistance during their time on-site. This may include site supervisors, facility managers, project managers, receptionists, or designated site representatives.

Offering readily available points of contact and encouraging visitors and contractors to reach out to these individuals for any concerns, questions, or assistance they may require instills confidence and promotes a sense of support throughout their visit or project duration.

Tip 5: Provide Check-in and Check-out Instructions

Efficient check-in and check-out procedures can help contribute to a seamless onboarding experience. A visitor management system can empower you to clearly communicate the steps that visitors and contractors need to follow upon entering and leaving your site. For entry, you may provide specific instructions on where they should go - whether it be a reception area, a designated entrance, or a meeting point. You may also inform them about the process of obtaining access credentials, such as check-in at an iPad kiosk or obtaining a visitor's badge.

Likewise, a visitor management system can help you establish and communicate clear protocols for checking-out. For instance, contractors may be required to complete check-out forms to report any site incidents or provide relevant information for documentation purposes. Visitors, on the other hand, can be encouraged to participate in an exit survey to provide feedback on their experience or return site access keys to a designated area or person. These procedures not only help facilitate a smooth departure but also allow you to gather valuable insights and establish more accountability.

Seamlessly welcoming visitors and contractors

Preparing and welcoming first-time visitors and contractors to your site is often a crucial aspect of managing business operations effectively. By following these best practices and utilizing the appropriate tools, you can create a positive and organized onboarding experience.

Clear communication, collecting important documents in advance, utilizing the completion of site inductions, providing key points of contact, and implementing streamlined check-in and check-out procedures can all contribute to a seamless and welcoming environment.

A well-prepared and efficient welcoming process sets the stage for productive collaborations, fosters safety and compliance, and leaves a lasting positive impression on your visitors and contractors.

Welcome visitors and contractors with ease and streamline your site’s inductions and check-in process by embracing the capabilities of a visitor and contractor management system. With a focus on simplicity, efficiency, and a commitment to creating a welcoming environment, Honeywell Forge Visitor and Contractor Management is the ideal solution for preparing and welcoming visitors and contractors to your site.

The development of visitor registration solutions is a critical enhancement in the ever-evolving modern workplace. These systems not only address the need for the effective management of visitors across various sectors, but may also lead to vast improvements in efficiency, security, safety, compliance, data management, and visitor experience

Visitor registration solutions can assist workplaces in taking a proactive approach to managing visitors by embracing digital transformation and automated processes. As a result, these solutions are not merely about tracking or monitoring visitors; they can also help empower organizations to leverage insights, bolster security measures, enhance their visitor experience, and streamline operations in a data-driven manner.

Below, we'll explore how these solutions are employed across different sectors, the benefits of going digital, and how to choose the right solution for your organization.

What are Visitor Registration Solutions?

Visitor registration solutions comprise a range of tools and procedures designed to facilitate the check-in process when visitors arrive at a given location. These solutions can offer a more organized, efficient way of collecting, storing and accessing information about:

  • Who is on site.
  • When they arrived.
  • Whom they are visiting.
  • When they leave.
  • Any relevant credentials and documents (for contractors or visitors to secure sites).

The data collected using visitor registration tools can be used when the individual is on-site or in the future, for purposes such as:

  • Visitor analytics.
  • Enhancing security.
  • Digitizing compliance processes and auditing.
  • Resource allocation and planning.
  • Emergency management and communication.
  • Health and safety protocols.
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In the past, visitor identification solutions have typically involved the use of paper sign-in books or visitor logs. A visitor would usually write down their name, the date and time of their visit, the person or department they are visiting, and perhaps some form of contact information. This process, while simple, has several limitations. For instance, paper-based methods can result in inaccurate, illegible, or incomplete data, and may not provide sufficient security, privacy, or traceability of visitor information.

In contrast, modern digital visitor management solutions can help automate this process, thereby overcoming many of these challenges. Technology, such as sign-in apps or check-in kiosks, can support facilities managers and other building personnel with the collection of accurate, legible, and comprehensive data.

