Visitor Management: A Frontline Defense in Worker Safety

Visitor management systems offer a modern solution that can replace outdated methods, while improving workplace security, compliance and efficiency.

• By Jeff Gladwish
• Sep 06, 2024

Visitor management is gaining significant attention in safety councils and boardrooms for good reason.

While it might not solve every safety and audit challenge, it is essential for modernizing and streamlining crucial facility processes. 

By enhancing security, compliance and the visitor experience, visitor management systems (VMS) are proving to be a vital component in today’s safety protocols.

These systems simplify tasks like visitor sign-ins and badge creation, ensure regulatory compliance through visitor training, and keep detailed records. They’re becoming more essential for businesses of all sizes.

The Risks of Paper Visitor Logbooks

While retro hairstyles like the mullet might be making a comeback, using old-school tools like paper logbooks hardly signals that an organization is up to date with current safety and security standards.

Paper logbooks, alongside other manual visitor management practices, are now considered obsolete by leading experts in security and safety. Logbooks are no longer suitable for many reasons.

For starters, paper logbooks must be stored and maintained by a receptionist and are often converted to digital records later. Poor handwriting can make entries hard to read, leading to delays in busy settings, and making the registration process both slow and prone to errors.

Even worse, paper logbooks are generally left out in public, making it easier for intruders to steal information or for the logbook itself to get damaged or tampered with. This alone makes compliance with data protection laws like GDPR or HIPAA nearly impossible.

In emergency situations, when fast access to the day’s visitor log is crucial, these books can get lost in the shuffle or forgotten about entirely, putting fire wardens and safety officers in a precarious position when it’s time to take roll call. 

Overall, logbooks introduce unnecessary risk to both visitor privacy and the facility, while making audit preparation less reliable and compliance more challenging.

Going Digital with a Visitor Management System

VMSs are sophisticated tools designed to streamline and enhance visitor experience, security and compliance. Typically including a digital kiosk placed at a front desk or entrance alongside a badge printer, these systems offer features such as pre-registration, ID verification and real-time notifications, ensuring a seamless and secure check-in process. 

Naturally, this setup replaces the paper logbook, while delivering far more powerful and flexible functionality. Instead of signing their name and time on a paper logbook, visitors are guided through steps on the screen where they input their information directly. Beyond the simple name, number and reason for visits, a VMS can be configured to collect a multitude of data points, allowing facilities to gain a far more nuanced picture of their typical visitor and deliver a tailored experience that both pleases visitors and enhances efficiency.

Choosing the Right VMS: Models and Add-Ons

Like buying a new car, there is a range of VMS “models” available that vary greatly in features and functionality. From basic models with simple features to industrial-grade, turnkey solutions, the options are vast and can be tailored to meet specific needs.

A VMS can be enhanced with add-ons such as badge printers, ID scanners and secure base mounts as well as value-added services like secure data storage and white-glove implementation.

Some vendors include these features and services in the cost of the VMS, while others require paying extra. Selecting the right add-ons can significantly enhance the efficiency and security of the VMS.

For these reasons, it’s important to do your due diligence before purchasing and not just opt for the cheapest option available. You may end up paying more down the line.

Ensuring Data Security and Compliance

While securing data storage is often an additional service offered by vendors, it is a critical factor to consider, especially if the organization has restrictions on where and how data is stored. 

Cheaper VMS options might store data anywhere in the world without robust security protocols, potentially putting data at risk. In contrast, higher-quality solutions are SOC2 Type 2 certified, ensuring that data is stored securely with multiple regional options. 

This allows the storage of data in the U.S., Canada, Europe and other regions, providing enhanced data security and compliance with local regulations.

Simplifying VMS Implementation

The implementation process of a VMS can vary significantly between vendors. Some vendors offer pre-configured solutions that are ready to deploy out-of-the-box, minimizing setup time and reducing hassle.

Conversely, some solutions might require extensive configuration and setup by your own team, which can be time-consuming and complicated.

It's crucial to consider whether a vendor that provides a seamless, pre-configured setup better suits your needs or if your team is equipped and willing to handle the implementation process.

Often, it’s recommended to have the vendor guide through implementation or send a pre-configured device. This approach ensures you get the most out of the VMS and that it complies with the data handling policies.

Enhancing Security and Compliance

Picture this: You walk into an office and instead of the old sign-in sheet, there's a sleek, user-friendly kiosk. This is the face of a VMS.

So, how does a VMS enhance security? First, it verifies identities on the spot. When visitors check in, the system scans their ID and takes a photo. This means you know exactly who’s in the building at any given time. Imagine how helpful this is during an emergency, having an accurate, real-time log of visitors can be crucial. If an emergency were to occur, you could simply pull up the visitor list on a phone. No more scrambling for the paper logbook at reception.

Now, let's think about compliance. Regulations like GDPR and HIPAA are all about protecting personal data and controlling access to sensitive areas. A VMS helps you stay on top of these rules by securely storing visitor information and ensuring only authorized individuals can access certain parts of the facility. It's like having a digital bouncer who knows all the rules and never takes a break.

In essence, using a VMS is a smart move for any organization. It simplifies visitor management, enhances security and maintains compliance with important regulations. It's about making the workplace safer and more efficient, without any of the hassle of old-school paper logbooks.

Improving Efficiency and Visitor Experience

The usual, manual sign-in process often involves a lot of waiting and filling out forms. With a VMS, this changes completely. Visitors can check in quickly using an automated system, which means less waiting around. Your staff won’t have to spend as much time managing sign-ins, freeing them up to tackle other important tasks.

Now, imagine you’re a visitor. Instead of fumbling with a pen and paper, you can pre-register online and use a QR code to check in. It’s fast and hassle-free. This kind of seamless experience makes a great impression. Visitors feel welcomed and valued, and they notice the professionalism of the organization.

But it’s not just about convenience. A smooth check-in process reinforces a culture of safety and efficiency. When visitors see that you take their experience seriously, it builds trust and shows that you care about both security and their time.

Embracing Modern Solutions

Visitor management systems are playing a pivotal role in modernizing safety and security protocols. By transitioning from outdated paper logbooks to advanced, automated systems, organizations can enhance security, improve compliance and provide a better experience for their visitors. As more companies recognize these benefits, VMSs are poised to become a standard component of workplace safety and security strategies.