Organizations are warranted to manage visitors within their space efficiently and securely. Visitor management software has increasingly become an important tool for any business, school, or hospital. With all the available options, what features should one look for in a Visitor management software? And if we need to consider visitor management and their prices. Here is a detailed guide detailing the 12 must-have features of a visitor management software.
1. User-Friendly Interface
Visitor management software should have a user-friendly interface. Why do we have to attend to a user-friendly interface among many important features? Regardless of how robust a visitor management is, If a visitor can not communicate easily with the software then the software rate of utilization will reduce by half. Â There shouldn’t be any need for extensive training or confusion before a visitor can use a visitor management software to check in and out.
2. Self-Service Kiosk
It is very important that a visitor management software has the ability to attend to visitors without any external help. Self-service kiosks allow the visitor to check in themselves and do not require any implementation on the part of the person at the front desk. In addition, self-service kiosks speeds up the process of check in and check out and also eases much workload off your reception team. Kiosks can capture the details of the visitor, take photographs.
3. Pre-Registration(Schedule Invite)
Visitor management software should have Pre-registration features enabled when visitors are to enter code or little information on arrival. This is usually done by sending out invitees or multiple invitees to expected visitors. Pre-registration quickens the check-in process and helps in data accuracy. Moreover, the host can prepare for the visit before the check-in alert is received.
4. Customized Check-in form
It is compulsory that visitor management software have a customized check-in form that will easily be customized for different organizations to get the required information from their visitor and also to satisfy their visitor. Customized check-in also helps organizations to make visitor management software user-friendly to their visitors by removing the fields their visitors don’t like or that takes much time to fill when there is a large number of visitors.
5. Visitors log
A good visitor management solution should keep a detailed and up to date log of visitors in order to enhance security, compliance, and operational efficiency by tracking and managing visitor information and movements within the organization. .
6. Blacklist visitor
A visitor management software will have no meaning if anybody can check-in and out without restriction. Adding a visitor to a restricted list to deny them access to check-in to the premises due to past violations, security concerns, or other reasons and notify the security or emergency team when such person attempts to check in.
7. Electronic-Badge
It is good that most visitor management software have the badge printing system, but having an e-badge with the detailed information of the visitor is a very important feature that boosts security and identification of these visitors within the premises without seeing the visitor yet. Badges should contain information on the visitor: name, photograph, host name, date and time of visit, and any other relevant information that ensures ease of identification by the staff and security personnel of authorized visitors.
8. Notification System
Instant notification system is a non-negotiable feature all visitor management software must have. whereby the host is notified immediately upon the arrival of his or her visitor. These could be through email, text message, or push notifications, ensuring that the host is updated on a real-time basis. It reduces the period of waiting and thus gives a flawless experience to the visiting experience.
9. Capturing of visitor photos
Capturing the visitor photograph and saving it on the cloud at the time of check-in for further security enhancement. This is also one important feature a visitor management must have. This photograph may be printed on the visitor badge and may also be shown on the host notification. This enables easy identification and can also be utilized in the future if required for security purpose
10. Data Analytics and Reporting
Visitor management software should have the ability to give reports on data. Users should be able to look at the software dashboard and find answers to many questions easilyÂ
Reports can include the frequency of visitors for the day, week and month, visitor in premises, expected visitor(scheduled invite) and more analytics infographics. These insights can help further improve the visitor management process while keeping security tightened.
11. Customizable Workflows
It is compulsory that visitor management software have a customized check-in form that will easily be customized for different organizations to get the required information from their visitor. Different organizations will have different visitor management requirements. A Visitor management software should be in a position to offer customized workflows for different scenarios, such as various types of visitors like customers, contractors, vendors, or guests, and the purposes of visits, including levels of security. Customizable workflows ensure that the software does answer to the exact needs of any particular organization.
12. Cloud-Based and Mobile Accessibility:
It is important that Visitor Management Software operates in the cloud and promotes flexibility and accessibility from any location. It ensures that visitor data is well stored and real-time access from any device with internet connection. Mobile accessibility gives the hosts an upper hand in managing visitors’ interactions on the move, for great convenience and responsiveness.
With these 12 must-have features, any organization can enhance security, efficiency, and the overall visitor experience with visitor management software. It means that the selection of a comprehensive Visitor management software covering these aspects ensures a business is very well-prepared to have an efficient visitors management system in place, safeguard premises, and comply with security regulations.