5 Unexpected Uses for a Visitor Management System

Описание: https://www.swipedon.com/blog/unexpec...

Visitor management systems are great tools to help your front desk team track visitors entering and exiting the building. Often, this software includes multiple applications that go beyond the simple visitor sign in and out process. Track employees and contractors, boost overall workplace security, help your organization remain compliant with legislation and optimize your front desk team's ongoing performance.

My name is Jas, and I’m a mobile developer here at SwipedOn. In this video, I’ll guide you through five unexpected uses of visitor management systems, and how these features can benefit any organization.

1. Track Employees and Contractors
A busy front office with visitors, contractors, and employees may signal growth and progress for an organization. However, for front desk receptionists, heavy traffic can be a challenging situation. It often results in queues, delays, and can even lead to incorrect reporting of visitors and employees signing in and out.

Although a visitor management system can help visitors sign in quickly, it can also double as the ultimate in-and-out system for staff. With SwipedOn, employees simply swipe their name to the right to sign in, and to the left to sign out. Alternatively they can use a mobile app on their smartphones which is dedicated to this process, called SwipedOn Pocket.

Details include what time they signed out, emergency contact information, and any custom messages from the employee. The receptionist or manager also gains a full overview of employee movements in and out of the building, allowing them to generate daily, weekly, and monthly reports.

Visitor management systems can also sign in vendors and contractors who may have limited access and need to sign NDAs or waivers. The front desk can customize a contractor or vendor sign-in process so they can onboard appropriately before entering the premises.

2. Improve Workplace Security and Safety
Creating a safe and secure work environment for employees and visitors is vital for every company. In the event of an emergency, a visitor management system can quickly identify who is on the premises at any time. Front-desk staff can use their iPad and conduct a portable roll call in case of an immediate evacuation. The software also works in offline mode and is not dependent on the internet to continue functioning.

3. Visitor Screening
In a post-COVID-19 world, you'll want more visibility than ever on who is entering and exiting your building. With the SwipedOn visitor screening feature, you can customise the visitor flow by asking a screening question of your choice. Depending on your question, you can then choose which answer triggers an alert notification to be sent.

4. Remain Compliant with the Law
Visitor management systems not only help companies sign in visitors efficiently, but they can also help organizations comply with local data privacy legislation.

If your company is still using paper-based sign-in forms, visitors may gain access to another visitor’s information. With a visitor management system, visitor and employee data can be easily anonymized. You can also embed appropriate steps in the sign-in process to ensure that you are compliant with local legislation such as - explaining the use of visitor data, asking for consent, allowing all visitors to opt-out, and embedding any necessary NDAs or security clearances through the software.

5. Optimize and Evaluate Ongoing Performance
Consistently evaluating current performance and striving to optimize it is a crucial trait of every successful company. Therefore, every organization should leverage feedback loops to improve performance, especially when it comes to welcoming visitors to the company.

Visitor management systems can leverage data to predict visitor traffic. It can inform the front desk team when to expect high visitor traffic and prepare the team to be ready to receive and welcome visitors during busy hours. During low-peak hours or days, receptionists can plan ahead and more efficiently use their time attending to other administrative work.

And finally…
Overall, a visitor management system can boost productivity, efficiency, security, and create a good first impression for your visitors. It can also help ensure your business is in regulatory compliance.

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