What is Visitor Management SoftwareVisitor management is a critical function for every organisation, to maintain the security integrity of their premises. Visitor management is necessary to check visitors coming in amp out for meeting, interviews amp events at your companys premises.A visitor management (VMS) softwarenbsphelps companies in managing and tracking visitors in company premises. It allows security personnel to furnish visitors with restricted access to buildings and office premises. Visitor gate pass software can be used to digitally record visitor information amp monitor their movement through the premises. It makes the visitor registration process easier, efficient amp consistently accurate by removing the need for manual data collection amp registry maintenance. Overall, visitor management system increases your office security and ensures that your assets amp employees are safeVisitor Management System FeaturesCentralized DatabaseAs mentioned above, the visitor management system comes with a centralized database that stores all visitor data. Its easy to access (for you) and comes with search function which allows you to find historical visitor data.Visitor TrackingFrom the moment a visitor enters their details into the system amp until they leave the premises, the software tracks their movement through amp through. Information such as entry and exit time, duration of visit, purpose etc, is stored by the system and useful for tracking.Reports GenerationVisitor data thats stored by the software is used for report generation, to assess attendance, visitor density, visitor experience and other important factors.ID Card GenerationThe software can generate unique tags for visitor ID cards, for easy tracking. It can print out name tags for visitors, which helps them move through the building and meet the right people. Customised tags for important visitors or event attendees can also be printed out with this software. Badges with QR code, barcodes and similar distinguishable tags are generated by the software.Self-Check-InVMS can be used in self-service kiosks where visitors can register themselves using a smartphone or tablet. The software will then assign tags, generate IDs and reduce front desk hassle, while making the process smoother. The VMS can also be customized to include company logos amp emblems.Pre-RegistrationCertain VMS solutions come with this module, which emails guests before a scheduled visit. Such emails comprise of details such as date, time, parking details, directions, map location, person to meet and other useful information which helps visitors reach their appointments quicker.Host NotificationVisitor management system sends notifications to hosts when a visitor arrives amp registers themselves at the front desk. Notifications are sent in the form of SMS, email, push notifications etc, and hosts are informed of visitors current status (waiting at lobby, by the front desk etc). Certain visitor management software also allows hosts to respond on visitors arrival and send updates to guests.Multi-Language SupportNot every visitor would be well-versed in English, which is why visitor management software supports multiple languages. You can add vernacular options at self-service registration kiosks and visitors can register themselves using the language theyre comfortable with.Contractor ManagementThere are many people who come to your office premises periodically to perform specific jobs for a limited time. Construction workers, repairmen, plumbers, electricians, postmen, technicians etc. are some examples of these. Visitor management software can assign temporary badges amp IDs for such visitor amp register their details. On subsequent visits, the software pulls the data from the server and creates ID, saving registration time for such visitors.Employee TrackingVisitor management system software can also work as an attendance manager by tracking your employees movement in amp out of the office.Digital ComplianceOn an individual level, not every visitors actions inside office premises can be pre-emptively known. In case a visitor causes harm or creates an unsafe environment, it can be a security nightmare for you to manage. To counter it, you can as visitors to sign NDAs, compliance and, terms amp conditions that inform them of their visit rights and limitations. Visitor management system software can be used to define such policies and the software can be programmed to ask every visitor to consent to such policies.Document ManagementThe document management feature allows you to maintain a database of important visitor documents. Digital copies of their identification (voter card, PAN card, Aadhar, driving license etc) can be stored in the softwares memory. For legal amp compliance reasons, this is an important feature to have.Visitor ScreeningSome VMS can screen guests against local amp federal watch lists. For example, schools, child care centres and day cares can utilize this software to check visitors and asses if theyre registered sex offenders.Why Do You Need Visitor Management SoftwareWith a visitor management system, companies can register amp manage visitors, track their movement through office premises, restrict access amp improve the visitor experience. It can be used in self-service kiosks wherein, visitors can register themselves by entering relevant information such as name, address, purpose of visit, time in etc. Visitor management software can also be used to ascertain purpose of visit amp in some cases, check against watch list for enhanced security.Additionally, the software can be used to issue amp manage ID cards amp keys provided to visitors. Unique ID tags can be attached to such permits, which allows security personnel to track visitors amp minimise theftloss. Certain visitor management software come with the capability to inform staff members of a guests arrival.The reasons why you should invest in a visitor management software are -Minimize InterruptionsEvery time a visitor approaches the front desk, it takes valuable minutes off your receptionists work. As per a study, if a person is interrupted during a task, it takes nearly 25 minutes for said person to get back to that task again. Multiply this with the number of visitors that visit an organization daily and youll realise the massive negative impact thats happening