9 Myths about Visitor Management Systems

Man entering a building

Visitor management systems (VMS) are digital services a business or organisation signs up for, allowing digital sign-in, visitor tracking, and reporting. Visitor management is increasingly important in modern workplaces, as it helps to increase security and streamlines the visitor check-in process.

Thinking that a VMS will provide total security or replace physical security measures is a mistake. Instead, integrated visitor management systems can work in tandem with other protocols, such as digitally signing out visitors at the end of their visit. 

Additionally, digital visitor management systems aren’t just for tracking visitors. There’s also an element of data collection for increased insights about who your visitors are and why they have come to your premises. Robust features such as tracking time spent on site, identification needs when entering a secure area, and incident reporting also ensure that businesses regularly oversee their visitor activities without relying solely on staffing resources.

Let’s dispel some misconceptions and myths about visitor management systems so that businesses can reap the rewards it brings.

Related Reading: What are Visitor Management Systems and How Can They Help Your Business?

Visitor management systems aren't going to cost the earth.

Myth #1: A visitor management system is too expensive

Sticking to traditional visitor sign-in systems like paper logbooks may be tempting, but cloud based visitor management systems can be very cost-effective. A digital visitor management system offers many advantages over manual signing-in, such as increased security and efficiency.   

Implementing an integrated VMS also helps your organisation save money by automating administrative tasks like badge printing and check-out processing. From an affordable kiosk for one location to a full-featured, enterprise-level digital solution for multiple locations — there’s a digital visitor management option that fits any budget.

Myth #2: They are difficult to set up and use

Contrary to common misconception, digital visitor management systems are straightforward to set up and use. The interface is intuitive, allowing staff to quickly sign in visitors while they track their contacts and movements during their visit. Your VMS can also be customised so organisations can tailor the system to their unique needs. 

Access levels and digital visitor sign-in processes can be adjusted for individual visitors or groups of visitors, integration with access control is smooth and straightforward, and reporting features create digital logs available for quick retrieval. 

No matter what digital security measures an organisation needs, visitor management technology platforms provide robust solutions that are easy to implement.

People standing in an office entrance.

Myth #3:There are security issues with digital check in

Some imagine a visitor management system to be a digital buzzer system when they are, in fact, designed with layers of security and digital verification that mitigates risk and provides organisations with peace of mind.

An integrated digital VMS will employ multiple identification methods, such as scanning an ID card or sign-in via a smartphone. An effective digital visitor management system will also guard against data theft and privacy infringements with measures such as encrypted visitor data access and stored activity logs.

By using a digital system like this, organisations can improve the safety of their assets and staff and visitors alike.

Related Reading: Remote Work Cyber Security for Hybrid Teams

Myth #4: Not compatible with existing systems

A digital visitor management system is designed to be an integrated part of any organisation’s digital infrastructure. Visitor management systems offer several features to ensure a comfortable and secure visitor sign-in experience, including the ability to customise and streamline the digital visitor registration process.

In addition, many visitor management systems include API (application programming interface) and third-party integration so they can integrate with other digital systems already within your organisation, such as security protocols or business intelligence software. With digital visitor registration becoming more popular due to its ease of use and cost savings, more organisations are looking for digital solutions that fit seamlessly into their existing digital setups. 

Fortunately, a digital VMS is designed to address these integration needs for businesses looking for smooth, effortless transition and effective security processes.

Related Reading: What Workplace Technologies Will Transform Offices of the Future?

Visitor Management Systems work in the way that best suits your company.

Myth #5: Visitor management systems are not customisable

Contrary to this pervasive myth, a VMS is a highly customisable tool. Organisations can tailor the sign-in process to suit their needs when investing in an integrated visitor management system. 

This could involve setting custom greeting messages, adding marketing or promotional material (including digital waivers or disclaimers), and integrating with existing IT infrastructure so that data is securely captured and stored. 

