The basics of visitor screening

Visitor screening isn’t just about safety—it’s about building a secure, efficient, and welcoming workplace. Your screening process does more than help you manage the flow of visitors into your space. It’s your first line of defense, identifying potential risks before they enter. It’s also a guest’s first impression of your business, setting the tone for how they will feel about you in the future. And, of course, it helps set official policies that ensure your business maintains compliance with all relevant laws and regulations.

When done right, visitor screenings reduce risks, guarantees compliance, and make managing visitors less complex. For workplace leaders, establishing a visitor screening process is a no-brainer: it’s an easy way of protecting your employees, assets, and sensitive data.

What is visitor screening?

Visitor screening is the process of checking and approving individuals entering a facility to make sure they don't pose a security, compliance, or operational risk to the business. It's a simple workflow: verify a visitor's identity, confirm they're allowed in, and flag any potential risks.

This process lets you set clear criteria for who can visit and where they can go onsite. It is a necessity for heavily regulated workplaces (e.g., manufacturing plants, hospitals, and government offices) where safety and compliance are top priorities.

Why should you use a visitor management system for guest screenings?

Visitor screening can be done manually or through advanced technology like a visitor management system (VMS). These tools make it easier for organizations to screen guests by automating the process end to end. Beyond safety, there are plenty of other benefits to using a VMS for screening visitors:

• It ensures compliance. A visitor management system can help you meet compliance requirements by collecting, verifying, and securely storing visitor information. These visitor logs are created and stored digitally, which makes them perfect for ensuring audit-ready records. 
• It eliminates redundant work. A VMS can eliminate redundant work for workplace staff by automating time-consuming tasks. These systems come with a bevy of time-saving features and capabilities (such as pre-registration emails, self-service sign-in kiosks, automated visitor logging, and host notifications) that make visitors less reliant on your front desk staff. As a result, your staff is free to focus on more strategic and value-driven responsibilities.
• It helps make your workplace more secure. Visitor screenings can help you verify the identity of every person entering your facilities. By integrating with an internal blocklist or third-party watchlist, a VMS can flag and deny entry to individuals who pose a potential threat, such as former employees with security risks or other unauthorized visitors.

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Common compliance standards that require visitor screenings

Visitor screenings play a vital role in helping organizations comply with industry-specific regulations. These standards ensure workplaces remain safe, secure, and accountable by requiring detailed visitor records, verified credentials, and adherence to strict protocols.

• The Health Insurance Portability and Accountability Act (HIPAA) requires healthcare organizations to screen visitors in order to protect patient privacy and sensitive information. For staff, that means limiting and monitoring access to areas where protected health information (PHI) is stored or discussed. Visitor screenings also make it easier to prepare for audits by establishing a record of everyone who entered the facility, which areas they visited, and when they were there.
• The International Traffic in Arms Regulations (ITAR) is a set of U.S. regulations that dictate how defense-related technology and information are accessed, handled, and shared. Unless special permissions are granted, businesses must restrict non-U.S. citizens' access to any defense articles and technical data.
• The Export Administration Regulations (EAR) are a set of federal regulations that establish guidelines and rules for exporting and re-exporting commercial and dual-use items with commercial and potential military applications. The goal is to keep sensitive technologies out of the wrong hands. Businesses dealing in EAR-regulated products must ensure that only authorized individuals can enter areas where sensitive technology or equipment is present.
• The Food Safety Modernization Act's (FSMA) primary goal is to prevent food contamination and protect public health. Businesses that manufacture food-related products must maintain strict controls over who can access food production and handling areas. Visitor screenings are a practical way to verify and limit who has access to these spaces.

Streamline the screening process with Envoy Visitors

Whether you’re managing a corporate office, manufacturing plant, or lab, you need a consistent and reliable process to screen guests. That’s where Envoy Visitors comes in. Our solution handles visitor screenings and security alerts quickly and quietly so your workplace stays safe and your guests always feel welcome.

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Here’s how Envoy Visitors helps you streamline and secure visitor check-ins:

• Instant security checks. A business may need to set and manage its own blocklist for former employees while also screening guests against another third-party watchlist to flag individuals who aren't known risks. Envoy automatically screens visitors using internal blocklists and via integrations to tools like Visual Compliance. If someone on a restricted list tries to check in, the system discreetly alerts security, allowing for a swift response.
• Hassle-free check-ins. No more long lines or tedious processes. Envoy integrates with systems like LenelS2 Netbox to automate check-ins. Need an extra layer of security? Add ID scanning and photo capture—all without slowing things down.
• Easy compliance management. Envoy simplifies compliance with regulations like ITAR and EAR by automating screenings and keeping detailed records for audits. Workplace staff can automate the process of logging visitor activity, ensuring the creation of accurate, detailed, and easily accessible records.
• Better guest experience. Quick, automated check-ins mean shorter wait times and a smoother process for your visitors. Plus, Envoy's intuitive interface makes it easy for both guests and employees to use.
• Faster security response. If a visitor’s information matches a restricted list, Envoy instantly notifies your security team through email, SMS, or tools like Slack. Your team can act quickly—whether that’s contacting authorities or setting an emergency plan in motion.

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Want to see how a visitor management system can simplify your check-in process? Check out our guide, "The buyer's guide for workplace security software," and learn how to make your workplace more secure and efficient!