to your business. With a visitor management software, you can automate the visitors handling process by letting the software handle it. This ensures that your reception staffs time isnt wasted, and their productivity isnt affected.Premise SecurityUncontrolled entry amp exit of visitors is a security liability, as visitors can siphon off important documents amp information. Additionally, visitors can pose a security threat if they enter with the intent to damagehurt. With visitor gate pass software in India, you can regulate access of all visitors and restrict their movement to relevant zones of the office. This ensures that your premises are secure, and privacy is maintained.Visitor DatabaseMaintaining a digital repository of visitors is important for security, legal, financial amp compliance reasons. It lets you assess at a moments notice, the people walking in amp out from your premises on a daily, weekly, monthly amp yearly basis. You can access details of specific visitors and track the date amp time they were at your office premises.Advantages of Visitor Management SoftwareEnhanced SecurityVisitor gate pass software streamlines the guest registration process amp helps maintain the security of your premises. By ensuring that every individual entering amp exiting the process registers themselves, the software creates an accountable visitor management system. In case of adversity due to visitors, the system can be used to track situations and assess cause amp effect.Improved Employee ProductivityVisitor gate pass management software reduces the workload of your front desk, admin amp security staff. Utilising self-service kiosks, visitor management software frees up your different teams from lengthy manual registration and check-in processes. Your employees can instead work on improving the visitor experience.Faster RegistrationVisitor gate pass management softwares automation amp streamlining capabilities fastens the registration process. Visitor registration forms come with dropdowns and auto-fill capability which speeds up the process by leaps and bounds.Dependable SystemVisitor management software can inform visitors amp employees to evacuate In case of emergencies or hazards in the building premises. The software sends notifications to everyone with special instructions on how to evacuate and where to move from.Flexible and Scalable SolutionVisitor management software can be scaled up as your business grows. When you move office locations or expand to a bigger space, the software can be programmed for efficient adjustments amp response to its new environment.Improve the Visitor ExperienceVisitor gate pass software can create a truly visceral visitor experience. Self-registration simplifies the process amp makes it easier for visitors to register amp get acquainted with the building schematics. Features such as pre-amp post-meeting notifications, multi-language support, ID card generator etc, helps in making the visitor experience count.Real-Time Reporting amp AnalyticsVisitor gate pass management software gives you access to all visitor data with a unified centralised dashboard. You can use it to generate reports that highlight visit patterns, lets you correlate visitor information with business activities amp compare visits at other branches amp offices. Companies can use this software to make informed decision about their visitor management practices and find ways to improve it.Instant NotificationsYou amp front desk staff will always know whats happening at the front desk, no matter where you are. Through SMS, emails, push notifications etc., stay aware of visitor in amp out time.Digital Visitor LogInstead of spending time maintaining physical records, Visitor gate pass management software maintains digital logs of visitor data. These logs can be accessed as per hourly, daily, weekly, monthly basis.Third Party IntegrationVisitor management software can be integrated with existing attendance amp security management solutions, to make the process smoother, efficient and more accountable.Maintain Security amp Legal ComplianceThe software allows you to achieve a secure, compliant amp cost-effective visitor management process. From issuing customized NDA agreements to defining visitor policies, the software helps companies adhere to compliance norms. Visitor data amp identification information can be stored, for future audits.Phone Number VerificationYou can use this software to successfully verify visitors phone number using OTP. The software creates a record of the same which can be used in to contact the visitor for any reason.Follow Steps Before Buying Visitor Gate Pass Software OnlineCustomized Registration ProcessDifferent visitors will have a varying purpose of visit. Make sure to go for a solution that lets you customize the registration process according to visitor type. Details such as name, email, address, phone number etc, are important for visitors whove come for business reasons. However, such information from a courier guy or a food delivery person will be a waste of time and will take up data space, no matter how minuscule. In such cases, youd only require their name amp company name. Opt for a visitor management solution which lets you customize the check in process for better visitor experience.Two-Way Communication CapabilityWhen guests arrive, your employees should not only be notified but also have the capability to respond to the same. If your employee is busy or must delay the meeting, heshe should be able to respond to the visitor using the software. Two-way communication is an important functionality to look for when buying a visitor management system software.ComplianceVisitor management software in India should help you adhere to your compliance requirements. This is important for security, legal, amp compliance audits in the future.Generate ID Badges and PassesThe software of your choosing should be capable of auto-generating ID cards, badges amp passes to visitors upon successful registration. This will help you save time when a visitor checks in. The software should be capable of generating ID badges with the visitors photo.Digital Visitor Data LogGo for a software that records visitor information and can store it for future use. You can use this information to check visitor data amp assess the volume of people coming amp leaving regularly.