Many digital VMS solutions also offer a user-friendly customisation interface that allows admins and front desk receptionists to edit the digital check-in page’s design, layout, colours, and fonts, making it easy to reflect brand values in the digital experience.

Related Reading: New Cloudbooking Report Reveals 8 Key Findings on the State of the Hybrid Workplace

Myth #6: Visitor Management Systems Are not mobile-friendly

Visitor management systems are, in fact, very mobile-friendly. Far from maintaining the status quo, they have leapt forward and integrated mobile apps. This means guests can sign in quickly and securely without disrupting their digital routines. 

The streamlined registration process, made possible by mobile visitor management systems, also helps to improve overall security since centralised monitoring has become increasingly automated. A mobile app for digital visitor management systems significantly enhances the user experience for visitors and hosts alike. Smartphone integration simplifies processes like registration and check-in far more than paper counterparts, improving efficiency by automating steps such as digital form completion and badge printing. 

Ultimately, these advances have revolutionised digital security protocols while drastically improving convenience and efficiency in the workplace, all within the same integrated visitor management system.

Two women running a small business.

Myth #7: Small Businesses Don’t Need visitor management systems

Small companies may think digital visitor management systems are too expensive and unnecessary. In reality, they can be instrumental in improving efficiency in the workplace and are often more cost-effective than you might think. 

The right integrated visitor management system can empower small businesses to streamline check-ins, process sign-ins quickly, and enhance security. A reliable visitor management system also offers many customisation options that suit the needs of any business, no matter the size. 

Not only is this a great way to ensure everyone’s safety and satisfaction, but it also makes administrative tasks a breeze. Digital visitor sign-in makes the entire check in process faster and easier than pen-and-paper documentation. 

In short, digital visitor management systems can substantially impact small businesses, ensuring much-needed convenience and efficiency for visitors and staff alike.

Myth #8: Visitor management systems are not scalable

Because these VMS systems are highly customisable, they are optimised for scalability for different organisational needs. Organisations benefit from increased security and operational efficiency with scalable digital visitor management systems while accommodating additional growth. 

These digital systems come equipped with a wide range of customisation options that allow businesses to tailor the system’s functionalities and features to cover any potential changes in the workplace or workforce. 

This makes digital visitor management systems a reliable and efficient solution regardless of size, industry, or growth rate.

Related Reading: How to Establish a Cloud-Based Visitor Management System (And Why It’s Important)

Two people using technology.

Myth #9: Visitor management systems Are not user-friendly for visitors

VMS solutions are designed to be user-friendly for visitors. The visitor experience is the top priority when developing a VMS so the sign-in process is designed to be easy and efficient. 

Visitors fill in their digital form, sign on the digital screen with a secure digital ID card or QR code, and within seconds have a secure digital badge that helps make the entire facility more secure for everyone. 

Not only do these digital touchpoints speed up the check-in process, but they also improve security. They help you to identify who enters your building quickly and automatically, triggering alerts based on an agreement, such as pre-registering or using facial recognition technology to verify identities. 

Ultimately, visitor management systems lead to fewer queues at the door, faster security checks, improved efficiency overall, and better-managed staff access controls.

Related Reading: Visitor Management Software Makes a Great First Impression

Start managing your visitors more effectively.

Having dispelled these myths about visitor management systems have become an essential digital tool for modern workplaces and organisations. A digital visitor management system makes the sign-in process streamlined for visitors and staff. It also provides organisations with digital logs of who is on-site, when they arrived, and when they left. 

This digital log serves as invaluable proof of access in situations requiring a secure environment, ensuring visitors’ accountability is easily verifiable. An integrated visitor management system also allows organisations to gain insights into visitor behaviour and provide tailored experiences relevant to each visitor or group. 

Furthermore, visitor management systems make it possible to customise communications to strengthen relationships with clients and customers by significantly improving customer service. Ultimately, implementing a digital visitor management system will not only increase security but also boost efficiency. Working smarter can mean better results! 

For this reason, we strongly advise organisations to consider integrating an advanced digital visitor management system into their business processes.

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