Let´s first see what our world would look like without visitor management systems. Circa 2000 where logbooks and scribbled information as your only source of knowing the comings and goings of people checking into hotels or visiting office buildings.

Although these methods were cheap to operate, all you needed was a book and a pen. The probability of error or missing visitors who were entering and leaving the building made safety concern for many business owners. Now we can’t imagine not having computers logging the comings and goings of people, especially now where COVID contact tracing is becoming a requirement in many larger establishments. With cloud-based visitor management systems like LobbyTrack which is free up to 100 visitors.

Now let’s see what happens at a company that has no visitor management system.

No data

Imagine you were asked by the police who are investigating an incident which occurred in the building you are renting. They are asking questions like:

What about those who came to your office on April 28, 2019? No data. Even if you could find some, you may need to spend a few hours researching your reports, stored in your desks. Without a visitor management system, you will not be able to provide the data to assist in the investigation. Logbooks can be altered easily by someone who just erases or scratches out information. A cloud-based visitor management system on the other hand is hard to fake and difficult to alter.

Decreased security

Staff and visitors like to feel safe when they are entering a building, especially when it involves places like hospitals and schools.

Without a visitor management system, the operations manager will have a hard time answering these questions:

Did you know who visited the rooms and when? Some offices have an unlocked lobby and room, yet restricted. How do you know that no visitor enters that room without a particular intention?

Decreased disaster response

Imagine there is a fire in the building, and you see people escaping but you don’t know how many were in the building. The fire crew comes and asks, “How many people are still left in the building”? You don’t know. They then ask, “Which rooms had the most people?” You don’t know.

With the visitor management system, you can easily track who is where and who enters and leaves the building. If one day, there is an emergency situation such as a disaster or fire, the evacuation team can prepare for a successful evacuation process. Hence, if there are any visitors trapped, they can be located easily because the system can access their ID badges in any device at any time.

Increase in theft

Theft often haunts business owners. Especially when it involves sensitive data. With ID cards and visitor management software, management can see who entered certain rooms and even what computer terminal they were using.

Benefits of a cloud-based visitor management system

Having a cloud-based solution like LobbyTrack can provide you with the following functions:

• Quick processing of each visitor that enters your building
• Storing visitors’ personal data while complying with local regulations
• Instant email and text message notifications to inform staff that their visitor has arrived
• Ability to sign NDAs via email prior to a visit
• Print custom visitor badges with QR codes for enhanced security
• Manage the visitor management system from your tablet, mobile or computer