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How to choose the best visitor management system

It is incredibly important, especially in the modern day, for security measures in commercial spaces to be a top priority. A visitor management system (VMS) can be one way in which you can enhance the overall security of your space, by both having one in place and by integrating it into your wider security measures. 

But what is a visitor management system and how can you choose the best one for your commercial space?

What is a visitor management system?

A visitor management system (VMS) is simply a way for businesses to track visitors who come onto their property or site. 

Traditionally, this was done with pen and paper, by a receptionist, who logged all guests in and out, via a sign-in book, and either guided them through or called an appropriate employee to collect the guest from the front desk. However, this system takes a considerable amount of time and is reliant on a member of staff being available at all times; not to mention the risk that human error poses on security and data privacy. 

Now, VMS can be run through specific software that removes the need for manual data entry and eliminates a wide amount of risk when it comes to human error, security and data privacy. Here, visitors electronically sign in and out of the premises via tablets or QR codes, where their data is secured and private, and then the software notifies the correct person in the building of their presence. 

Understanding the need for visitor management systems

VMS can play a huge part in controlling pedestrian flow around and within your building, alongside other measures such as turnstiles, industrial gates and security bollards. VMS can provide a specific meeting area for all visitors within the building, like a reception area, reducing the risk of visitors entering and wandering around aimlessly. 

However, inadequate visitor management can be a recipe for disaster, when it comes to security and data protection. Without having the correct information about who, when and why someone is in your building, you are at risk of a security breach. Security breaches can cause data leaks, personal safety concerns and public damage (to name a few) – and without the correct data, you won’t know where the breach came from or how to protect the people in your building. Furthermore, inadequate protection of manual sign-in logs can pose a huge risk in terms of GDPR compliance and data privacy. 

Implementing VMS softwares almost completely eliminates the risk of security and data breaches, by digitising and safely securing visitor data. 

Key things to look for in a digital visitor management system 

1. Comprehensive check-in/check-out process

All VMS softwares should be set up to provide your building with a comprehensive check-in and check-out process. This feature simplifies the routine of visitors signing into your building, helping secure the correct information needed. With the added feature of host notification, VMS softwares can quickly and easily streamline visitors from sign-in to appropriate contact, effectively also supporting your building’s crowd management

2. Integration with existing security measures 

Many VMS softwares can be integrated with existing security measures, such as CCTV and access control systems. This integration allows for enhanced security across your entire building, being able to follow and thoroughly report on all visitors who enter and leave. 

Integration with smart access control software, such as biometric fingerprint authentication and facial recognition technology, ensures that all who enter your premises are authorised to do so, and if not, can be linked to your emergency response features; such as in cases where alarms or lockdown capabilities need to be activated. 

3. Real-time monitoring and reporting

With a digital visitor log, as a standard feature, many VMS software can support real-time monitoring and reporting of all people entering and exiting the building. With the host notification and visitor photo features, you can keep an accurate report on the position of all visitors, at all times when on the premises. 

4. Customisation options

Depending on the specific needs of your business, you may require some additional customisable features from your VMS software. These could include very brand-specific customisations such as logos, colour schemes and badge printing, but could also be providing digital legal documents to visitors – supporting you in meeting complex compliance requirements. 

5. User-friendly interface and training

A huge thing to consider when investing in VMS software is how easy it is to use for both staff and visitors. If people need help to work with the software, many may try to avoid using it – which can pose a huge security and data privacy risk. 

Training staff on how to use the VMS software effectively will minimise risk internally, but it should not be complex to handle regardless. User support and ongoing assistance are paramount to the smooth running of the software, so be sure to find a provider that offers this. 

Legal and compliance considerations

You always need to consider how the VMS software handles and secures data. When finding your VMS software provider, ensure that its data handling policy aligns with UK data protection laws, including GDPR, alongside other industry-specific regulations. 

Looking for more ways to secure your building? Head over to the Expert Security blog to learn more or contact us today to see how our security measures and experts can help you.