Mar 8, 2024
Apr 9, 2024

How using static QR codes improves the visitor check-in process

In this post, we cover the challenges associated with securing the front desk and how static QR codes can improve the visitor check-in process.
Envoy logoGiulianno Lopez
Content Marketing Manager
Marketing Specialist
How using static QR codes improves the visitor check-in process

Companies today are confronting a perfect storm of challenges. Economic uncertainties are forcing many to struggle through limited resources brought on by tightening budgets. Digital and physical security threats continue to rise. The trend towards decentralized and smaller satellite offices for some only further complicates this landscape. At the intersection of these challenges lies the issue of front desk security.

Securing the front desk entails more than just locking up the entrance. Companies need to maintain tight control over access to ensure employee safety and protect valuable assets. They also have to manage costs and navigate the realities of a distributed workforce. Budget constraints might mean forgoing full-time reception staff at satellite offices, for instance. Amid these dynamics, companies across the globe are relying on innovative solutions—such as static QR codes—to address the front desk security challenge head-on. Resorting to manual or paper-based options is non-negotiable.

Current challenges with securing the front desk

The front desk plays a pivotal role in maintaining workplace security and efficiency. Yet, traditional methods of managing visitors (e.g., manual sign-in sheets or physical visitor badges) are not enough to address these multifaceted challenges. Let’s explore some of the hurdles businesses face when securing the front desk.

  • Unstaffed reception desks. Tighter budgets have led many companies to forgo front desk attendants. While practical on the financial front, this cost-saving measure introduces risks and inefficiencies. The human element is gone, and the burden of security and guest management falls onto less personal, effective solutions.
  • More security attacks. Over 50% of companies are seeing an increase in the number and severity of security threats. As attacks become more sophisticated and bad actors more creative, there's a pressing need for security systems to be agile and robust. The front desk, being the first point of entry, requires a dynamic approach that can mitigate these threats effectively.
  • Compliance issues. In industries like manufacturing, maintaining a detailed visitor log is crucial for both security and compliance. Traditional methods like pen and paper are time-consuming to maintain and may lead to inaccurate info. Additionally, in fields such as biotech, there may be a need to limit access to specific areas, like labs with hazardous materials, to only a few authorized individuals. This calls for more advanced and reliable access control measures.
  • Distributed office models. The very essence of distributed work—having multiple office locations and the flexibility for employees to move between them—introduces complex security challenges. Each site may have its unique security needs and vulnerabilities, whether it's a multi-building headquarters (HQ) location, hub-and-spoke offices, coworking spaces, or a hybrid model of office and remote work.
  • Fragmented view of the workplace. Workplace security can become unnecessarily complex when you don't have clear and immediate access to data about who is coming in and out. Without a unified view of what's happening at the front desk and throughout the building, applying consistent security protocols across all entry points becomes a guessing game.
  • Manual processes and delays. Traditional visitor processes involving manual tasks like NDA signings and ID verifications are time-consuming and can lead to mistakes. Check-ins can involve multiple steps that can lead to longer wait times for visitors and inefficiency for the front desk staff. 

How QR codes improve the visitor experience

The visitor check-in process needs to be efficient, seamless, and secure. That's where static QR codes come into play. Once generated, you can place QR codes at strategic locations—like the entrance or reception area—where visitors can easily scan them with their smartphones. This action redirects the visitor to a sign-in page, allowing them to register their visit without the need for any physical contact. This process not only speeds things up but also reduces the need for reception staff to manually enter data.

Here are a few ways static QR codes can transform your visitor management experience:

  • Enables secure virtual front desks. No one at the front desk? No problem. Visitors can securely check themselves in by simply scanning a QR code, even at locations without staffed reception areas. This not only facilitates a smooth and quick sign-in process but also supports the execution of digital NDAs and other pre-visit requirements, ensuring that all necessary security and compliance steps are completed before they step into the building.
  • Improves the visitor experience. Manual processes can take up a large chunk of time when welcoming visitors. QR code scanning leverages existing infrastructure to cut waiting times, decongest reception areas, and enable touchless check-ins—all without sacrificing security measures.
  • Helps maintain compliance. Static QR codes make complying with laws and regulations straightforward. With every sign-in, you gain an accurate and searchable record of all visitor info. They also make it easier to grant temporary and custom access to approved individuals (even without front desk staff). Visitors can complete sign-in steps on their phones and only get access control credentials if their info is validated. When tied to a visitor management system (VMS), QR codes can help companies comply with privacy laws by anonymizing visitor data and restricting access to certain admins.
  • Unearths more workplace insights. Every sign-in from a QR code is logged, providing real-time data on who is entering or exiting the premises. With this data, businesses can identify peak visit times, average visit durations, volume of denied entries, and frequently visited areas within the workplace. This info allows you to track occupancy levels in real time, which makes it easier to better adapt to fluctuating visitor numbers and maintain compliance with capacity regulations. These insights can also inform better space utilization, further enhancing the visitor experience and workplace security.

Integrating static QR codes into visitor management

QR codes are an effective tool for companies aiming to cut costs and better understand their workplace. Adopting them is straightforward. Once set up, they can be easily integrated into existing visitor management systems, allowing for real-time monitoring and management of visitor data. This integration not only simplifies the administrative side of visitor management but also provides deeper insights into visitor trends and building occupancy. Static QR codes are much more than a convenience feature for visitor management. They're a gateway to a more seamless visitor experience.

Workplace security continues to grow in complexity. Are you prepared? Check out our blog post, "Securing tomorrow's workplace: Tips for navigating the return to office," to get advice from seasoned security experts.

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Giulianno LopezEnvoy logo
Giulianno Lopez

Giulianno Lopez is a Content Marketing Manager here at Envoy, where he specializes in crafting content centered around workplace management.
When he's not working, you can find him at Golden Gate Park training for his next race.

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