The Importance of Self-Check-In and Check-Out in an Automated Visitor Management System
As organizations continue to grow and expand, certain processes need to be automated to ensure their fast-paced growth. One such process is visitor management.
By using a QR code-based check-in and a self-check-out, an automated visitor management system allows for certain key features that’ll benefit your organization.
So, what are the benefits of having a self-check-in and check-out feature in your enterprise visitor management system? To answer this question, we’ll first go through what an automated VMS is.
Let’s begin.
What Is an Automated Visitor Management System?
An automated visitor management system (VMS) is a software solution that allows visitors to easily check in to an office building without the need to physically enter their details at the entrance.
Today, the most common example of automated VMS is kiosks with a QR code-based check-in. Here’s how they normally work:
- When a visit is planned, the company sends an invite link to the visitor via SMS or email.
- The visitor is “pre-screened” and prompted to enter all the necessary details on the visitor management app.
- Once everything is filled out, and the visitor’s information is approved, all they need to do is scan a QR during the time of their visit.
- Security personnel and the employee in charge of the visitor are informed once the visitor checks in.
Key Features of an Automated VMS
Here are some of the key features of an automated VMS.
- Pre-Screening: Pre-screening is an essential part of an automated VMS. From health declarations to NDA forms to rules and regulations, pre-screening allows visitors to check all the boxes for a smooth visit well in advance.
- Data Protection: A good automated VMS uses industry-standard data-protection protocols. This assures visitors that their information is secure and free from the wrong hands. Additionally, a good automated VMS should also give visitors the option of requesting the deletion of their information at any time.
- Access Control: This feature ensures that all the relevant personnel are informed of a visitor’s entry and exit. The feature benefits employee productivity because it ensures only certain employees are aware of and tend to visitors.
- Mobile App: A mobile app makes your automated VMS all the more user-friendly. Having the ability to pre-screen, check-in, and check-out at the tip of your finger (literally) is as seamless as visitor management can get.
- Automated Check-In and Check-Out: When it comes to smooth visits, this is one of the most important features of an automated visitor management system. Automated check-in and check-outs allow visitors to simply walk in and walk out without the hassle of waiting in line or physically registering their information.
What Are the Benefits of an Automated Check-In and Check-Out?
The following are the benefits of the automated check-in and check-out features of an automated visitor management system.
1. Eliminates Long Lines
A QR code-based check-in eliminates the problem of long lines. With an automated visitor management system, visitors can simply check-in by scanning a QR code using the visitor management app, and security personnel and the relevant employee are notified of their entry.
The same goes for check-outs; all they take is a click on your phone.
2. Reduces Human Error
When physically signing in, either you or the person signing you in might make errors. Now, let’s say there’s a long line, and the pressure to move things faster is on. The likelihood of making a mistake only increases.
This problem is completely eliminated with automated check-in and check-out since visitors will have already been pre-screened. So, the chances of error are zero.
3. Maintains Employee Workflow
With an automated VMS that has a self-check-in, your front office staff doesn’t need to manage certain guests, and your employees certainly won’t be distracted by unattended guests waiting at the door.
Further, employees can enjoy the freedom of not being interrupted by guests who don’t have an appointment. All this ensures that employees face minimal distractions and can focus on their work.
4. Saves Money
Having an automated check-in and check-out can help certain companies save costs. For one, they don’t need to hire extra reception staff during busy times of the year. They can also save on legal and compliance fees by automating forms and storing and encrypting visitor information.
5. Boosts Company Image
Lastly, an automated VMS leaves a great impression on your guests. By experiencing a smooth and hassle-free entry and exit, your guests will appreciate your organization, which helps bolster your brand name and business as an extension.
Why Should Your Organization Opt For an Automated Visitor Management System?
An automated visitor management system will be a great asset to your organization, employees, and visitors. Automating the visitor management process will save time, improve employee productivity, and cut unnecessary costs.
Vizmo’s enterprise visitor management system ensures automated and seamless visitor management, so your guests are well taken care of, and your employees remain productive. Check out Vizmo’s website today, and book a discovery call to learn more.