If your business or organization happens to experience a large number of visitors, it is quite difficult to keep track of who is entering and leaving the facility. If you rely solely on conventional visitor management that involve paper logs and receptionist, it is quite difficult to streamline visitor flows in a large facility. Also, there involves a privacy issue, as the majority of the visitors do not feel comfortable leaving the details with the receptionist. In other instances, a visitor might not have felt a warm welcome from the receptionist as he/she might be pre-occupied with other stuff. All the above-mentioned events might lead to bad visitor experience and hence he/she may never think of visiting the facility again.

In general, a visitor’s first impression begins at a time he/she walks in the facility.  The reputation of a company/business depends on visitor experience at the reception area. A favorable visitor experience obviously is an advantage to a business and leaves the visitors satisfied. 

Let’s check in brief how a visitor management system (VMS) serves to enhance the visitor experience.


  • Visitor Self-Independence:

    By placing automated tablets, iPads, and Kiosks at the front desk, visitors can enter the details all by himself. Hence, VMS offers much-needed visitor self-independence and accounts for enhanced visitor experience. The visitor check-ins are quick and hassle-free with VMS. In the case of traditional visitor management, the receptionist has to direct the visitor to enter the details in the paper logbooks.  On the flip side, as there is no handwriting involved, the visitor details are easy to interpret in case of any stray incidents.


  • Pre-Visit Communication:

    A visitor management software has all the details of the visitors who visit the facility beforehand. So, it offers the receptionist a wonderful opportunity for the guest to maintain a positive relationship with the visitors upon their arrival. Also, with smart pre-registrations, visitors can bypass the registration process and thereby accounts for faster check-ins when they arrive at the facility. It not only allows employees to offer a personalized visitor experience but also leads to more productive visitor experience.


  • Streamlined Visitor Flows:

    With VMS, there are no instances of long queues and waiting hours. The system accounts for streamlined visitor flows, even if there are a large number of visitors. Visitor registration by the use of Android tablets, iPads, and automated Kiosks make visitor registration fun and enjoyable experience. The visitors can also easily check-out using the visitor management system once after the completion of the visit. Hence, there would no more roaming visitors in the facility which usually happen in traditional visitor management owing to lack of proper communication.


  • Real-time Host Notifications:

    In conventional visitor management, whenever a visitor arrives at the facility, the receptionist goes and intimate the host of the visitor arrival. Meanwhile, visitors tend to accumulate at the lobby area and thereby it leads to long queues. Also, visitors tend to wander aimlessly in the facility owing to no communication. All these events do not create a favorable impression on the visitor. On the other hand, the visitor management system sends instant real-time notifications to the host when the visitor arrives at the facility and completes the registration process. Overall, this accounts for enhanced visitor experience.


  • Visitor Satisfaction:

    The digital reception offers visitor-friendly solutions to the workplace or a facility. With improved efficiency, comes improved satisfaction of the visitors and guests. If a visitor is scheduled for a meeting, the VMS sends confirmation emails to the visitors along with instructions and directions to the meeting. It thereby sends positive signals to the clients and makes them realize that you really care for them. The VMS eliminates the hassle of repeated Email exchanges that usually happen when scheduling a meeting at the workplace.


  • Safety and Security:

    Paper logbooks are not the ideal means to capture visitor details. They are very much vulnerable to data theft as the visitor information is accessible to everyone in the facility. Hence, many visitors feel reluctant to enter the details in paper log books. In the case of visitor management systems, only authorized visitors would have access to visitor details. Besides, all the visitor data is stored in the cloud and hence there is never a chance of missing visitor data owing to the loss or misplacement of paper log books that usually happen in conventional visitor management. With VMS, visitors and employees feel secure as it grants authorized visitor check-ins and prevents the entry of unauthorized persons/guests in the facility.


  • Automation:

    The emergence of visitor management systems have completely automated the visitor registration process. The automation hence frees the receptionist from the front-desk. The receptionist can devise strategies for creating a more engaging experience with visitors. Therefore, the businesses can employ the receptionist for other creative works and enhance visitor engagement.


First impressions do count!  The front desk is the place where the initial interaction of the visitor with the company/ organisation happens. When a visitor enters the office/facility, he is welcomed by a visitor management system. All he needs to do is to complete the registration by filling the required fields before checking in the facility. The digital reception will sure leave a powerful impression on the visitor. It goes a long way in enhancing the reputation of the brand. Businesses need to adopt a visitor management system for automated check-ins and streamlining visitor flows. Apart from enhancing visitor experience, visitor management systems also play a prominent role in safeguarding the workplace and prevent intrusion of unauthorized guests. By this, the employees feel safe to work and it leads to an increase in productivity of the business.

Vinod Janapala

Vinod Janapala

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