How many visitors are there in your office right now? How much of you had yesterday? How for the next two weeks?
You’ve failed to answer at least the last question, if not the one before. Even if you could address them at all, you undoubtedly had to take out the binder that houses your visitor’s sign-in sheets or locate the old Excel spreadsheet on your mutual drive to count the entries manually.
Now, think about what’s going to happen as people come to your office. Who’s greeting them? A smiling receptionist who makes them feel comfortable by addressing them at a personal level?
Maybe no one’s in there to welcome guests at all. So, what are they doing? Hang out before an employee comes in or begins banging at random doors? Many buildings have an unattended lobby and open doors, which ensures that anybody can step into either office at any moment.
These basic situations take place every day in workplaces around the world. And they highlight the need for the handling of visitors. In particular, they show that you need a digital check-in system, known as a Visitor Management System.
This article explains what a visitor management system is and why so many organizations are using this tool now.
What is Visitor Management?
Visitor Management System is the method of monitoring someone visiting the building or workplace. A guest could be a client, a delivery agent, a career seeker, a worker, a consultant, or a third cousin of the CEO eliminated twice. Essentially, someone who is not an average full-time worker is a visitor.
Visitor Management is any method that lets a company keep track of visitors visiting their place. Policies can vary by organization, a form of facility, sector, or geographic area.
For individual companies, just obtaining a visitor’s name is acceptable, while others have higher security requirements—such as credentials, legal documents, personnel escorts, and more.
Visitor Management Systems are mechanisms that enable organizations to build or enforce their visitor management policies. As businesses understand Visitor Management’s importance, they are upgrading from a paper and pen sign-in to a digital Visitor Management System to help them achieve even more.
A Visitor Management System is a tool that is used to track visitors formally.
The Importance of Visitor Management
It is essential to keep your tenants safe at all times. Feelings of protection will improve morals. It can be reassuring to know that all threats were identified before entering the building. You can expect the building or workplace to have busy days, and thousands of entries can be an overwhelming and tiring process. The Visitor Management System in the Philippines makes it more useful to ensure protection.
Records and protocols are some of the things and details that a visitor wants to know before visiting the house. Visitor Management Systems in the Philippines will streamline the operation. Changing from traditional logbooks to a Visitor Management System will also enhance the picture of the house. Visitors’ points of view will undoubtedly shift to a new, more competent point of view.
Efficient guest scheduling would allow workers to plan visitors conveniently. Unexpected arrivals would no longer be a prevalent problem. Return visitors can also have better access to the building without losing security. Well-informed personnel and security, plus a smooth Visitor Management System, will relieve a lot of burden on workers, helping them do their job more efficiently.
What is the Visitor Management System in the Philippines?
When you have a manual guest control system for your office, staff can get confused with all the logbooks you need to maintain and protect. Not to mention the time and resources you need to check for unique user logs or otherwise analyze your foot traffic and other visitor metrics.
However, with the Visitor Management System in the Philippines, these criteria are combined and simplified into one system. Give the guests, front desk personnel, and workers less bother, and more visitors enjoy today!
Responding to Business Challenge with Visitor Management System
The logbook is one of the most popular forms of Visitor Management Systems used in the Philippines. It’s inexpensive and easy to set up (logbooks are sold in every school and office supply shop, after all), and you don’t need a new computer or device to keep track of errors. However, a logbook is hardly enough, if at all, to be a practical or usable method for handling guests.
Using a manual method is a lot riskier and more time-consuming than it seems. Since there is no proper logbook archiving and sorting method, you’ll spend a lot of time searching for records about a specific visitor, particularly if you’re looking for anyone from a previous log date.
You still don’t have a good summary of how often a visitor comes to the office or when people are leaving. Even the number of visitors you get every week is almost challenging to quantify and report correctly without wasting many hours on that particular job alone.
Also, you are putting your guests at risk. How are you going to reach them immediately anytime there’s an emergency? How do you automatically know which guests are already on-site and need to be warned? Whose level or place are they on? Finding all of them in a manual procedure is sluggish and unreliable, and you can’t afford to be slow in emergency circumstances.
The only solution to these issues is using a fully integrated, standardized, efficient, but elegant, lightweight Visitor Management System.
Benefits of Getting a Visitor Management System
Keeping a Record of Visitors
The primary aim of a visitor check-in system is to set up a record system. You need to know who’s in the buildings, why they’re in, and for what reason.
Directing Facility Traffic
The second step in the management of visitors is to consider the interests of the visitor. Most of the time that gives directions. Clear directions greatly enhance the comfort of the visitor by grounding it. Visitors know where they’re headed and how to get to where they’re going.
