What are the Different Types of Visitor Management System?

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Modern Visitor management systems (VMS) are a far cry from the manual processes of yesterday, allowing organizations to streamline check-ins, enhance visitor tracking, and heighten security across multiple locations. If you’re considering a new VMS, knowing where to start begins with knowing what is out there. Here are the different types of visitor management systems available today.

Paper-based sign-in systems 

Signing visitors in at reception with a pen and paper was nothing out of the ordinary a decade ago, even for some large enterprises. Jotting down visitor names, contact details and arrival and departure times in a physical logbook was a process that stood the test of time. While it is not yet completely extinct and is still used by some small to medium-sized businesses, it is no longer a viable option for large enterprises. It might seem a straightforward process, but it lacks data privacy, is difficult to extract meaningful insights from, and, most seriously, it is open to human errors. 

On-premises visitor management systems 

An on-premises visitor management system is a digitally enabled solution providing more efficient visitor check-ins than paper-based systems. It offers a digitized logging-in process where visitors can type their name and details on a screen at reception or at a kiosk on arrival. This removes the need for personnel to decipher obscure handwriting, ensures visitor details are private, and offers a new level of data accuracy. With on-premises solutions, all visitor information is stored on a local server allowing organizations a higher degree of control and greater opportunities to customize visitor workflows.  

Cloud-based visitor management systems 

With a cloud-based visitor management system, customization is taken one step further. Bespoke badges are printed quickly during check-ins, compliance forms are integrated easily and for a more seamless experience, visitors can pre-register ahead of their arrival. Real-time data is stored securely on the cloud and routinely backed up offsite, leaving it less vulnerable to theft or damage, unlike data stored locally. This data can also be used to generate insights to improve existing processes.  

The system is accessible from any location, at any time, without the need to use additional hardware, offering increased flexibility and reduced maintenance requirements. This more adaptable infrastructure offers significant scalability advantages to large organizations with multiple locations too. Not only this, but an organization’s existing applications such as access control software are easily integrated with cloud technology, further improving security and efficiency. 

Next steps  

When considering the different types of visitor management systems, fully assessing your organization’s specific needs is the priority. Take time to evaluate how important it is to improve the visitor experience, how flexibility can drive greater efficiencies, and what it would mean to your organization to have a visitor solution with scalability capabilities.  

At acre security, we offer a range of VMS solutions, from on-premises and cloud-based systems to hybrid solutions offering the best of both worlds and tailored to meet specific needs.  

Before you go!  

Do not underestimate the power of Visitor Management in your organization  

In the realm of security, Visitor Management systems are often underestimated. From a perceived low risk to misconceptions about implementation, we uncover three key reasons that underscore their undervalued importance. 

Perceived Low Risk

Some individuals may perceive the risk associated with visitors as relatively low, especially in environments that seem secure or where access control measures are already in place. As a result, they may underestimate the potential security vulnerabilities and threats posed by unmanaged or untracked visitor access. 

Check Out:  5 Tips for Improving Security with Visitor Management 

Underestimation of Data and Brand Impact

Limited awareness of the advanced capabilities of modern Visitor Management systems hampers the recognition of benefits such as comprehensive data retrieval and enhanced brand positioning. Traditional methods may compromise valuable data insights and brand experience.

Check Out: 11 Must-have Visitor Management Solution Features 

Misconception of Implementation Difficulty

There might be a misconception that implementing a Visitor Management system is a complex and time-consuming process. This can discourage organizations from exploring these solutions, especially if they believe it requires extensive training or infrastructure changes.  

Contact our team today to learn more about the different visitor management solutions available. 

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