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8 Essential Elements of Visitor Management Systems

registration table with visitor badges

Being able to effectively and efficiently manage visitors to your facility is important for security. When building a comprehensive security solution, access control, perimeter protection, and visitor management go hand-in-hand. In addition to security, good visitor management systems can also streamline processes and operations. Here are essential elements of visitor management systems to consider for your facility security:

1. Integration With Access Control

Visitor management and access control need to work together seamlessly. Because of this, many access control systems have visitor management features built in. Whether within a single system or integrating separate systems, you need to be able to easily and effectively manage authorized and unauthorized access in addition to managing and maintaining a database of it. With some solutions, you can even implement geo-enabled analytics and geofencing around your property to improve perimeter protection and create virtual inspection checkpoints.

2. Pre-Registration Capabilities

Whether hosting an event or having visitors show up for a specific appointment, a system that allows them to pre-register can seriously streamline the entire process. Pre-registration also gives you the opportunity to collect other necessary information from visitors to further streamline the process.

You can also include educational and informational materials that can enhance visitor engagement and prepare them for what to expect when they visit your facility. This information can even include wayfinding maps and directions. This is a feature that acute care engagement solutions use to improve patient care and is a feature that can also elevate visitor management in other applications.

3. Document Signing

Whether NDAs or other important documents, visitor management systems should have the capability for you to send and store digital documents that you need visitors to review and sign before they arrive at your facility. Not only does this help you get the information you need efficiently, but it also further streamlines and speeds up the check-in process.

4. Badge Creation and ID Scanning

If you will be using badges as part of your visitor management solution, then it’s important for your visitor management system (VMS) to have badge creation capabilities; whether that is printing, digital creation, or both.

You should be able to customize badges for different visitor types and levels of access and you should be able to do so easily. This can be a useful feature for college event security and other types of events in various facilities.

Additionally, visitor management systems should have some sort of ID scanning features. Whether scanned ahead of time or upon arrival, your security staff or products should be able to scan IDs to ensure each visitor is permitted to have access. Integrations with background check software, access control systems, or other necessary integrations are also helpful in managing visitors and access.

5. Visitor Check-In and Screening

In addition to pre-registration, a good VMS will have some sort of visitor check-in and screening features. Self-screening and check-in are some automation ideas for hospitals that can work well in a variety of facilities. Whether a self check-in or checking in with staff, whatever visitor management solution you implement should make that process easy, accessible, and fast.

There should also be visitor screening capabilities built in that allow you to customize your criteria for entry and avoid security breaches. In some situations, this could be something like integration with background check software, comparison to watchlists or blocklists, and more.

6. Real-Time Notifications and Instant Alerts

Real-time monitoring and alerts are qualities of good security systems and visitor management systems are no exception. If an unauthorized person attempts to enter or check-in or a check-in is flagged, security alerts should occur instantly and be sent to the appropriate sources.

On the visitor experience side, notifications could include confirmations, security codes, and other necessary information updates that will help make their visit easier. These could also include automated visitor arrival notifications for event hosts, property managers, or whoever is expecting specific people.

7. Blocklists

Unauthorized access is one of the common security threats and vulnerabilities of hospitals and of any other facility with secure areas that are not open to the public. Blocklists are essential elements of visitor management systems. You need to be able to customize authorized access and add people to a blocklist to ensure they do not gain access to your facility. With screening features and access control, anyone on the blocklist trying to gain access should be automatically denied access and trigger an alert.

8. Analytics and Reporting

Analytics and reporting are some of the reasons why you need incident management software and the same is true for visitor management systems. You need to be able to monitor and review visitor trends, triggered alerts, and more to get a good view of current security and identify areas for improvement. Reporting features are also useful in case you need to audit anything or complete a building vulnerability assessment.

Implement Effective Visitor Management With NEPPS

Just as there are several factors to consider in an access control system, there are several things to consider for effective visitor management as well. These are a few essential elements of visitor management systems to make sure are included in yours.

From there, you can work with a security partner to customize and integrate security systems to fit your specific needs. If you’re interested in implementing visitor management for your facility or upgrading security, contact NEPPS at 1-800-736-1456.