More than a first impression. Why invest in a visitor management system?

We recently visited an office building for a meeting and when arriving into the reception area, we were asked to sign in with pen and paper. A few things went through our heads:

  • All the details of previous visitors can be seen; people will see ours.
  • Where does this list go once it’s full?
  • This is a tedious process.
  • How many people have touched this pen?
  • If there was an emergency evacuation, is this all they have to see who’s on site?

All in all, it wasn’t the best first impression. But, all of these concerns could have easily been solved with a visitor management system, which got us thinking - visitor management software offers so much more than just giving a great first impression in your reception area.

The visitor management space has grown rapidly over recent years but despite this, there are still many organisations like the one we visited that are stuck with traditional pen and paper processes for visitor and employee sign in. So if you’re one of them, here’s just a few reasons you should invest in a visitor management system in 2022 which go way beyond making a good first impression…

Streamline health and safety processes

With many organisations welcoming back visitors and embracing new ways of working, improving site safety and maintaining employee wellbeing is more important than ever, and the two topics are at the forefront of many people’s agendas this year. A visitor management system can be the perfect solution to streamline safety processes. Health screening, contactless sign in and shared evacuation reports are just a few of the features that can create a seamless health and safety process; we’ve shared more on this topic in one of our latest blogs here.

Comply with regulations and be prepared for audits

This one definitely gets overlooked. Do you have specific industry regulations you need to comply with or have regular audits? With features such as presenting policies and NDAs, custom health questions and block lists, in addition to the ability to choose how long and where you store your data, a visitor management system can make complying with regulations simple. You’ll also have a central list of everyone on site and a history of sign ins and reports which can be accessed from your online portal and exported when/if required so you’ll always be prepared for audits.

Combine solutions in one system

Nowadays, a VMS is more than just a visitor management system. Many systems now also have features so that it can be used for employee sign in as well as a solution for booking out desks and meeting room space. Rather than having multiple systems or subscriptions, you can tie it all into one simple solution.

You may also have the option to integrate with systems like Azure AD, Google Workspace or school management systems so that you can easily keep all of your information up-to-date.

How do you know what visitor management system is for you?

So now you know why you should invest in a visitor management system, how do you know which one is right for you? To help you out, we recently shared our top 10 things to consider when choosing the best VMS for your organisation. Check it out here.

If you’re considering a solution for your organisation and you’d like to find out more about Sign In App, get in touch with our friendly customer experience team. You can contact them 24 hours a day, 5 days a week via live chat, phone or email; all of our contact details can be found here.