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A Visitor Management Guide

How To Create A Comprehensive Visitor Management System

A visitor management system has always been a critical part of workplace safety. Now, following the coronavirus pandemic, many organizations are rethinking their approach to visitor management to keep their employees safe and healthy.

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In a recent CoreNet Global survey,

31%

of corporate real estate leaders said they were considering more stringent policies for building entry, including establishing visitor management processes and implementing health screenings.

If you don’t already have a visitor management system in place that includes keeping a digital visitor log of everyone who comes to your workplace, now is the time to implement one.

We’ll walk you through everything you need to know, from developing a visitor management policy to choosing the right visitor management software.

In this era of greater expectations for employee health and safety, having a workplace visitor policy in writing has never been more important. 

Check out this customizable visitor policy template to discover sample language.

What Are The Benefits Of A Visitor Management System?

Keeping Your Workplace Safe

The most important function of any visitor management system is to keep your workplace safe and secure. It protects your employees from any unauthorized visitors who may pose a threat, such as a disgruntled former employee or a competitor who may be trying to steal intellectual property. It also protects your valuable assets, including your physical property, equipment, IT hardware and your company data.

Cleaning door handle

Keeping Your
Workplace Healthy

A visitor management system can also help you take precautions to keep your workplace healthy. You can use it to manage health screenings, such as taking the temperatures of visitors before they enter. And as contact tracing becomes an increased focus for preventing the spread of coronavirus, a visitor management gives you an easy way to see who was in the workplace on any given day.

If you find out about a potential COVID-19 exposure in your workplace, you’ll have a digital visitor log of everyone who was there that day so you can notify them.

More Efficient Visitor Check-In

No one likes waiting in a crowded lobby. A visitor management system streamlines check-in so you can minimize bottlenecks and wait times in your reception area. It also makes it easier for your receptionist to manage other responsibilities. A great visitor management system can even stand in for a front desk receptionist.

touch screen

Creating A Great
First Impression

Greeting clients, job candidates and other guests with a paper visitor log doesn’t exactly give the impression of a modern, digital workplace. Signing in with a digital tablet or simply scanning a QR code is more impressive and will give your guests confidence that you’re an innovative, tech-forward company.

5 Essential Elements of a Workplace Visitor Policy

If you’ve never had a formal visitor policy, you might not know where to start. Here are five elements every visitor policy should include.

1. Your Visitor Policy Purpose and Scope

Explain what your visitor policy is and why it exists. Emphasize the benefits we discussed above, including protecting employee health and safety and providing an exceptional visitor experience. You will also want to define different types of visitors who will be expected to follow this policy, including vendors and contract employees.

writing a policy

2. Your Visitor Check-in Procedures

Define the steps in your visitor check-in process. For instance:

  1. Each visitor must check in with the receptionist, stating the purpose of their visit and who they are here to see.
  2. Visitors will enter their name into our visitor management software.
  3. Visitors will sign any non-disclosure agreements or releases, if applicable.
  4. Visitors will receive a printed visitor badge.
  5. The host will be notified via text message or Slack.

If you choose to implement health screenings as part of your visitor policy, you should also outline who is responsible for conducting them and how.

You might also consider pre-registering guests prior to their arrival and providing them with important information, such as directions to the office and check-in instructions.

This way, they can check in even faster.

3. Building Access Restrictions

This part of your visitor policy should outline where guests are permitted to go on your premises, noting any areas that are off-limits or where they need to be accompanied by someone. Visitor access restrictions would also include hours when visitors are not permitted.

wifi

4. Visitor Wi-Fi Access

Define the level of access visitors will have to your Wi-Fi network, including which network should they join and the guest password.

5. Unauthorized Visitors

This part of your visitor policy should address any visitors who will not be permitted on your premises. Some companies maintain a security watchlist that includes terminated employees or anyone who has been banned from your building due to criminal activity, such as assault or theft.

Your visitor management policy should include a plan for cross-checking visitors against this watchlist and what employees should do if an unauthorized visitor arrives.

How To Find The Best Visitor Management Software

While many visitor management solutions appear to be similar in functionality and features, some have more limited capabilities.

Here are seven things you should look for before you select visitor management software for your organization.

Simple User Experience

A simple, user-friendly, and intuitive design provides a positive experience for your employees and their visitors. It also increases user adoption rates. If your visitor management software is too complex or confusing, it’s more likely users will bypass it altogether.

self check-in

Self-Service Capability

The ability to enable self check-in for visitors is also incredibly useful. The visitor management software you choose should make it easy for them to enter their information on a digital panel or kiosk, notify their host and find their way.

Easy Visitor Documentation

Make sure the software you choose includes visitor documentation so your guests can complete digital contracts like NDAs or background security check forms. The system should also save those files, eliminating any extra steps for your receptionist.

badge ID

Badge Printing

The ability to easily print visitor badges from your system is important. This helps your workforce quickly identify visitors and manage authorizations.

Cloud-Based

What good is a visitor management system if you can’t take it anywhere? A cloud-based system will work anywhere you have internet access, whether you’re in your company headquarters or renting a temporary office space for the week. All your visitor data is stored in the cloud too, so there’s no need to worry about losing any important information. Best of all, because cloud-based software is subscription-based, you don’t have to worry about a big upfront investment or expensive maintenance fees. They’re all rolled right into your monthly payments

Pre-Registration

Pre-Registration

Pre-registering your visitors makes the check-in process even faster. You can enter their information ahead on time and also provide them with important details, such as where to park and how to access your building’s Wi-Fi.

Security Watchlist

Your visitor management software should allow you to check all visitors against your security watchlist and alerts appropriate personnel if unauthorized guests attempt to enter. This extra layer of security can save lives.

See how our visitor management software improves security and creates a great first impression from the start.

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