Visitor Tracking
Visitor tracking is the foundation of any VMS. It begins when a host initiates an online request for a visitor's arrival. This request triggers a sequence of actions that enables the organization to monitor and manage visitor movements effectively. It includes real-time tracking of the visitor's check-in and check-out times, allowing for accurate reporting and security control.
Categorization
Categorizing visitors into distinct groups is essential for tailoring the visitor experience and security measures. Here are the categories.
General Visitors: Standard visitors who require basic access.
VIP Visitors: Distinguished guests who may require special privileges or enhanced security measures.
Blacklisted Visitors: Individuals with restricted access due to security concerns.
Contractor Visitors: Visitors on official business who might need specific permissions. Assigning the appropriate category ensures that the visitor receives the necessary level of access and scrutiny, aligning with your organization's security policies.
Arrival Request/Approval
When a visitor's arrival is requested, the VMS streamlines the approval process. Security or reception personnel can review and grant or deny the request, considering the visitor's category, identification, and any specific requirements. Upon approval, a visitor pass is generated, complete with a photo for easy identification. This rigorous check ensures that only authorized visitors gain access to your premises.
Visitor Asset
Many organizations provide materials or assets to visitors, such as visitor badges, equipment, or informational brochures. The VMS allows hosts to record the materials given to visitors. This feature ensures a clear record of assets provided and simplifies the retrieval process when the visitor departs, reducing the risk of lost or misplaced items.
Visitor Log
The VMS maintains a comprehensive visitor log, which is a treasure trove of information for various stakeholders. This log can be sorted and filtered in numerous ways, including.
Location-wise: Understand where visitors are coming from.
Department-wise: Analyze which departments host the most visitors.
Host-wise: Track which individuals are frequently hosting visitors.
Visitor-wise: Review an individual visitor's history.
Period-wise: Generate reports over specific time intervals. This flexibility ensures that you have detailed records available for compliance, auditing, and strategic decision-making.
Auto Mail
Modern VMS solutions are equipped with automatic email and SMS notifications. These notifications are triggered by various events, such as when a visitor arrives, is approved, or departs. Hosts, security personnel, and reception staff receive timely updates, enhancing communication and allowing for quick responses to any unexpected situations.
Restriction
A crucial aspect of visitor management is preventing proxy visitors or unauthorized entry. The VMS incorporates robust identity verification protocols to ensure that the individual claiming to be a visitor matches the information in the system. This significantly enhances security and prevents potential breaches.