Visitor Management Software 

What is Visitor Management Software?

Visitor management is a critical function for every organisation, to maintain the security integrity of their premises. Visitor management is necessary to check visitors coming in & out for meeting, interviews & events at your company’s premises.

A visitor management software (VMS) helps companies in managing and tracking visitors in company premises. It allows security personnel to furnish visitors with restricted access to buildings and office premises. Visitor gate pass software can be used to digitally record visitor information & monitor their movement through the premises. It makes the visitor registration process easier, efficient & consistently accurate by removing the need for manual data collection & registry maintenance. Overall, visitor management system increases your office security and ensures that your assets & employees are safe.          

Why Do You Need Visitor Management Software?

With a visitor management system, companies can register & manage visitors, track their movement through office premises, restrict access & improve the visitor experience. It can be used in self-service kiosks wherein, visitors can register themselves by entering relevant information such as name, address, purpose of visit, time in etc. Visitor management software can also be used to ascertain purpose of visit & in some cases, check against watch list for enhanced security.

Additionally, the software can be used to issue & manage ID cards & keys provided to visitors. Unique ID tags can be attached to such permits, which allows security personnel to track visitors & minimise theft/loss. Certain visitor management software come with the capability to inform staff members of a guest’s arrival.

The reasons why you should invest in a visitor management software are: -

• Minimise Interruptions- Every time a visitor approaches the front desk, it takes valuable minutes off your receptionist’s work. As per a study, if a person is interrupted during a task, it takes nearly 25 minutes for said person to get back to that task again. Multiply this with the number of visitors that visit an organization daily and you’ll realise the massive negative impact that’s happening to your business. With a visitor management software, you can automate the visitors handling process by letting the software handle it. This ensures that your reception staff’s time isn’t wasted, and their productivity isn’t affected.
• Premise Security- Uncontrolled entry & exit of visitors is a security liability, as visitors can siphon off important documents & information. Additionally, visitors can pose a security threat if they enter with the intent to damage/hurt. With visitor gate pass software in India, you can regulate access of all visitors and restrict their movement to relevant zones of the office. This ensures that your premises are secure, and privacy is maintained.
• Visitor Database- Maintaining a digital repository of visitors is important for security, legal, financial & compliance reasons. It lets you assess at a moment’s notice, the people walking in & out from your premises on a daily, weekly, monthly & yearly basis. You can access details of specific visitors and track the date & time they were at your office premises.

Features of Visitor Management Software

A visitor management system software automates the visitor management process & frees up your front desk staff’s time. These are the main features of visitor management software: -

Centralised Database- As mentioned above, visitor management system comes with a centralised database which stores all visitor data. It’s easy to access (for you) and comes with search function which allows you to find historical visitor data.

Visitor Tracking- From the moment a visitor enters their details into the system & until they leave the premises, the software tracks their movement through & through. Information such as entry and exit time, duration of visit, purpose etc, is stored by the system and useful for tracking.

Reports Generation- Visitor data that’s stored by the software is used for report generation, to assess attendance, visitor density, visitor experience and other important factors.

ID Card Generation- The software can generate unique tags for visitor ID cards, for easy tracking. It can print out name tags for visitors, which helps them move through the building and meet the right people. Customised tags for important visitors or event attendees can also be printed out with this software. Badges with QR code, barcodes and similar distinguishable tags are generated by the software.

Self-Check-In- VMS can be used in self-service kiosks where visitors can register themselves using a smartphone or tablet. The software will then assign tags, generate IDs and reduce front desk hassle, while making the process smoother. The VMS can also be customized to include company logos & emblems.

Pre-Registration- Certain VMS solutions come with this module, which emails guests before a scheduled visit. Such emails comprise of details such as date, time, parking details, directions, map location, person to meet and other useful information which helps visitors reach their appointments quicker.

Host Notification- Visitor management system sends notifications to hosts when a visitor arrives & registers themselves at the front desk. Notifications are sent in the form of SMS, email, push notifications etc, and hosts are informed of visitor’s current status (waiting at lobby, by the front desk etc). Certain visitor management software also allows hosts to respond on visitor’s arrival and send updates to guests.

Multi-Language Support- Not every visitor would be well-versed in English, which is why visitor management software supports multiple languages. You can add vernacular options at self-service registration kiosks and visitors can register themselves using the language they’re comfortable with.

Contractor Management- There are many people who come to your office premises periodically to perform specific jobs for a limited time. Construction workers, repairmen, plumbers, electricians, postmen, technicians etc. are some examples of these. Visitor management software can assign temporary badges & IDs for such visitor & register their details. On subsequent visits, the software pulls the data from the server and creates ID, saving registration time for such visitors.

Employee Tracking- Visitor management system software can also work as an attendance manager by tracking your employees’ movement in & out of the office.                                     

Digital Compliance- On an individual level, not every visitor’s actions inside office premises can be pre-emptively known. In case a visitor causes harm or creates an unsafe environment, it can be a security nightmare for you to manage. To counter it, you can as visitors to sign NDAs, compliance and, terms & conditions that inform them of their visit rights and limitations. Visitor management system software can be used to define such policies and the software can be programmed to ask every visitor to consent to such policies.

Document Management- The document management feature allows you to maintain a database of important visitor documents. Digital copies of their identification (voter card, PAN card, Aadhar, driving license etc) can be stored in the software’s memory. For legal & compliance reasons, this is an important feature to have.

Visitor Screening- Some VMS can screen guests against local & federal watch lists. For example, schools, child care centres and day cares can utilize this software to check visitors and asses if they’re registered sex offenders.

