Visitor Management System: Top 12 Frequently Asked Questions
A touchless visitor management system (VMS) helps businesses track and manage visitors by facilitating the smooth management of visitors at the workplace.
It has been a great boon to large companies, especially in a pandemic-affected world. These touchless systems play a big role in restarting workplaces by making them safe for employees and visitors.
In this article, we will address and answer commonly asked questions about visitor management systems.
12 Frequently Asked Questions About Visitor Management Systems
1. What is a Visitor Agreement?
A visitor agreement is a document that visitors must sign before they enter your facility. A visitor management system should provide a digital visitor agreement that can be tailored to meet a company’s needs.
Additionally, it should allow you to include your company guidelines as well as a non-disclosure document for visitors to read. If the agreement function is enabled, all visitors of a particular type will be required to digitally sign the agreement.
2. What Is the Health Declaration Feature in a Visitor Management System?
A health declaration feature in a visitor management system is a form that legally binds visitors to confirm whether or not they’re carrying any contagious illnesses that could be a health threat to office employees.
It was the outbreak of the pandemic that led to the inclusion of the health declaration feature in visitor management systems.
This option allows the visitors to fill out a customized health declaration form. An approver can then verify the information provided and decide whether to approve or reject the visit.
3. How Does a Visitor Receive a Pre-Approved Digital Badge With a Visitor Management System?
A visitor management system handles two types of visitors:
- Walk-in visitors: They require host approval to get the digital badge containing details of their visit after completing the check-in process.
- Invited visitors: They will have received an SMS or email containing a link that provides a pre-approved digital badge for check-in.
4. How Does a Pre-Approved Digital Badge Work in a Visitor Management System?
A pre-approved digital badge or pass is sent to a visitor via email or SMS. It contains a QR code that becomes active after the visitor fills in details regarding the visit.
Once at the location, all a visitor has to do is scan the QR code at the check-in kiosk. The scanning activates the pass and notifies the host.
5. How To Use the Touchless Check-In Process at a VMS Kiosk?
To use a touchless check-in process, users need a mobile phone with a data connection. They can scan the QR code displayed on the kiosk and go to the link when prompted. Users need to complete the flow to check in to get a pass or digital badge and notify the host.
6. What Are Bulk Invites in a Visitor Management System?
An enterprise visitor management system allows administrators to use their ‘bulk invites’ feature on the web portal to send invites to over 20 individuals at once. Users who have access to the portal can upload a .CSV file with the information of visitors who need to be invited.
7. Where Can Visitor Management Systems Be Used?
It is possible to use a visitor management system for a variety of purposes, including recording and tracking visitor information, such as name, company, the purpose of visit, and arrival and departure times. Therefore, they can be used in corporate offices, schools, hospitals, and event venues.
8. How Can Companies Use VMS To Manage Overstay Visitors?
A good visitor management system allows companies to set a maximum stay duration for visitors. If a visitor overstays at a particular location, the duration of their stay can be counted from when they checked in. This feature is useful because you can then send notifications to all the stakeholders and take suitable action, depending on the reasons for the overstay.
9. What Compliance Requirements Should a Good VMS Provide?
A good VMS should allow you to:
- Save visitor data in the cloud and use the data to customize the check-in flow.
- Take their photo, extract reports, and accept or reject a visitor check-in.
- Restrict access to the visitor's data by verifying their ID proof.
- Collect signatures during sign-in.
- Provide a draft non-disclosure agreement (NDA) copy.
10. How Can a VMS Help Make Offices COVID-19-Compliant?
An enterprise visitor management system offers the following solutions:
- Touchless QR code-based visitor check-in: Users do not have to touch a kiosk. Instead they can use their smartphones.
- Health declaration: Visitors are asked relevant questions to assess their health status.
- Invite-only check-in: Allows the host to decide whether to continue with their invitation.
11. How Much Does a Visitor Management System Cost?
The average cost of VMS depends on the features offered. Vizmo’s enterprise visitor management system offers its ‘Premium’ version for USD 79 per month per location when billed annually. They offer advanced integrations, OTP verification, digital badge, single sign-in, custom SLA, on-site support, and more.
12. What Are the Benefits of Using a Visitor Management System?
Apart from being tedious, getting visitors to manually check in costs money to hire people who can supervise record-keeping and carry out security checks. Often security staff have to tag along with visitors to ensure that there is no breach of security. A VMS allows you to meet safety and compliance requirements easily. Further, it can be integrated into an organization’s existing work systems.
How To Choose a Good Visitor Management System?
Vizmo VMS is one of the best visitor management systems in India. In addition to the advanced features that help you stay compliant, it follows all covid-related health protocols to keep employees safe. They also offer multiple payment methods and a dedicated sales and success rep. Visit the Vizmo website if you want to explore the full list of features on offer and learn how your organization can implement a contactless visitor management system without the need to install additional hardware.