What to look for in a visitor management system

People are returning to the office in mass. According to our recent survey report, 96% of businesses are mandating a return-to-office (RTO) policy. But that doesn't mean things will revert to the pre-pandemic era. Increased concerns over physical security have emerged. Whether it's keeping unauthorized people offsite or protecting the data of those onsite, businesses are updating their approach to workplace security in response.

The modern workplace demands a visitor management system (VMS) that is dynamic and adaptable. One that extends beyond traditional door-centric methods to ensure that the people onsite are safe, accounted for, and actually supposed to be there.

3 things you need in a visitor management system

A traditional visitor management system can handle visitor check-ins at your workplace. On the other hand, a modern VMS solution can also track your visitor check-ins and give you access to critical features (e.g., integration capabilities, real-time tracking, emergency notifications, and robust data protection) that enhance workplace safety and efficiency.

When shopping for a visitor management system, make sure it can enable you to do the following:

1. Maintain security in all your office locations

A VMS with robust security features safeguards against unauthorized access and ensures compliance with the right regulations. Some features to look for include:

• Visitor Identification. A VMS should enable you to display key information on visitor badges beyond just their name, like the host's name, reason for visiting, photo, and/or company.
• Visitor Tracking. Your team should always have access to real-time visitor information and have the option to choose which data points to capture, display, and store. Also, make sure to determine the length of time your team will need to store this data.
• Reporting. Determine your needs for visitor information, including whom to share it with and the frequency. Reporting capabilities should also cater to compliance audits and emergency situations​​.

2. Keep your workplace running efficiently

The right solution should improve the efficiency of all your workflows, whether it's streamlining your visitor check-in process or reducing administrative burdens. Here are a few features to look out for:

• Self Check-In. A VMS should offer an easy way for visitors to check themselves in, complete any required security screening, and automatically verify their identity​​
• Self Check-Out. To paint an accurate picture of who's onsite throughout the day, your VMS should enable visitors to sign out as easily as they signed in.
• Group Check-In. If you have a high volume of visitors or frequent visiting groups, your visitor management system should be able to securely check in groups of individuals without creating a bottleneck in the lobby.
• User-Friendly Interface. It's important to keep your employees and visitors in mind when evaluating VMS solutions. The platform you choose should be intuitive, easy to use and not require endless, complicated training sessions to master.

3. Scale as your business evolves

The right VMS solution should be able to account for your organization's evolving needs and be dynamic enough to address them. Manage multiple locations, establish an RTO strategy across several cities and countries, and/or integrate with your other tools—all in one dashboard. Some key capabilities include:

• Deployment Options. Look for a cloud-based system that offers automatic updates and easy template duplication for new locations.
• Multi-Location Management. A VMS should allow for different management styles across multiple locations. This might be global admins at HQ or smaller teams for individual sites. It should adapt to varying regional regulations and requirements​​.
• Centralized Administration. More advanced systems automate administration at scale. For example, you can automatically create and delete access by integrating with your company directory (e.g., OneLogin, Microsoft Azure, or Okta).

Top considerations when evaluating a visitor management system

Several key aspects need your careful consideration to ensure they align with your business's specific requirements.

Visitor data management

A critical function of a visitor management system is the collection and storage of visitor information. You most likely have an up-to-date directory of employees’ essential information. But what about your guests? Essential data includes contact details, company affiliation, and the purpose of the visit. For enhanced security, consider collecting health attestations, signed agreements, or details of recent international travel. For compliance, collect information on whether they have completed the right training or signed the correct documents before arrival. 

A VMS should offer a secure (and seamless) way to store and manage all visitor information, with features like data anonymization, role-based access, and data retention policies​​.

Real-time onsite tracking

It is crucial to maintain an up-to-date record of everyone who enters your facility. Look for a VMS that can identify when visitors have left, via features such as automated sign-out. In emergencies, the ability to quickly locate visitors and their hosts is vital. Consider solutions that facilitate visitor check-ins at unstaffed reception desks—like Envoy's Virtual Front Desk—to maintain security standards across all locations​​.

Seamless access control

Effective visitor management involves controlling access to your facility or workplace. This can include setting capacity limits, managing invite approvals to prevent overcrowding, and ensuring that each entry point has a check-in system. You can also restrict access, with the ability to exclude visitors based on specific criteria, such as appearing on a blocklist or failing to meet entry requirements​​.

Workplace integrations

Integrations and an open platform VMS are essential to future-proofing your workplace tech stack. A VMS that integrates with your existing security systems—such as email invites, digital NDAs, access control systems, RFID access cards, and mobile QR codes—can not only unlock new capabilities of these tools but also automate your workflows. These integrations can help you make your workplace more secure and create a more seamless experience for employees and visitors alike.

Navigating your path to enhanced workplace security

There are many low-cost point solutions available on the market today. While that might sound like a net positive, most lack the comprehensive features and integration capabilities needed in today's climate. The wrong solution can actually lead to more security vulnerabilities, non-compliance with regulations, and a poor visitor and employee experience. 

Remember that the right visitor management system should not only align with your current security needs but also be adaptable to future changes and challenges. Whether it's enhancing visitor management, improving emergency preparedness, or ensuring compliance with evolving regulations, the ideal system will be your ally in creating a safe, efficient, and compliant workplace.

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To learn more about what to look for when evaluating a visitor management system, download a copy of our eBook, "The buyer's guide for workplace security software."