Complete Guide on Types of Visitor Management Systems

Having a visitor management system in this day and age is non-negotiable for companies that want to protect their assets and enhance visitor experience. But given that there are many types of visitor management systems, the question arises: Which one should your company opt for?

This article will go over the three main types of visitor management systems and their pros and cons so you can figure out the best one for your company.

Let’s start with some basics.

What Is a Visitor Management System?

A visitor management system is any process or software that helps organizations manage visitors and keep track of their entries and exits.

Having a visitor management system in India is a great boon to large companies (over 1,000 employees) because it guarantees smooth management of visitors and allows employees to have an uninterrupted workflow.

However, not all visitor management systems operate the same way.

So, let’s dive into the three main types of visitor management systems and how they work.

Three Main Types of Visitor Management Systems

1. Pen and Paper Sign-In

This manual visitor management system is used by most small and medium companies (and some large ones) in India.

What Is It?

Pen and paper sign-in refers to the traditional method of checking in to an organization using a physical logbook.

How Does It Work?

Visitors are greeted with a logbook that contains rows and columns. A visitor picks an empty row and fills in their details as per the column headings. These details usually include name, phone number, time of check-in and check-out, your organization’s name and address, name of the person you’re visiting, and other information.

Logbooks are usually found at the receptionist’s table, where you have to fill out details before security personnel.

Pros

• Works for small organizations (under 1,000 employees)
• Easy to handle
• Simple system that doesn’t need much maintenance (other than buying new logbooks)

Cons

• Looks unprofessional
• Visitor details are out in the open for people to look at
• Not environmentally friendly
• Record-keeping becomes difficult when you need to track visitor entries and exits
• Might lead to germs being spread with many people handling the same pen and book
• Susceptible to human error and bad handwriting, which can lead to inaccurate information
  

2. On-Premise Legacy Software

This solution was an improvement on pen and paper. On-premise legacy software basically digitized logbooks, so people wouldn’t have to deal with human error and bad handwriting.

What Is It?

On-premise legacy software is essentially an electronic version of a logbook where visitors type in their information on a screen.

How Does It Work?

With this visitor management solution, visitors simply go to the reception and enter their check-in details on a screen (either on a kiosk or another screen system). The software prompts them to enter the same information as a logbook, except, in this case, their information isn’t out in the open for others to see.

All the information is stored in a physical hard drive.

Pros

• Faster than logbooks
• Solves the problem of bad handwriting
• Easier to track and manage visitor information
• Visitor information is not exposed to the public
  

Cons

• Visitor information may still be susceptible to theft because data is stored in hard drives
• Data may be susceptible to loss if the physical hard drive is damaged
• Does not solve the problem is long queues and crowded lobbies
• Not always germ-free because many people may handle the screen
  

3. Cloud and QR Code-Based Visitor Management System

A cloud-based touchless visitor management system is the modern solution that solves all the aforementioned cons. It’s simple, touchless, and easy to manage.

What Is It?

It’s a QR code-based visitor management system that allows organizations to easily manage visitors from check-in to check-out. It stores all visitor information on the cloud, making it the safest solution in terms of privacy.

How Does It Work?

A day or two before their visit, clients are pre-screened through the visitor management system app. They would upload important documents like IDs and signed NDAs and health declarations. Additionally, they’d also be given instructions on security and check-in protocol.

On the day of the visit, clients would simply walk into the lobby and scan a QR code. At that point, the employee(s) in charge of them are notified of their presence. Checking out is as easy as clicking a button on their phone.

All visitor data is stored in the cloud, where it’s encrypted by industry-standard protocols.

Pros

• Touchless and safe
• Avoids long lines and queues
• Meets compliance and audit requirements
• Easy to track visitor check-in and check-out
• Allows employees to have uninterrupted workflow
• Stores and encrypts visitor data on the cloud
• Allows for pre-screening visitors, so clients don’t waste time in the lobby on the day of their visit
• Rejects unwanted visitors
  

Cons

• Works best only for organizations with over 1,000 employees
  

What’s the Best Visitor Management System For Your Organization?

If you’re an organizaiton of over 1,000 employees, then you will highly benefit from employing a touchless visitor management system.

As we’ve covered, going for a touchless cloud-based visitor management system is the best option for your organzation because the benefits heavily outweigh the cons.We invite you to check out Vizmo, a leading visitor management system in India and browse through our solutions.