Question 1

What is a visitor management system?

Accepted Answer

A visitor management system (VMS) is a software solution designed to streamline the process of managing and tracking visitors to a business or organization.

Visitor management has typically been handled via manual, time-consuming processes like paper visitor logbooks. Visitor management technology now makes it easy to manage all parts of the visitor welcome process with a simple software solution.

The software can capture accurate visitor details, communicate any specific information you need visitors to know, collect important documents, take photos, print ID badges, notify employees, show safety videos, and more.

An electronic visitor sign in system captures important information from people entering and exiting a business while hosting the data and analytics in an easy-to-navigate web dashboard. Visitor records can provide insight into your business, enabling you to make data-driven decisions.

Question 2

Why is visitor management important?

Accepted Answer

The front desk, or reception area, can often be one of the busiest places in your business, with staff, visitors, deliveries, contractors, and more coming and going. It’s important to keep track of all those movements for multiple reasons including regulatory compliance.

A paper logbook is not only a tedious process, it is also not a secure way of storing visitor data. If you go to great lengths to protect data in your business, you may be surprised to know that the paper visitor book can undo all this hard work with the turn of a page.

The humble paper visitor book has been replaced with smart visitor management software that is contactless, secure, and cost-efficient. Know who is where and when, be audit-ready, and reduce friction in the workplace by automating manual tasks. Whether you have one location or one hundred, the benefits of an electronic visitor sign in system are endless.

Learn why a visitor management system is important.

Question 3

How do visitors sign in with SwipedOn?

Accepted Answer

With SwipedOn, visitors can check in to your premises using an iPad or tablet running the SwipedOn app. The easy-to-use software captures the information that your business requires, like NDAs, photos, and approvals, and also prints ID badges for an added security layer. An instant notification is then sent to the employee who is hosting the visitor to alert them that their visitor has arrived.

Alternatively, you can offer a completely contactless sign in experience via QR code. Once they have scanned the code, visitors are prompted to sign in on their web browser where they enter their details and complete the contactless sign in process.

You can also preregister visitors and capture some information ahead of time to streamline sign in once they arrive. This is useful if you have multiple visitors turning up at once. Simply upload the visitor information and send invites to save time for admin staff and employees awaiting their visitors.

Get the low-down on how a visitor management system works.

Question 4

How can I use a visitor management system to help in emergency evacuations?

Accepted Answer

A visitor management system enhances emergency evacuation processes by ensuring real-time visibility over visitor and employee whereabouts, enabling thorough post-evacuation roll-calls.

When disaster strikes, SwipedOn is your BFF. The cloud-based technology means you can take your iPad or tablet - or log in from your mobile device - to conduct evacuation roll calls even if the WiFi doesn’t reach to the evacuation meeting point. You can easily mark people as safe, and see visitor host information and employee contact details in case you need to contact them.

Question 5

How does a visitor management system help with compliance?

Accepted Answer

GDPR, ITAR, CCPA, CTPAT, FSMA, the list of compliance requirements is ever-growing. If you’ve been tasked with ensuring your company is meeting compliance requirements, we’ve got good news.

SwipedOn’s visitor management system is the perfect tool to support your business on your compliance journey. Be audit-ready with detailed digital records of everyone who has been on your premises, keep your data secure with an ISO- and SOC 2-certified sign-in system, and enjoy total peace of mind at work.

The protection and security of your data is our most important responsibility. SwipedOn offers the following features which have been designed to help with the regulatory compliance needs of our customers:

Customizable sign in questions
Manual or automatic data anonymization
Multi-Factor Authentication
Approve or deny entry
Ensure visitors agree to your policies
Capture visitors digital signature
Easily track and export visitor data
Badges for identification and authorization

Learn more about how a visitor management system can help with security and compliance at your workplace.

Question 6

How do I create a visitor management system?

Accepted Answer

Creating a visitor management system (VMS) involves several steps, including planning, design, development, and implementation.

Good practice in visitor management always includes categorizing and pre-registering your visitors, transparency of how data is used and where data is stored, and a visitor policy that aligns with your business's compliance requirements.

Digital visitor management software aims to reduce friction during this process, automating tedious manual tasks, and is a foundational tool for any of us looking to create an effective and streamlined visitor management system.

Learn how to create a visitor management system in these 5 easy steps.

Question 7

What features should I look for in a visitor management system?

Accepted Answer

Depending on your workplace, industry, and location, you’ll want to ensure the VMS you choose is aligned with your organization's specific needs. Generally, when selecting a visitor management system, there are features you should always consider that will enhance security, improve visitor experience, and reduce friction of otherwise manual processes.

The following features are a great place to start. Core Features:

Visitor Registration: Ability to pre-register visitors online and on-site check-in through kiosks or tablets.
Badge Printing: Automated printing of visitor badges with name, photo, visit purpose, and date.
Notifications: Alerts for hosts when their visitors arrive, via email, SMS, or mobile app notifications.
Visitor Tracking: Real-time tracking and logs of visitor movements within the facility.

Security Features

ID Verification: Scanning and verification of visitor IDs to ensure authenticity.
Emergency Evacuation: Real-time data on visitor presence for efficient evacuation and headcounts during emergencies.
Visitor Data Privacy: Compliance with data protection regulations, ensuring secure storage and handling of visitor information such as auto-anonymization.

Customization and Integration

Customizable Workflows: Tailor visitor sign-in processes to fit your organization’s specific requirements.
Branding: Ability to brand the visitor management interface with your company’s logo and colors.
Integration with Other Systems: Seamless integration with access control systems, email systems, and other security and building management systems.

User Experience

User-Friendly Interface: Intuitive and easy-to-use interface for both visitors and staff.
Multi-Language Support: Support for multiple languages to accommodate diverse visitor backgrounds.

Reporting and Analytics

Detailed Reporting: Comprehensive reports on visitor data, trends, peak visit times, and other metrics.
Audit Trails: Detailed logs and audit trails for compliance and security reviews.

Support and Scalability

Customer Support: Reliable customer support for troubleshooting and assistance.
Scalability: Ability to scale with your organization as it grows, accommodating increasing numbers of visitors and locations.
Mobile App: Mobile app for easy access and management of visitor data by staff and security personnel.

Additional Features

Touchless Check-In: Touchless or contactless check-in options to enhance hygiene and convenience.
Visitor Agreements: Digital signing of NDAs, safety agreements, or other documents upon check-in.
Visitor Photos: Capturing visitor photos for added security and identification.

Question 8

Why is a cloud-based visitor management system useful?

Accepted Answer

A cloud-based visitor management system provides enhanced accessibility, scalability, cost-effectiveness, security, and user experience. It simplifies maintenance requirements, integrates easily with other systems, and offers real-time data insights, making it a powerful tool for organizations aiming to streamline their visitor management processes.

Question 9

Does a visitor management system help with security?

Accepted Answer

Yes, a visitor management system (VMS) significantly enhances security in several ways including:
- Accurate visitor tracking
- Identity verification
- Pre-registration including pre-approval and advanced visitor screening
- Visitor badges
- Notifications and alerts
- Data security and compliance
- Enhanced emergency management
- Reporting and analytics providing insight to visitor activity reports and audit trails
- Controlled entry points including kiosk check-ins and receptionist oversight
- Customizable workflows for tailored security protocols depending on type of visitor

Learn more about how to address visitor’s data security concerns here.