Features and Advantages of a Visitor Management System for Apartments

Most Visitor Management systems available on the market currently are packed with a wide variety of capabilities. TDS has compiled a list of the most popular visitor management features that should be considered when choosing a new digital front-of-house solution. This will assist decision-makers in determining which are fundamental requirements and which are a great addition to the front-of-house. 

Since the implementation of GDPR in May 2018, businesses have begun to consciously ensure the security and safety of their premises, data, employees, and visitors. These efforts are in response to the new regulations. For example, Check-in procedures at the front of the house have been made more streamlined, open, and protected thanks to the implementation of intelligent Visitor Management solutions. These improvements benefit both employees and guests.

Main Features of a Feature-Rich Visitor Management System

This list will help key decision-makers determine which visitor management features are critical to their operation.

1. Pre-Book Visitors 

By allowing visitors and guests to pre-register their attendance before arriving at an event or conference regularly hosted on-site by an organisation, the pre-booking feature effectively reduces the time it takes for visitors and guests to check in from one to two minutes down to just a few seconds. 

This is particularly useful for organisations that regularly host events and conferences on-site. In addition, visitor Management solutions can be designed, with only a few simple configuration steps, to ask for one-of-a-kind reference numbers as the final step of a check-in procedure, making the check-in procedure even simpler.

2. Tailor Check-In Procedures to Your Needs

Because of the General Data Protection Regulation (GDPR), data collection procedures were modified to make information requests more relevant. This shift in strategy proved to be time- and resource-intensive for the conventional visitor management techniques. The costs associated with creating, printing, organising, and storing obtained third-party data in folders on-site can be challenging for front-of-house employees as they attempt to balance the requirements of their roles with any new processes implemented.

Because of this, most of today's Visitor Management solutions are constructed to provide adaptable check-in procedures for various visitor types, including interviewees, guests, and couriers. For instance, during check-in, a courier may be required to provide their company name, full name, delivery reference, and contact details and sign any necessary NDAs. 

Additionally, they may be asked to provide any additional information that may be required. To finish their check-in workflow, a person arriving for an interview may be asked to share information about the position they are applying for, enter the host's name, and complete a photo capture.

3. Sign Digital Forms

In addition to causing shifts in how data is captured, the General Data Protection Regulation (GDPR) has significantly impacted how European businesses protect their data and implement procedures to prevent data breaches. 

Traditional visitor recording and file storage methods have been digitally evolved and adopted by large enterprises as data-breach mitigating solutions. These changes pertain to the front of the house.

For visitors to gain access to the site, they must sign non-disclosure agreements (NDAs), legal forms, and other required forms, which have been incorporated into the check-in workflows. As a result, organisations that want to improve data security while also reducing the amount of manual labour involved in the check-in process are the ones that make the most use of this feature.

4. Personalise Identification Badges for Guests

The printing of badges is the final step in the process of checking visitors using Visitor Management solutions. As part of a modern solution for visitor management, personalised ID badges can be printed in a matter of seconds, and this is true regardless of whether a visitor pre-registers or completes the check-in process upon arrival. 

In addition, ID badges can be scanned at control points in some situations where Access Control integrations have been made. This allows users to gain access to zones set up to grant authorisation.

5. Instantaneously Inform the Hosts

If you have an excellent Visitor Management solution, it will ensure that hosts are informed of visitor arrivals no matter where those visitors are going. When a visitor finishes the check-in process using a Visitor Management solution, automated notifications are sent to inform hosts of visitors' arrivals. These automated notifications can be SMS, email, push notifications, and so on. Once they have been informed, hosts can send communication messages to the Visitor Management solution to inform visitors who are waiting for delays, or they can start making their way towards reception to collect visitors.

This feature can improve overall visitor first impressions by providing a user-focused, self-service check-in process. In addition, this feature works by creating direct communication channels between hosts and visitors, which can be used to cut down on the amount of time visitors spend waiting at the reception desk.

6. Integrate Applications Provided by Third Parties

When looking for a solution on the market that will be useful in the coming years, it is essential to consider how well it will integrate with other solutions. Regarding security, having solutions for Visitor Management that offer the possibility of integrating with Access Control and Watchlists can extend the functionality of those solutions. 

Additionally, internally utilised applications such as DocuSign and Office 365 can be integrated into a visitor management system for apartment solutions to produce a value-enhanced employee experience. This can be done to create a positive impression on visitors.

