Visitor management software tracks everyone entering a building or office whether customers, delivery workers, job applicants, consultants, etc. These systems replace sign-in pen and paper tools and have the advantage that all data is stored in a database for easy retrieval if necessary.
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Visitor management software, of VMS, keeps track of visitors entering an establishment, whether it be a business, school, or public building. These visitors include customers, delivery workers, job applicants, consultants, inspectors, students, and anyone else entering a workplace that isn’t an employee. Visitor management software automatically tracks and stores this information electronically, with little to no work needed from the user’s side.
VMS products allow an efficient and quick sign-in process for guests and can easily gather their information, which is then transferred to a database. These products can also help detect security threats by conducting background checks during check-in and keeping track of where the guests are within the facility. Once visitors are cleared, VMS applications can print name tags for the guests, offer them directions, and alert employees that certain individuals have arrived.
Visitor management applications are useful for hosting events or conferences with a large number of people. Along with tracking and storing data, VMS tools are capable of retaining information for returning guests. Visitor information databases help businesses view a snapshot of their guest pool, as well as who enters their facility daily. They can also be a more cost-effective solution for tracking and monitoring guests.
Some of the most common features found across VMS applications include:
Alerts/Notifications
Accessible electronic log of all visitors
Background Checks
Badge management
Delivery tracking & acceptance
Electronic documents
Guest/visitor database
ID scanning
ID badge printing
Pre-registration
Queue management
Self-check-in/check-out
Signature capture for legal documents
Visitor photographing
Watch list
Before investing in visitor management software, consider the following key factors:
Hardware & accessories: Depending on what you are using the software for, you may want added hardware such as a name tag printer, kiosk computers, or tablets. These extra accessories can be useful when expecting a high volume of visitors for meetings or events, especially when it comes to streamlining guest check-in. Therefore, the type of hardware and accessories a vendor offers should be taken into account.
Type of business: Some VMS products are better-suited for a specific type of institution or industry. KeepnTrack, for example, is designed for schools and wouldn’t be the ideal selection for a corporate setting. Though some products are designed to accommodate every setting, it is best to research which products will work best for your specific industry.
Some vendors, such as Envoy and iLobby, offer a free version of their product with limited features and number of users. Basic plans can range from $20 to $100 per month. Premium plans are the most expensive and typically cost over $100 per month. However, they offer
Greater customization to fit the business’s needs.
Most VMS will offer either a free version or a free trial of their platform. Make sure to take advantage of the free trial or version before deciding to purchase a new VMS platform.
Visitor management software tracks everyone entering a building or office whether they are customers, delivery workers, job applicants, consultants, etc. The software does this by automatically capturing visitor information and storing it in a database.
They can be deployed on a PC, tablet, or sometimes in a self-service kiosk. Visitor management systems replace sign-in pen and paper tools and have the major advantage that all data is stored in a database for easy retrieval if necessary. They are also capable of printing name tags and scanning guest IDs.
Using a visitor management solution helps provide the following benefits: