Visitor Management System FAQs
Having a visitor management system in place is essential for any business that regularly receives visitors.
Not only does it help to keep track of who has accessed the premises, but also ensures that all visitors are accounted for and can be tracked in case of an emergency.
To help you get started with your visitor management system, here are some frequently asked questions about how they work and what benefits they provide.
Quick links
What is a visitor management system?
Why visitor management is important?
What are the benefits of a visitor management system?
What is a visitor management process?
How does a visitor management system work?
Can visitor management systems check an ID?
Visitor management system pros and cons?
What is a visitor management system?
A visitor management system is a piece of software used to record visitor information.
The software is typically installed on a tablet, computer or mobile device.
More recently visitor management systems have started to use QR codes as a way for the visitor to enter their information using a web browser.
Why visitor management is important?
Visitor management systems provide strict controls over who is granted entry into your premises.
They create a digital record of entry and exit times, manage inductions and alert hosts with instant notifications.
They also increase security and provide a safer working environment for staff.
What are the benefits of a visitor management system?
– Keep track of who is onsite
– Send instant alert notifications
– Enhance security
– Generate reports of visitor activity
– Manage inductions
– Create an instant evacuation checklist
There are many more benefits and we go into further detail in our post about the top 10 benefits of a visitor management system.
What is a visitor management process?
A visitor management process records visitor information with the primary purpose of increasing security and improving safety.
The process may include an induction or identification check to verify the individual.
Information can be stored in a paper logbook or a digital visitor management system.
How does a visitor management system work?
A visitor management system is placed in a reception area and prompts visitors to input their details before entering.
The system can be configured to request specific visitor information, sign a digital document and notify their host.
Can visitor management systems check an ID?
Yes. Some visitor management systems can request that a visitor or contractor present a valid driving licence or passport before being granted entry.
Consider a combination of credential verification software from Credenxia and a dedicated visitor management system to achieve the best results.
Visitor management system pros and cons?
| Pros | Cons |
| Instantly alerts hosts | More expensive than paper logbooks |
| Speeds up the sign-in process | Requires internet connection |
| Fast reporting output | Set-up and training are sometimes required |
| Pre-register visitors | More points of failure |
| Manages inductions | Badge printing requires labels |
| Generates evacuation checklists |
Learn more about the top 5 benefits of a visitor management system.