7. Design User-Friendly Experiences

Basic Visitor Management solutions enable quick check-in experiences, but excellent apartment visitor management offers additional complex system functionalities without compromising the user interface. Basic Visitor Management solutions also allow for quick check-out experiences. 

However, when analysing the effects of providing visitors with a one-of-a-kind first impression, incorporating brand logos and colour schemes into the front end of a gate security system can speak volumes about enhancing the brand.

Additionally, as the first point of contact for new arrivals on site, workflows should provide straightforward, speedy, and effective User Experiences (UX). This can be accomplished by integrating multiple language options for different solution deployment locations, catering to visitors of various nationalities.

8. Insights Obtained Through Detailed Reporting

The production of comprehensive visitor reports gives staff members access to visual insights that assist in developing role functions within organisations. Criteria for a search could include things like Visitor Type, Entry Time, Departure Time, Visitor Name, and Access. 

The real-time authorisation is provided to assist security teams, receptionists, and other employees in recognising patterns in the data. Facility managers can, for instance, determine the peak gated community visitor tracking traffic hours of the facility to determine which areas may require additional resources at certain times of the day.

5 Advantages of an Effective Visitor Management System

The advantages of utilising an electronic gated community visitor management are readily apparent, beginning with its straightforward user interface and progressing to its fantastic first impression. 

The following is a list of the five advantages of visitor management systems that are often overlooked:

1. Data Compliance

Data compliance is more critical than ever, and installing a visitor management system is an excellent way to get your reception ready for the new General Data Protection Regulations (GDPR), which went into effect on May 25, 2018. 

If you would like more information about the repercussions of GDPR, we have compiled a comprehensive GDPR guide in our Road to Compliance whitepaper that outlines the steps you can take to get ready for the new regulations. If you are interested in reading this, click here.

2. Better Visibility

It is possible to identify and keep track of individuals within the building as long as the visitor information is logged in the visitor management system. A photo ID is captured from each visitor. The reception staff can quickly identify visitors thanks to the fact that a visitor management system generates a photo ID for each person it registers as a visitor.

Additionally, you can monitor ongoing visitor activities and research visitor patterns. In addition, guests can pre-register, which gives the front desk staff a chance to be more well-informed about them before their arrival.

3. An Increased Level of Safety

One of the most significant advantages of a visitor management system is an increase in overall safety. Any organisation, company, or workplace must be aware of everything that occurs on the premises. The staff's ability to identify visitors prepares them for any unanticipated situation. 

For example, if someone has been a source of conflict in the past, it won't take long to figure out who they are. Additionally, the system ensures that only authorised guests can enter restricted areas. Finally, one of the essential advantages of visitor management systems is the capability to quickly access a complete list of all staff, visitors, and contractors on-site for use in an emergency.

4. Improved Brand Perception

Incorporating technology has become an essential component of the contemporary workplace. A visitor interested in technology which comes to the company and sees that it has a smart apartment intercom may form a favourable first impression of the business. Having these features is necessary to attract the attention of potential customers, who, once interested, may have a more favourable opinion of the company. 

They also ensure that everyone on the premises has a sense of safety and that anyone who enters the building conducts themselves in a manner that is appropriate for a professional setting.

5. Decrease in Operating Expenses 

The ability of a visitor management system to increase both productivity and efficiency, which in turn leads to cost savings, is one of the system's most important advantages. For instance, a visitor management system can eliminate the costs associated with traditional visitor management. This is possible because there is no longer a need to purchase new paper visitor books or badges, reducing ongoing costs. 

As a result, a visitor management system boosts productivity and provides a significant return on investment by lowering overall operational expenses.

In addition to ensuring the safety of both your employees and visitors, the primary goal of a visitor management system is to provide a personalised and hassle-free check-in experience for everyone involved. 

Your company's reputation in the industry will improve if the check-in process is enjoyable for customers. 

Visitors feel welcomed, receive helpful direction, and are reassured when an effective visitor management system is fully featured and well-integrated. NoBroker has been a trusted name in the real estate industry for many years and their visitor management system is being used in several residential and commercial properties.

An ideal visitor management system promises a personalised experience for visitors and employees, beginning with the check-in process and continuing through navigation and access. 

If you are looking for a trusted visitor management system, do comment below; our executive will be in touch with you soon.

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