For companies with a web-based Visitor Management System, the options become much more comprehensive and useful to visitors. They will receive SMS notifications or push updates from your smartphone wayfinding app. Such tools are handy for campuses where achieving a destination can take more than a few necessary steps.
Give useful guidance and build a fantastic guest experience—whether it’s their first time at your facility or whether it’s a frequent visitor. Holding travelers on route to their destinations often stops them from being interrupted as they are compelled to stop their workers and ask for directions.
Improving Visitor Confidence
People don’t like the unknown, and it can be not very comforting to step into a new house, chat to somebody you’ve never met, and attempt to navigate to a location you’ve never been. Relieve this unease and establish an atmosphere that increases the confidence of the visitor.
Creating a Safety Framework
The Visitor Management System provides guests, staff, and everyone else inside the facility a sense of security. Taking a look at these examples of how alternatives to visitor’s security reduce uncertain, dangerous events:
The second floor of the building is under renovation. Instead of passing into a dangerous area, visitors are rerouted to an open secondary road, avoiding unintended accidents.
The customer is annoyed by the support offered by a single employee. The organization’s Visitor Management System prohibits the individual from marching straight to the office and questioning the employee.
The fire alarm is off. When guests signed in for their tours, each receives a text with directions to the closest fire escape based on their last location inside the hotel.
These examples demonstrate the importance of monitoring when it comes to visitors. The Visitor Management System provides transparency, which stresses protection for those concerned.
Controlling the Visitor Experience
Think of the Visitor Management System as a monitoring structure and an ability to offer better customer service. It’s a welcome mat for someone to come to your office. It’s a reprimand for staff who don’t have time for disruption.
It is the guarantee that the services will continue to run smoothly. Visitor management sets standards and maintains a specified, repeatable, and consistent procedure for welcoming people to your environment.
Approach & Process of Visitor Management System
The Visitor Management System is your high-impact, efficient, and stable reception desk and Visitor management tool. It will browse through the visitor history with only a few tips to help you locate unique visitor logs, locations, and times – probably more straightforward than searching through several logbooks.
It is also user-friendly – you and your guests do not require a professional technician to run the machine and enter information – it is as simple as filling in the info and enabling the Visitor Management System to take care of the rest.
This information is stored in a cloud storage system to ensure that you cannot inadvertently miss or erase a database. And don’t worry – all information stores inside the system are closely safeguarded and regarded as sensitive information.
The Philippines’ Visitor Management System is entirely data security-compliant, ensuring that you and your guests can be assured that their details will not fall into the wrong hands.
You will even provide in-depth information about your visit’s time, the most popular intention of your visit, and the person most visited. This data will help you assess and refine your reception and guest communication processes while strengthening interactions with your clients – whether they are professionals or civilians. It can also be tailored to your needs and unique procedures, plus visitor updates and emergency warnings that can be activated in a few moves!
The guest signs for the first time in the Kiosk with a smart tablet. The primary fields to be filled out are name, business, email, contact number, the visit’s intent, and the person to visit.
These fields may be customized by the assigned device administrator, such as asking guests to submit a photo or a valid ID for authentication. The message is then sent to the host or employee via SMS, email, or Google Hangouts – the system administrator often sets the notification option.
The message sent to the host or staff member includes a visit connection where the guest can be welcomed or declined. Alternatively, they can even persuade the receptionist to approve them on their behalf. If approved, the printer at the reception that is compatible with the Visitor Management System will automatically print a badge ID containing the user and the visitor’s name. This is their official gateway to the workplace and is applicable in all visitor-accessible premises.
You can also explore Visitor Management System to produce log files, warn visitors of emergencies by text messaging, and even configure workflows so that they can be completely incorporated into your system! The Guest Management Scheme is handy at the tip of your fingers – both for you and your guests!
Visitor Management System Supplier in the Philippines
Get Effective Visitor Management System in the Philippines with IoT
CALMS Visitor Management System solution by IOT provides security needs in every organization with the appearance and feeling of welcome the moment visitors walk into the premise.
With real-time integration of access control and facilities booking system, the system protects employees, assets, and buildings by confirming the identity of the visitors and compiling relevant information about their visit and meeting venues.
Visitor Management System is a Powerful Tool for Businesses in the Philippines
Digital Visitor Management services will become the standard in the next few years, and paper sign-in sheets will vanish entirely from the offices. No one is going to be disappointed because of this.
The next big breakthrough will be the ability to search traveler IDs (like driver licenses) and combine them with physical security systems (like keycard access control).
Visitor Management System in the Philippines can continue to integrate with other office management tools, such as meeting room scheduling software and after physical protection. The effect would be a smooth collaboration between all the resources you use to transfer people in and around your workplace.
If you’d like to know more about the Visitor Management System in the Philippines, please browse through our website or give us a call today.