Encourage staff to use sign-in software

If you have visited a modern workplace recently, you’re likely to have encountered a growing trend in the use of smart visitor management sign-in software.

In fact, the global market for this technology was valued at $1.5 billion in 2022 and is projected to nearly double to $2.7 billion by 2032. This rapid adoption is a testament to the numerous benefits employee sign-in systems offer, from enhancing security to streamlining operations via a self service kiosk.

Most smart visitor management systems are available on a monthly or annual site subscription that can cover multiple sites.

They often include key features to improve the visitor experience like QR code sign-in options, Microsoft Teams integration, instant notifications and a dashboard to manage the system in real time.

Not only do they create a positive impression at your front desk, but they can also be used by employees to create a safer more secure workplace.

Key Takeaways

  • Addressing employee concerns is vital for the successful implementation of a visitor management system.
  • Building a culture of recognition helps alleviate fears of job loss and boosts employee engagement.
  • Choosing compliant visitor management software and emphasising data protection assures employee privacy and trust.
  • Open communication and providing resources facilitate employee acceptance and adoption of the software.

While the advantages are clear, not all staff members may be on board with this shift. As with any change, there can be resistance, especially when it involves the introduction of new technology.

Before proceeding with the installation of a visitor management system, it is essential to understand and address these concerns to ensure a smooth transition.

By doing so you can maximise the benefits of your visitor management software in a smart and safe way without making employees feeling threatened or concerned.

In the following sections, we’ll explore why some employees may be skeptical of a sign in app and provide strategies for encouraging their acceptance and use of this valuable tool.

Understanding Employee Skepticism Towards A Visitor Management System

As we delve into the world of visitor sign-in software, it’s crucial to acknowledge the reservations some employees may have about a staff sign-in system.

These concerns often stem from three main areas: fear of job loss, privacy concerns, and technological challenges.

Fear of Job Loss

The fear of being replaced by technology is a common concern among employees, especially when new systems are introduced. The thought of a machine or software on-site taking over their roles can be unsettling.

recent survey revealed that 27% of workers worry about technology and artificial intelligence eliminating their current jobs within the next five years.

However, it’s important to note that while technology does replace some jobs, it also creates new ones, often leading to more efficient and productive workplaces.

Take for example the often slow and long process of managing a contractor sign-in process. Businesses that manually check induction statuses and send out Word or PDF documents for contractors to complete can often waste hundreds of hours a year in labor costs. 

That time can then be used to drive safety improvements and efficiency elsewhere in the business.

Privacy Concerns

Data breaches and privacy violations have appeared in the news more and more, so it’s understandable that employees would have concerns about their personal data’s security.

A staggering 77% of people care deeply about their data and privacy and desire more control over how their information is used and stored. Regarding visitor sign-in software, employees may worry about how their sign-in data is stored, used, and protected.

Addressing these concerns is crucial to gaining their trust and acceptance of the new system.

When comparing visitor sign-in apps, look for ones that are ISO27001 certified and store the visitor data in your local region.

Your chosen system should also delete and destroy data on request, so that you can balance holding critical information until absolutely necessary. 

Technological Challenges

Introducing new technology can be overwhelming, particularly for employees who are not tech-savvy or familiar with similar systems. The fear of making mistakes, looking foolish, or simply struggling to adapt to the new system can lead to resistance.

It’s essential to provide adequate training and support to help employees overcome these challenges and feel comfortable using the new sign in app.

Addressing Employee Reservations

Understanding employee reservations is the first step, but addressing these concerns is where the real work begins. It involves building a culture of recognition, ensuring data protection, and encouraging open communication.

Building a Culture of Recognition

One of the most effective ways to alleviate fears of job loss is to make employees feel valued and appreciated. A culture of recognition can significantly impact employees’ attitudes towards new technology.

Research shows that 37% of employees would be motivated to improve their work with more personal recognition.

Recognising behaviors such as outstanding customer service, active promotion of company goals, and contributions to innovation can help employees feel secure and appreciated, reducing resistance to new technology like visitor sign-in software.

Ensuring Data Protection

Addressing privacy concerns involves choosing compliant software and explaining the measures to ensure data security and privacy. Compliance with regulations like GDPR and CCPA is crucial, as these regulations provide guidelines for data protection.

By choosing compliant sign-in software, you can help alleviate employees’ privacy concerns about whether the visitor information is securely stored.

Encouraging Open Communication

Transparency is key when introducing new technology. Keeping employees informed about the benefits of the visitor sign-in system and allowing them to voice their concerns can help ease the transition.

Some of the highlighted benefits include streamlined scheduling of office appointments, a more efficient sign-in process for staff and visitors, and improved health and safety through contactless sign-in.

Providing resources and training can also help employees feel more comfortable and confident in using the new system. Remember, open communication can foster trust and acceptance, making integrating new technology like visitor sign-in software much smoother.


In conclusion, addressing employee concerns when implementing new technology, like visitor management software, is crucial for a successful transition. By understanding and acknowledging reservations, businesses can proactively alleviate these concerns.

Recognising the importance of making employees feel valued and fostering a culture of recognition helps overcome fears of job loss.

Choosing compliant software and emphasising data protection measures, addresses privacy concerns and builds trust. Open communication, transparency, and providing resources encourage acceptance and adoption of the software.

Businesses are encouraged to embrace visitor sign-in software for enhanced security, site safety and streamlined operations.

By addressing employee reservations, businesses pave the way for a smoother implementation, benefiting the organisation and its employees.

Written by: Alister Wood – 24th July 2023