9 features of a visitor management system that improves workplace security

A visitor management system (VMS) can do a lot for your manufacturing organization. It can automate tasks, store data, streamline operations, customize sign-in flows, and loads more. But did you know that a VMS can also help secure your physical spaces, too? 

Whether you’re a pharmaceutical enterprise, construction organization, consumer goods company, or any other type of manufacturer, investing in a secure visitor management system is crucial to growing your business. In this post, we’ll explore how a VMS strengthens workplace security, and how to evaluate the right solution for your facilities. From core security features to compliance requirements like ITAR and OSHA, here’s what to look for when choosing a visitor management system.

How can a visitor management system improve your building security?

Running a successful manufacturing facility means maintaining a secure premise. This includes the security of your workers, machines and equipment, IP, and products and goods.

But unlike other industries, your assets don’t fit into one office location. For manufacturing, it’s often a little messier. People move between facilities, factories, and offices more often, so there’s more to consider when it comes to the security of your people and business.

Here are some ways a visitor management system can help secure your facilities:

Integrates all aspects of your building security

A VMS can integrate with other aspects of your building security. Together, they provide a robust, protective layer across all of your sites. For example, you can connect your VMS to your access control system to help ensure that only invited visitors can come on-site.

Provides real-time alerts and notifications

With a VMS, employee registration, visitor screening, and security alerts happen instantly and discreetly in the background. This helps you balance a welcoming feel for your visitors with a strong sense of security for your physical building. For example, your VMS will automatically notify hosts of visitors who appear on watchlists or scan an invalid ID.

Maintains a record of activity across all of your locations

A visitor management system paints a much-needed picture of what’s going on across all of your facilities, plants, or factories. This includes who’s onsite, when, and how often. Over time, the data helps you get a sense of the happenings around each of your locations.

For example, by knowing what times of day each of your facilities are busiest, you can make better decisions for your security, such as when to have more security staff onsite.

Scales alongside your manufacturing business

A VMS is a solution that can grow with your business and your people. This might include adding new locations to your system or rolling out security processes at new facilities when you open them. A visitor management system helps you monitor security in every location, all of the time.

These capabilities form the foundation of a secure workplace—but for many manufacturers, security is also about meeting strict compliance requirements.

What visitor management features support ITAR compliance requirements?

Manufacturers working with defense-related materials or controlled technical data need to go beyond general security. ITAR compliance requires strict control over who can access specific areas and information.

When evaluating a visitor management system, look for features that help you enforce and document access policies. This includes pre-registration workflows, visitor screening, and integrations with access control systems to help ensure only authorized individuals can enter specific areas.

It’s also important to maintain detailed, time-stamped visitor logs that can be used for audits and internal reviews. These records help improve visibility into who accessed your facilities and when.

What OSHA compliance features should visitor management systems have?

In manufacturing environments, OSHA compliance depends on how effectively you communicate safety protocols and account for every person onsite. A visitor management system can help standardize and reinforce these processes across your locations.

As you compare solutions, prioritize features like digital document signing for safety acknowledgments, customizable sign-in flows for different visitor types, and real-time visibility into who is onsite. Emergency notifications and visitor logs can also support evacuation procedures and post-incident reporting.

If your current processes rely on manual sign-ins or inconsistent safety briefings, you may be increasing your risk during inspections or emergencies.

9 key security features to look for in a visitor management system

Once you understand your security and compliance requirements, the next step is evaluating the full set of features that will support them. Here are nine VMS features that will help you get the upper hand on your security.

1. Visitor screening

To avoid security breaches, you can use your VMS to screen people before they visit your site. That includes scanning IDs, watchlists, and setting criteria such as proof of vaccination. In the event that someone doesn’t comply with your criteria, your VMS will automatically notify you so you can take action.

2. Instant alerts

Security alerts happen instantly and in the background with a VMS. That means that if an unauthorized person attempts to enter your facility and sign in, your visitor management system will identify the threat and alert hosts and security personnel immediately.

3. Blocklists

Blocklists are fairly self-explanatory but a hugely important feature in your security set-up. With a VMS, you can add people to a blocklist to ensure they can’t enter any of your locations. The right parties will then be notified, including security personnel and designated hosts.

4. Badge printing

Badges help with onsite security because they enable your staff to quickly identify and confirm that visitors are authorized to be there. You can also customize your badges for different visitor types—for example, different colors for contractors, vendors, or auditors.

5. Access control

Your visitor management system can integrate with your access control system for elevated security. Types of access controls include QR codes, facial recognition, and touch ID to allow visitors access to different areas onsite. This is especially important in manufacturing environments where access must be tightly controlled.

6. ID scanning

Your VMS is an extension of your security staff. You can scan IDs ahead of time or when each visitor arrives. Your system can then cross-check against blocklists or other criteria to ensure each visitor is allowed onsite. Once verified, this data is securely stored for future reference and audits.

7. NDA and document signing

Whether it’s an NDA, a contract, or a safety waiver, a visitor management system allows you to send and store digital documents before a visitor arrives. This ensures compliance and reduces manual paperwork.

8. Integrations

Integrations are a critical part of your visitor management system. They connect with your existing tools to strengthen security, such as access control systems, emergency notification platforms, background checks, and secure Wi-Fi provisioning.

9. Analytics

Your VMS offers real-time analytics across all of your locations. It improves your overall security by helping you identify visitor trends, monitor occupancy, and generate reports. These insights are especially valuable for audits and for making informed decisions about staffing and facility operations.

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No matter the type of organization or industry you are, a visitor management system should always be a staple of your workplace security setup. After all, your VMS acts as a necessary barrier that protects your people, facilities, and business. It secures your enterprise by covering physical security across all of your locations, and keeps you compliant with different regulations globally. 

Interested in how a visitor management system can help you secure your facilities for 2023? Check out Envoy for visitor management today.