Visitor management software

Functions of visitor management software

Good visitor management software covers the entire cycle of a visit. This begins with the invitation and continues with the (online) pre-registration of guests, printing and issuing of visitor badges through to access controls and visitor check-out. If required, an identity check, a comparison with sanction lists, the allocation of visitor parking spaces, further authorisations, directions or a safety briefing including documentation can be integrated into the visitor management system. Visitor management for guests who return several times is also possible.

It is important that the visitor management software works with different roles for users. For example, there may be different access rights for inviting employees, reception staff or the visitors themselves. In many cases, the visitor management software must also be designed for human staff at reception and admission control as well as for self-service terminals and automated access controls.

Interfaces of the visitor management software

Visitor management does not exist in a vacuum and must therefore be able to integrate seamlessly with other systems. For example, access control systems not only access the visitor management software, but also employee data and, if necessary, external company management. An interface to other third-party systems such as applicant management can also be set up via API.

The visitor management data - together with other data - can be used to automatically create an evacuation list in an emergency.

Advantages of digital visitor management

Sophisticated systems such as VISIT have several advantages over traditional visitor management on paper or a home-made solution:

• Good preparation through invitations and pre-registration speeds up processes at reception, saving waiting times and staff.
• If data is transmitted electronically, there are usually fewer errors than with verbal communication or handwritten records, for example.
• Professional visitor management makes a positive impression on guests.
• With well-adjusted visitor management software, data protection and GDPR compliance are a matter of course.

The last point in particular is usually not the case with simple solutions. With printed visitor books, for example, subsequent visitors can view the personal data of previous guests. If visitors are managed via an Excel list on the intranet, the personal data of visitors is available to all employees - even if there is no reason for them to view the data. In addition, the automatic and GDPR-compliant deletion of user data can usually only be relied on with advanced software.

Let us convince you of our visitor management software and get to know VISIT without obligation!