Digital visitor management system versus traditional

At a time when security and efficiency are crucial, traditional approaches to visitor management may be facing an ageing problem. Paper logs and manual records are increasingly being questioned due to their limitations in terms of compliance, security and efficiency. But how can organisations overcome these challenges and move to a more sophisticated approach? In this blog, we compare traditional and digital visitor management systems and discuss the solutions offered by YIM.

Shortcomings of tradition methodologies

With a traditional visitor management system, organisations register their visitors manually or with, for example, self-created visitor lists. Not very convenient for receptionists who have to handle registrations as well as pay attention to data protection rules. It is also less secure because the information is easily accessible or can be manipulated, and it does not provide an efficient way to quickly check visitor data. For example, if onboarding one visitor takes about 15 minutes and your premises welcomes about 100 visitors a day, this amounts to a loss of 25 hours a day. This time could be significantly better utilised for more productive tasks.

What is a digital Visitor Management system?

With a digital visitor management system, your organisation can ensure a smooth process around the coming and going of visitors. Unlike traditional systems, which rely on paper logs, this solution uses digital tools and software to streamline the check-in process and maintain digital records of visitor data. For example, you can think about arranging identification, registration and access for visitors. Moreover, there are different types of visitors, all requiring different approaches. For example, a person may need to go through an online (security) training course before entering a certain location safely. These insights underline not only the added value of a Visitor Management system, but also that it is scalable based on the number of visitors, ensuring seamless operation without compromising on security or compliance.

How does YIM's visitor management software work?

With YIM, you efficiently arrange a welcoming reception for your visitors. This is how the solution works:

1. Invitation process: An employee of the company invites his/her visitors via the platform. The employee assigns authorisations based on roles and tasks so that visitors only have access to the necessary areas. After this, the employee selects the location of the visit, the times and possibly the registration number if the visitor comes by car. The visitor then receives an e-mail with information and a QR code for access.

2. Optional training: possibility of E-learning in your own time so there are no surprises at locations due to mandatory training. Inviting large groups of visitors at the same time is also possible.

3. Hospitable and efficient access: All visitor details are displayed in a clear dashboard. This reveals in advance the staffing required at the counter, for example. By linking to access control system and pre-notification, the waiting time for the visitor is drastically reduced, which they would otherwise spend on attending training courses, exams and choosing permissions. Moreover, the hostess can now assume the role and the focus is on the customer.

Benefits of digital visitor management system

✅ Improved security and safety: YIM provides Realtime visibility. This allows organisations to take full responsibility for their visitors. Who enters the venue, who do they visit there and what is the purpose of the visit? In this way, you remain fully in control and every visitor is welcomed hospitably and, above all, safely. You can track visitors and - in emergencies - send alerts directly to users/visitors and locations;

✅ Save time and resources: Streamlining the login process and access based on user roles creates shorter waiting times for visitors;

✅ Regulatory compliance: A digital visitor management system is especially crucial for regulated industries and can be adapted with multilingual screenings and training to meet various regulatory needs;

✅ Protecting data: In terms of data management, digital visitor logging solutions can help protect visitor data by making paper logs unnecessary;

✅ Hospitable & informative: Visitors automatically receive any (safety) instructions and relevant information such as directions and parking or public transport information;

✅ Professional reception: Receive guests professionally with a digital reception desk, complete with badge printer.

Conclusion

By switching to a digital visitor management system, organisations can not only improve their security and compliance, but also the efficiency of their visitor flows. As a result, as an organisation, you can focus more on your core business and therefore save on costs and time. With solutions like YIM, receiving visitors becomes a streamlined and hospitable process, resulting in satisfied visitors and peace of mind for your organisation.