First impressions set the stage for building successful client relationships. And a client’s very first impression starts when they enter your building—you need to consider the client experience from this early interaction. This means fostering a sense of safety on your premises, facilitating a simple and quick sign-in process, and reflecting a highly organized and professional business standard, among other concerns. It may seem like a lot, but the good news is that a robust visitor management system can help you achieve all this while simplifying front desk operations.
A cloud-based visitor management system can potentially transform your building access management. The benefits are far-reaching, ensuring compliance, improving security, streamlining admin, reducing business expenses, and enhancing visitor experiences. This guide will explore several effective and innovative digital strategies any corporate entity can implement to optimize its visitor management platform.
Current Challenges With a Corporate Visitor Management System
Regardless of whether you’re using old-school pen-and-paper sign-in logs or keeping modernized digital visitor access records, you’re likely still plagued with the same problems of unpredictable traffic flows and missing information.
A corporate visitor management system can be a handful to juggle, especially alongside the rest of your actual business. Businesses can quickly get bogged down managing challenges such as:
- Slow and inefficient check-ins leading to poor visitor experiences
- Error-prone and incomplete record-keeping
- High administrative costs, due to the degree of manual processing
- Risks of non-compliance leading to fines
- Under- or overstaffed front desks due to unpredictable foot traffic
- Poor cross-department communication when a visitor management system is isolated from other building systems
- Inconsistent visitor experiences at different locations
- Security and data privacy breaches
- Ineffective tracking of visitors
- Poor availability of data regarding facility use
Failure to address these challenges can prove incredibly costly. Whether it’s a security breach, non-compliance, or poor customer experience, you risk a tarnished reputation and unnecessary financial loss. But by addressing these challenges, businesses can significantly improve visitor experiences, simplify record keeping, and save time and money in the process.
Digital Visitor Management System Solutions: Streamlining The Visitor Check-In Process
Comprehensive digital management isn’t simply moving from a pen-and-paper log to manually recording visitor details on a computer. A truly robust management system streamlines and automates visitor access while improving security and providing real-time insights into property use.
Digital visitor management system solutions such as self-service kiosks, pre-registration options, mobile access, and automated check-in processes all allow businesses to manage and track visitors while reducing administration efficiently.
But the Sentry Interactive Tower takes visitor management system capabilities to a new level with its smart access features. Visitors can gain secure entry even when the reception staff are busy—or not present at all. A digital receptionist offers professional round-the-clock support for multiple access points.
The front desk kiosk automatically notifies the host about their arrival.
In addition, the system effectively collects data about your customers, visitors, employees, and facility use. Property administrators can easily keep track of the number of people accessing the facility in a day. This helps improve facility management regarding staff availability, maximizing the use of space, and applying more cost-effective building management practices.
Smart Calendar Integration for Seamless Visitor Experience
In addition to 24-hour receptionists and self-service check-in, Sentry Interactive’s calendar feature adds to this premier visitor experience. Sentry Interactive is the first company to integrate popular digital calendars such as Google and Outlook with its mobile access control solution.
The smart calendar integration eliminates front-desk wait time and simplifies access management. The host invites their visitor to a meeting via their Google or Outlook calendar; as with any meeting, the calendar invitation includes the time, date, and location, such as a boardroom or meeting room.
When visitors accept the invitation, they receive a digital access pass on their smartphone. Access, however, remains locked until the visitor checks in on the day at the front desk Sentry Interactive Tower kiosk; the visitor can then access the building to attend the meeting. The digital receptionist will also help with directions or provide further support if needed.
Access Control and Identification Protocols: Ensuring Visitor Safety and Company Security
Integrating identification protocols (such as digital ID badges) with access management ensures that only authorized individuals can access certain areas of the property. It offers centralized control and allows administrators to know who is on-site at any time.
In addition, when identity access control integrates with visitor management system software, administrators can set role-based and time-based permissions and limitations as needed. Property managers and administrators can control these access permissions remotely, which means they can manage multiple sites from wherever they are.
In the case of an emergency, the system can also offer information on who is still in the building. Some software options even enable government-issued ID scanning, which alerts administrators of individuals with criminal records, providing an extra layer of safety and keeping criminals weary.
A Visitor Management Platform That Provides the Ultimate Visitor Experience
You no longer have to struggle with time-intensive, imperfect visitor record-keeping. Automated check-in processes such as self-service kiosks, calendar integration, and mobile ID protocols can transform your front desk operation and update it for the modern era.
Sentry Interactive’s visitor management platform provides the ultimate visitor experience with readerless mobile access control integration amongst other features such as:
- Mobile access control that isn’t limited by the reader that is installed in a building. Sentry Interactive provides access point entry through the use of NFC technology or QR code entry.
- Calendar integration to enable room booking, RBAC automation, digital check-in and NFC mobile entry.
- 24/7 digital remote receptionist and concierge services that elevates customer service and visitor experience.
- Advanced digital communications that enables the creation and scheduling for your portfolio of buildings.
- Building usage and space utilisation data for ESG initiatives.
Contact our team to find out how we turn any facility into an efficient, secure, and connected space through our visitor experience platform. Revolutionize your front desk operations today.