A visitor management system is designed to capture visitor information and help your facility verify who enters. Compared to a traditional visitor management system, such as a paper visitor log or physically checking ID cards, an identity and access management system automates the process.
Not only does this save time for your receptionist, office staff, or security team, but a visitor tracking system makes your facility safer. If you’re ready to upgrade your user access management, learn what to look for below so you can find the best visitor management system for your business, school, or office.
What Is a Visitor Management System?
A visitor management system (VMS) is an integration of hardware and software that tracks, screens, and manages visitors to your facility. The system involves the use of:
- Check-in kiosks
- Visitor badges
- Software interfaces
- Mobile apps
These systems work cohesively to help you control where visitors go and keep an accurate record of their activities. This data enhances your building’s security while helping you comply with security protocols.
Core Features to Look For in a Visitor Management System
First and foremost, visitor management software is designed to streamline the check-in process when people outside your organization enter your facility. At a basic level, the system allows you to track visitors and control where they can go in your facility.
Pre-Registration and Self Check-In
- Pre-registration allows your staff to enter visitor information online before the guests arrive. Not only does this give you greater control over who is authorized to enter your facility, but it also reduces bottlenecks at registration desks and improves the visitor experience.
- In a school setting, for example, pre-registering volunteers and guests helps streamline the process of checking in visitors. If your district requires background checks for volunteers, a school visitor management system can automate this process as well to keep your school compliant.
- To aid with access control, the best visitor management systems will allow you to print ID badges as well. The integrated system can then scan visitors’ IDs to record their purpose of visit, helping to identify and differentiate authorized individuals from others.
Electronic Document Signing Capabilities
Upon check-in, you may need guests to sign documents before entering your facility. A VMS can streamline the process by having guests sign any required forms electronically, such as:
- Non-disclosure agreements (NDAs)
- Confidentiality agreements
- Proprietary information agreements
- Sarbanes-Oxley Act (SOX) agreements
- HIPAA agreements
Role-Based Access Control
With a sophisticated user access management system, you can differentiate visitors based on their role. For example, schools can create access control parameters for parents. Likewise, a business can set up automated permissions for delivery drivers versus vendors. Systems like VIDIX Control allow you to fine-tune access control so that each type of visitor has unique permissions. Our system supports both temporary and scheduled credentials, giving you complete control over not just who has access, but when.
Cloud Identity Management and Secure Storage
Many visitor management systems are designed to run locally on your desktop or server. While this is ideal for some organizations, a cloud-based system has many benefits. A cloud-based VMS:
- Can be accessed by remote admins.
- Is shareable between multi-location organizations.
- Stores real-time visitor records, access logs, and reports.
- Runs on the latest software and is updated automatically.
Real-Time Alerts and Mass Notifications
In the event of an emergency or unauthorized entry, an integrated VMS or Vidix Aware Crisis management system sends alerts to keep your staff and facility safe. The VIDIX Control App allows admins to send mass notifications while monitoring the security system’s status in real time.
Mobile Access and Door Control
Having the ability to manage your security system from anywhere gives you more control and flexibility. An advanced visitor tracking system will allow you to unlock doors and approve access remotely.
VIDIX Control lets users unlock designated doors from a smartphone, view door status, and organize preferred door lists.
Interactive Maps and Live Video Integration
If you have a large campus or multi-floor security, a video surveillance system is a must for identifying incidents in real time. VIDIX Control’s interactive maps highlight problem areas and show live video feeds by location. This allows you to respond more quickly to any access control issue.
Evaluating a Visitor Management System: What to Consider
Modern identity and access management systems are loaded with advanced features, but it can be hard to decide exactly what you need for your organization. To help narrow down your decision, consider factors such as:
- Ease of Use: A VMS may have a lot of features, but it shouldn’t be clunky or difficult to navigate. Look for a user-friendly dashboard with an intuitive interface. VIDIX Control’s filter and search functions make it easy for you to manage visitors, check credentials, and change permissions.
- Facility Size: The layout and complexity of your facility can help you choose the best visitor management system. A larger facility can benefit from a more robust solution with security cameras and interactive maps, while smaller organizations may not need these features.
- Integration: To avoid upgrading your entire security system, your VMS should work seamlessly with your existing access control and surveillance system.
- Compliance needs: Each organization has different requirements for data retention and visitor documentation. Choosing a customizable VMS will help you select exactly what you need to run audits, without unnecessary features weighing you down.
- Budget and scalability: A cloud-based system like VIDIX can grow with your business and adapt to your current needs, whereas a server-based system may become obsolete as technology changes. Investing in a scalable system will help you avoid unnecessary upgrade costs later.
Looking for a system that does it all? VIDIX Control is an all-in-one visitor management platform that gives you comprehensive insight into your facility’s access control, with support for both desktop and mobile admin needs.
Find the Right System for Your Facility
Choosing the best VMS can feel overwhelming with the number of features available. The VIDIX System Comparison Tool is a great way to evaluate which platform is best for your organization.
To learn how VIDIX can enhance your workplace security and address your specific needs, schedule a call today to request a demo or get a personalized consultation.
