Logbooks to QR Codes: The Progress of Touchless Visitor Management Systems

Touchless visitor management systems, also known as contactless visitor management systems, are becoming increasingly popular these days. Why? Because they use a QR code-based check-in process, eliminating the need for long lines and physical registration.

However, touchless visitor management systems weren’t always the norm; they were preceded by generally unsafe and inconvenient methods.

So, how did touchless visitor management systems become so popular? To understand that, we need to look at the development of the visitor management system in India.

Let’s dive right in.

Tracking the Progress of Visitor Management Systems

We can identify three stages in the evolution of visitor management systems, from the early days to their current form.

1. Logbooks
2. Badge-printing
3. QR Codes

Let’s jump right in and learn more.

1. The Days of Logbooks and Long Lines

The early visitor management systems used a register (usually a husky logbook) to record visitor details like names, addresses, purpose of visit, and time of entry and departure from the premises. Visitors or security personnel would manually enter information with pen and paper — quite a cumbersome task.

As a result, long lines of visitors were a common sight in large offices. And once you got to the front desk, you had to deal with the ordeal of scribbling down your details. One peek at that logbook, and a total stranger had all your information.

Apart from the obvious lack of security, the days of long lines and logbooks had other issues:

• Inaccuracy: Spelling errors, bad handwriting, or bad hearing made the collected information unreliable.
• Time-consuming: Input of visitor information depended on how efficiently and quickly it was recorded.
• High costs: The cost of hiring personnel to conduct the checks and keep records added to the overall expenses.
• Environmentally unfriendly: Bigger companies need a steady supply of logbooks. Over time, this leads to a waste of paper.

All that said, companies needed to find a better way to manage visitors.

2. The Paper Badge Solution

As companies realized logbooks were cumbersome, inefficient, and obsolete, they shifted towards a computerized visitor management system.

With this system, a security person would request a visitor’s ID and information, record it in the system, and print out a badge. Some companies would use self-serve kiosks so visitors could enter their information themselves.

However, this solution had a few problems:

• It didn’t eliminate long lines, as visitors were at the mercy of the security personnel’s typing speed.
• Kiosks weren’t touchless, so visitors had to handle screens other people touched.
• The process of typing information, showing your ID, and printing a badge still proved cumbersome.
  

3. The QR Solution Makes Its Way

When QR code-based check-in procedures entered the scene, visitor management systems became faster, safer, and more efficient. They not only addressed the paranoia of spreading germs but also eliminated long queues and logbooks.

With QR codes, companies could now streamline visits, make a good first impression on visitors, enhance security, and prevent the spread of illness.

How Does a QR Code-Based Check-In Benefit Organizations?

Touchless visitor management systems promote efficient and effective visitor control. The ability to track and monitor visitors helps in the following ways:

• Touchless and germ-free: Visitors don’t have to touch screens or let security handle their IDs. A touchless solution ensures no germs are spread.
• Little to no lines: With a faster check-in process, visitors are no longer welcomed by long lines. All that a pre-approved visitor needs to do is scan their QR code and walk right in.
• Data security: All visitor information is stored on the cloud, keeping it encrypted and secure.
• Office safety: Modern touchless visitor management systems alert security of a visitor’s entry and exit. So if visitors overstay their welcome, security personnel are notified, and the appropriate action can be taken immediately.
• Undisturbed workflow: Modern touchless visitor management systems inform employees when visitors scan their entry into the premise. Visitors needn’t call employees before their visits, thereby allowing for a smoother workflow.

Why Opt for QR-Code-Based Touchless Visitor Management Systems?

The inconvenience of logbooks and badge-printing prompted frequently-visited companies to adopt touchless visitor management systems. By adopting a QR code-based check-in process, organizations can keep their employees and visitors safe.

Vizmo’s solution is considered the best visitor management system in India. It provides complete protection against unauthorized access and helps implement health and safety protocols.Visit the Vizmo website to learn how you can implement a system that guarantees increased efficiency, better security policies, and reduced costs.