Visitor management software (VMS) helps companies track and manage visitors, allows careful access to facilities, and enhances the overall visitor experience. On arrival, visitors can self-register for an event or meeting at a kiosk that has a VMS. Their identification can be checked against a watch list to enhance security. In addition, administrative staff can use the software to manage assets like access cards and keys given to visitors. Show moreThey can tag each item to minimize the risk of theft or loss. VMS can also notify a staff member that a guest has arrived and provide directions to the meeting place to the guest. Another advantage is the system can collect visitor data for reporting purposes and return visits. Start by checking our leader FMS:Visitor, and other recommended solutions in this category.Show less
In order to develop this list of best Visitor Management Software we have researched 69 various apps currently available on the market, comparing their features, ease-of-use, customer support, offered integrations as well as mobile device support using our unique SmartScoreTM rating system. This ranking has been developed by Nestor Gilbert, our software authority dedicated to the Visitor Management Software category.
Visitor management software (VMS) helps businesses to securely manage the visitor flow to their premises. There are tons of good quality VMS tools out there. So how do you do effective comparisons to select the best visitor management tool for your company? We make your task easier with this buyer’s guide that details the main features and factors you should look for in each shortlisted solution.
Start your search for the best visitor management tools by registering for the free trial or demo of leading programs. Top visitor management tools providers offer this facility to help users like you test drive the software’s features and do an informed comparison with other platforms. We recommend you check the possibility of a free trial for the following tools: Proxyclick, SwipedOn, Teem, TheReceptionist, WhosOnLocation, Greetly, EasyLobby, and Envoy. These applications have received commendable rankings and ratings in our visitor management tools reviews.
More self-service. VMS is enabling businesses to use modern methods like QR codes on a smartphone, tablets, and kiosk in the lobby which are similar to airport check-ins. Now, the receptionist does not have to do work such as taking pictures, scanning driver’s license, etc. Visitor self-service allows businesses to save costs as a single receptionist can manage multiple buildings via video displays and network links.
A wider range of IDs. VMS enables you to provide a wider range of IDs such as mobile credentials, emailing QR codes, or a standard temporary badge. This speeds up the process and when the guest arrives they have been pre-vetted and their credential is ready.
Time vs data. Companies that use a pen and paper system for visitor registration and management end up spending a lot of time on this process especially if there is a big group of guests. The security officials may not be able to record visitor details accurately given the lack of time. The solution is to invest in a good VMS that enables your security team to quickly capture visitor credentials and record them for future use.
Not verifying credentials. Your company’s receptionist or security official may not able to detect outdated or invalid IDs presented by visitors. A VMS solves this issue as it checks guest credentials against an embedded database as well as local and online watch lists to ensure potentially dangerous people are prevented from entering your company’s premises.
When a visitor arrives at the lobby, they are signed in using a computer instead of the manual visitor book. Their names and details are entered into the computer, and a photo of the visitor is taken. The receptionist then asks the visitors to sign documents digitally, before printing temporary badges for them.
Once this is done, the VMS sends automatic alerts to the host (employee in the workplace) to inform them about the visitor’s arrival. This quashes the element of surprise and enables the employee to know who to greet in the lobby. Alternatively, the visitor can be directed to the right office, depending on the purpose of the visit.
Once the meeting is over, the visitor returns the badges to the front office staff. They are signed out using the computer, and that’s all. The VMS keeps accurate records about each visit, including the name of the visitor, office visited, and the time spent in the workplace. As the manager, you can retrieve, sort, and analyze visitor data for a specified period of time, day, or month.
You should consider implementing a visitor management system if:
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Pricing details are a vital consideration when you evaluate SaaS vendors. Ask the provider if they offer price protection and contractual flexibility. “Shelfware” has become a major concern in SaaS licensing as clients end up shelling out for more than they need. Plus, to get pricing predictability, buyers are forced to subscribe to long-term contracts. Make certain you don’t get saddled with long-term licensing and get locked in for a long time with a single provider. Ask about easy exit policies that allow you to move on to another provider if you are not happy with the services provided by the current one. Select a provider that offers a handy standard annual termination facility as well as long-term cost protection.
Another important element to consider is whether the cloud vendor meets compliance and security requirements. Your firm is accountable to employees, consumers, business partners, and regulators. Therefore, you should choose a vendor that has adopted a technically sound and comprehensive security system. Map your security control needs such as availability, integrity, confidentiality, privacy, and accountability to the vendor’s capabilities. Ask the potential provider about the practices and systems they use to protect your sensitive data. Do they meet general as well as industry-specific compliance and security regulations? Do they offer special measures to meet the unique security needs of your particular industry? Get satisfactory answers to these questions before you make the investment.
The best visitor management software is VisiPoint, an easy-to-use platform for businesses of different sizes. Looking under the hood of this solution you’ll realize that it thrives through the use of revolutionary technologies.
For example, the visitor sign-in tool modernizes your front office staff to deliver exceptional service. Visitors don’t have to queue to sign in and get access to the workplace because the process is easy, fast, and efficient. Moreover, visitors can be allowed to sign in and out using an RFID access card.
VisiPoint also allows you to print visitor badges with their information, photo, and level of access for instant identification. The best part is that VisiPoint collates all the details of everyone who is signed in, staff attendance lists, and contractor timesheets on a single dashboard. Plus in case of an emergency, you can quickly access an evacuation register from any device.
Here are the main benefits of visitor management software:
To deliver the aforementioned benefits, a visitor management software should have the following key features:
If you want to manage visitors and have qualms about the IT skills of your security guards and front desk staff, fret not. There are numerous solutions that can help you bypass this hurdle and manage visitors with ease. Here are some of the easiest visitor management software you should try:
If you are getting started with visitor management, you can make the transition more seamless and cost-effective. Try the following visitor management solutions, they all have a free plan for small businesses and startups.
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