Advantages of Visitor Management Software

Visitor management software creates an added layer of security to your visitor management function. The main advantage of visitor management software in India includes: -

Enhanced Security- Visitor gate pass software streamlines the guest registration process & helps maintain the security of your premises. By ensuring that every individual entering & exiting the process registers themselves, the software creates an accountable visitor management system. In case of adversity due to visitors, the system can be used to track situations and assess cause & effect.

Improved Employee Productivity- Visitor gate pass management software reduces the workload of your front desk, admin & security staff. Utilising self-service kiosks, visitor management software frees up your different teams from lengthy manual registration and check-in processes. Your employees can instead work on improving the visitor experience.

Faster Registration- Visitor gate pass management software’s automation & streamlining capabilities fastens the registration process. Visitor registration forms come with dropdowns and auto-fill capability which speeds up the process by leaps and bounds.

Dependable System- Visitor management software can inform visitors & employees to evacuate In case of emergencies or hazards in the building premises. The software sends notifications to everyone with special instructions on how to evacuate and where to move from.

Flexible and Scalable Solution- Visitor management software can be scaled up as your business grows. When you move office locations or expand to a bigger space, the software can be programmed for efficient adjustments & response to its new environment.

Improve the Visitor Experience- Visitor gate pass software can create a truly visceral visitor experience. Self-registration simplifies the process & makes it easier for visitors to register & get acquainted with the building schematics. Features such as pre-& post-meeting notifications, multi-language support, ID card generator etc, helps in making the visitor experience count.

Real-Time Reporting & Analytics- Visitor gate pass management software gives you access to all visitor data with a unified centralised dashboard. You can use it to generate reports that highlight visit patterns, lets you correlate visitor information with business activities & compare visits at other branches & offices. Companies can use this software to make informed decision about their visitor management practices and find ways to improve it.

Instant Notifications- You & front desk staff will always know what’s happening at the front desk, no matter where you are. Through SMS, emails, push notifications etc., stay aware of visitor in & out time.

Digital Visitor Log- Instead of spending time maintaining physical records, Visitor gate pass management software maintains digital logs of visitor data. These logs can be accessed as per hourly, daily, weekly, monthly basis.

Third Party Integration- Visitor management software can be integrated with existing attendance & security management solutions, to make the process smoother, efficient and more accountable.

Maintain Security & Legal Compliance- The software allows you to achieve a secure, compliant & cost-effective visitor management process. From issuing customized NDA agreements to defining visitor policies, the software helps companies adhere to compliance norms. Visitor data & identification information can be stored, for future audits.

Phone Number Verification- You can use this software to successfully verify visitor’s phone number using OTP. The software creates a record of the same which can be used in to contact the visitor for any reason.

FAQ

Q. How to use visitor management software?
A. Before purchasing a visitor gate pass software, you’ll have the option to take a free demo of the same. Upon purchasing, the vendor will guide you on how to use it and share tutorials to help you utilise this software.

Q. Which visitor management software to buy?
A.Buy a visitor gate pass management software that is easily customisable and meets your requirements. There are other factors to consider and you can refer our ‘things to remember’ section below for better clarity.

Q. What visitor management software do businesses use?
A.Businesses use this software that meets their company requirements. Depending on what you need, our sales experts will guide & help with a software that suits your company.

Q. Which is the best visitor management software?
A.There are many great visitor management systems, each suited to different organisations and requirements.

Q. Can guests be pre-registered for an event?
A. Yes, you can pre-register guests for an event beforehand. You’ll need their basic information such as name, address, phone number etc., and the software will verify it once they are at the venue.

Q. Can I use this software to set alerts for unwanted visitors?
A: Yes, you can set alerts. When an unwanted visitor comes to the premises, the software will send an alert to the front desk staff and inform security of the same.

Things to Consider Before Buying Visitor Gate Pass Software

Before purchasing a visitor management system software, there are some important things to consider. Getting a visitor management system software which addresses your needs is of paramount importance. These are the things to remember before buying a visitor management software: -

Customised Registration Process- Different visitors will have varying purpose of visit. Make sure to go for a solution that lets you customise the registration process according to visitor type. Details such as name, email, address, phone number etc, are important for visitors who’ve come for business reasons. However, such information from a courier guy or a food delivery person will be a waste of time and will take up data space, no matter how miniscule. In such cases, you’d only require their name & company name. Opt for a visitor management solution which lets you customise the check in process for better visitor experience.

Two-Way Communication Capability- When guests arrive, your employees should not only be notified but also have the capability to respond to the same. If your employee is busy or must delay the meeting, he/she should be able to respond to the visitor using the software. Two-way communication is an important functionality to look for when buying a visitor management system software.

Compliance- Visitor management software in India should help you adhere to your compliance requirements. This is important for security, legal, & compliance audits in the future.

Generate ID Badges and Passes- The software of your choosing should be capable of auto-generating ID cards, badges & passes to visitors upon successful registration. This will help you save time when a visitor checks in. The software should be capable of generating ID badges with the visitor’s photo.

Digital Visitor Data Log- Go for a software that records visitor information and can store it for future use. You can use this information to check visitor data & assess the volume of people coming & leaving regularly.

Bestsellers

Get these visitor management software in India, to secure your office premises & make the visitor experience count. These best visitor management software should be on every company’s radar: -

• Happy Visitor Management
• VisitorJini
• Spazer
• Rrootofly Visitor Management Software
• TimeDESK
• ADDA Gatekeeper
• BioTech Visitor Management Software
• Daccess VISITrack
• Vizitator
• E-gatepass