How Does Visitor Management Software Improve Workplace Security?

By Author: UrSpayce
Total Articles: 15
Comment this article

“If you’re modernizing your workplace, the visitor management system is the most important technology to implement.”

The number of violent workplace incidents across the world is increasing. Gone are the days when manual record-keeping would suffice to ensure the safety and security of employees. As per the Bureau of Labor Statistics Census of Fatal Occupational Injuries (CFOI) 2021, of the 5,190 fatal workplace injuries documented in the United States in 2021, 718 were intentional injuries by another person. This represents an increase of 8.9% from 2020.

Along with security cameras and alarm systems, visitor management software (VMS) can help maintain workplace safety and security. It also reduces the burden on the front desk executive of guiding visitors to their desired location within the building and monitoring their movements.

In this article, let’s see how visitor management software has become integral to workplace security.

What is Visitor Management Software?
Visitor management software streamlines visitor management through a digital process that includes pre-registration ...
... and identity verification, providing guest badges, and sending configurable notifications to the hosts. Usually, digitized badges allow limited access to facilities in the building to ensure visitors cannot enter unauthorized spaces.

Visitor management software helps businesses collect data and track visitor information to ensure employee safety. Thus, a system of mutual trust between the staff and visitors is created, increasing productivity and efficiency. Being an integral part of an integrated workplace system, VMS also meets compliance obligations.

7 Ways in Which Visitor Management Software Improves Security
Here are some ways in which visitor management software can improve the security of the workplace:

1. Visitor control
undefined
On any given day, plenty of visitors will check in and out of the workplace. To prevent security breaches, you can use visitor management software to screen people. This includes scanning ID cards, creating watch lists, and defining criteria such as vaccination certificates.

Visitors are asked to provide personal information such as a telephone number and e-mail and can be photographed. The software will automatically notify the office admin if someone doesn't meet your criteria.

With visitor management software like UrSpayce, you can do the following:

Store visitor information over a centralized dashboard in a unified manner
Seamless sign-in via kiosks
Capturing guest photos for record-keeping
AI-based engine to recognize returning visitors and expected guests
2. Instant alerts and notifications
undefined
Security alerts occur instantly and are integrated with visitor management software. That means if an unauthorized person tries to enter your premises, they will be detected as a threat, and the hosts and security personnel will be immediately alerted.

Instant notifications allow employees to receive visitor notifications via email or SMS when guests arrive. So whether you're on-site or on the go, you'll know when someone shows up and can take appropriate action.

3. Access control
undefined
Visitor management software can be integrated with your access control system to improve security. The access controls are facial recognition, touch ID, and QR codes to allow visitors access to different building areas. For instance, the finance department is usually access-protected, and only finance employees can enter these spaces while dealing with sensitive information.

Access control is critical for safeguarding sensitive information across the organization. UrSpayce ensures that only authorized people can access information through the following features:

A complete record of information safely stored in case of unforeseen situations
Role-based access permissions to the visitor's data
Detailed logs of visitor information captured as per regulatory norms such as GDPR, PCI, and others
4. ID badge kiosk
undefined
Manual processes for identification are time-consuming, tedious, and error-prone. It could endanger your company's security and employees' safety. Automating the process through visitor management software ensures that guests are appropriately identified and can access only certain areas.

Visitors can print an ID badge that cannot be tampered with, thus making it easy for you to identify them when required quickly. Badges usually contain information such as the visitor’s photo and name, the host’s name, and the expiration date.

Moreover, the visitor management kiosk app gives a professional and on-brand look, giving visitors a memorable and positive first impression of your brand.

The benefits of UrSpayce’s visitor management are:

Identify unauthorized visitors instantly
Design your badge as per your brand colours and allocate to a single visitor or group
Create badges automatically when a visit is scheduled
Capture pertinent visitor information
5. Evacuation management
undefined
Though organizations are always on their toes to ensure workplace security, emergencies and unforeseen situations occur. In these cases, it is essential to ensure that all of your employees and visitors are accounted for.

Visitor management software shows you exactly who is always on the premises. The front desk can notify everyone in the building immediately if a fire, a safety issue, or any other emergency occurs. Safety instructions can be sent easily, and the evacuation can be done without problems.

6. Preventative Safety
undefined
Since the COVID-19 pandemic began to recede, companies have returned to working normally. Client meetings, events, and office redesigning are occurring in full swing. Thus, every visitor to the premises is a potential carrier of infection.

Visitor management software can protect the health and safety of employees and visitors by checking for updated vaccination certificates. This helps with contact tracing.

7. Employee monitoring
undefined
Visitor management software is an efficient way to track whether employees are in the office. An advanced system can act as a check-in and check-out board for employees, allowing them to enter and exit the office with greater transparency and security.

UrSpayce’s VMS improves employee productivity and experience through:

Seamless check-in and check-out without manual hassle
Unified dashboard for accessing employee information
Analytics of the check-in and check-out history of the employees
Conclusion
Visitor management software is the need of the hour for every workplace, regardless of the industry in the business functions. Hybrid work and frequent visits present a new challenge for organizations to manage the workplace effectively and safely.

Integrated workplace management software UrSpayce streamlines visitor management with features such as an automated visitor sign-in kiosk, secure visitor records, and a seamless check-in and check-out system.

If you’re modernizing your workplace, the visitor management system is the most important technology to implement. Sign up for UrSpayce’s free trial.