And, features like facial recognition and auto-reporting can help enhance the efficiency and security of the check-in process, helping to contribute to a more streamlined visitor experience.

The Utilization of Visitor Registration Solutions Across Different Sectors

Visitor registration solutions can be utilized across a range of industries. Whether it's a school, a corporate office, a manufacturing facility, a stadium, or a hospital, any environment that regularly hosts visitors can benefit from an effective visitor management system (VMS).

For instance, in commercial real estate, Visitor management tools can help revolutionize commercial properties, providing a seamless, more secure visitor experience. They can offer clear communication during emergencies, and data from visitor patterns can guide optimal property management and resource allocation. These systems aid in incident investigation, enhancing overall security with their detailed visitor logs.

Adding on, for logistics and manufacturing sectors, visitor management systems can help streamline contractor visits and help uphold regulatory compliance. By employing precise communication and in-depth visitor data analysis, these systems can help enhance safety and efficient resource management.

Capturing acknowledgements and signatures from contractors can help assure the contractors have reviewed, understand, and agreed to comply with safety procedures, which can help reduce potential risks.

Going Digital: Key Benefits of Digitizing and Automating Visitor Registration Processes

The transformation of visitor management from traditional paper-based methods to digital solutions signifies a significant step forward in workplace efficiency, security, and visitor experience. By digitizing and automating visitor registration processes, organizations can reap numerous benefits that position them well for future growth and scalability.

Increased effeciency

Digital visitor sign in solutions can help automate many tasks, significantly reducing manual admin processes and the potential for human error. Automated check-in processes, prompt notifications, and streamlined data entry may all contribute to increased operational efficiency.

Improved security

With features such as facial recognition and auto-reporting, digital visitor registration solutions may offer enhanced security features compared to traditional sign-in methods. They can provide real-time data about who is on-site, streamlining the overseeing of sites and managing visitor access.

Future-proofing and scalability

Digital visitor identification solutions have the flexibility and scalability to meet changing business needs. As they are software-based, they can be updated with features to keep pace with technological advancements, helping to future-proof your organization.

In a world that is becoming increasingly digital - automating and digitizing your visitor registration processes is a logical and beneficial step. No matter what industry your organization is in, transitioning to a digital visitor registration solution can help you significantly improve your visitor management processes, enhance security, streamline compliance, and ultimately, future-proof your operations.

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Choosing the Right Visitor Registration Solution: Key Features and Capabilities to Look Out For

When choosing a visitor management solution for your organization, there are several features and capabilities that should take precedence in your decision-making process:

  1. User-Friendliness: Both visitors and your staff should find the system easier to use, promoting adoption and a seamless check-in experience.
  2. Integration Capabilities: The solution should have the ability to integrate seamlessly with other systems to enhance rather than disrupt your current processes.
  3. Customization: The system should be customizable to suit your unique operational needs and reflect your brand.
  4. Compliance Features: The solution should assist in some of the processes involved in meeting regulatory standards applicable to your industry or organization.
  5. Real-Time Monitoring: can help enhance your site's security, efficiency, and oversight. 
  6. Reporting Capabilities: Look for systems that provide detailed reports, helping you analyze visitor trends and make informed management decisions.
  7. Emergency Management Features: The ability to respond effectively to crisis situations, such as sending out emergency notifications, is a valuable feature in any visitor management solution.

Seamless Visitor Management Solutions with Honeywell Forge Visitor and Contractor Management

With a solution that is user-friendly and integrates seamlessly with other systems, it is easier to adopt without disrupting your current operations. Its features allow for a unique experience that aligns with your organization's brand and needs. The visitor management process is not just about knowing who is on site. It's about enhancing security, improving efficiency, streamlining, and providing an excellent visitor experience. As such, choosing the right solution is crucial.

Take the step towards modernizing your workplace today and consider Honeywell Forge Visitor and Contractor Management for your visitor registration needs. Get in contact with one our sales team members today to find out how