Why you should try a free visitor management system
With costs soaring around the globe, many businesses are looking to cut costs and drive efficiency. For this reason free productivity tools have become a very tempting option for busy workplaces.
The impression for many businesses is its visitor registration process, and what better way to improve that process than to introduce free visitor management software to your toolset.
If you’re still using paper log books then a visitor management solution can make an immediate impact to your reception area, and connect employees to visitors quickly and easily.
What are visitor management systems?
Think of a visitor management system as digital version of your paper log book, but instead of just recording information, it can trigger a range of actions.
For example when a visitor signs in, the visitor management software can send an instant SMS and email notification to the person that they are visiting. The host then sees the notification and goes straight to the reception area to greet them.
The visitor has a quick chat with the receptionist, and before they know it their host has arrived and showing them around the office.
Visitor management systems can make the whole visitor experience feel seamless just like the above example, but it can also do so much more.
What can a free visitor management system offer?
Firstly, not all visitor management software is built the same, and some will have more features than others. To get all the features available you will likely need to upgrade to a paid plan but we won’t go over that here.
In this article we will look at the Basic version that VisitUs has on offer, and how it can transform your reception area.
Simplified check in process
A long and slow sign-in process can make guests feel like visiting your business is a chore and the whole process unwelcoming.
That’s why it’s important to have a simple sign-in process that get’s visitors where they need to be fast.
The VisitUs basic plan can collect the visitors name, email address and phone number which are essential for contacting them during and after their visit.
That’s it, once they have entered their details they are fully checked in.
Multiple device options
If your business prefers to use iPad or Android devices then that shouldn’t be the deciding factor when considering a visitor management system.
VisitUs is supported on both IOS and Android, so you can dig that spare tablet out of the cupboard and start signing in visitors in minutes.
Alternatively, if you don’t have a tablet, VisitUs can also supply you with a unique QR code for your workplace. When a visitor arrives they simply scan the code on their mobile device and it will redirect them to your very own sign in portal.
The great thing with an online sign in portal is that new functionality that is added to the system is live instantly. No need to update apps, just simply refresh the page to see the latest version.
Company branding
The last thing you want as a business is to have someone else’s branding in your reception area as it’s the first thing your visitors and potential clients will see.
That’s why it’s important that your visitor management software has the ability to upload your own logo and change the look and feel to match your branding.
VisitUs even offers the ability to upload several background images to create a slideshow which is perfect for showing off your range of products.
Send instant host notifications
One of the most noticeable benefits of installing a visitor management app is its ability to send notifications when someone checks-in.
VisitUs can notify a group of email addresses and phone numbers when a visitor arrives. It’s all part of their free basic plan.
If you want to upgrade to their lite or standard plan, then you can also send notifications via Microsoft Teams, Slack and push notification.
Track visitors using a web dashboard
This is where the benefit of a visitor management system really starts to show, by having the ability to generate detailed reports and extract visitor data.
Each check-in is saved in a visitor database that you can access via any web enabled device like a tablet, laptop or desktop PC.
The dashboard provides a way to manage visitors or customers by displaying a real time view of everyone signed in and out that day for each location.
You can also export visitor information into a CSV file which is handy for importing it into internal systems.
Once you have an export of your visitor data, you can use it to maintain relationships with clients, request reviews on your business or even send holiday wishes at the end of the year. What you do with your visitors data is entirely up to you.
How long does it take to set-up free visitor management software?
If you’re in rush to get something up and running quickly then you’re in luck. The VisitUs system can be up and running in under 10 minutes.
To get started, go to the sign up page, enter your email address, and then click on Get Started to create your free Basic account.
It’s couldn’t be easier. The set-up wizard will then ask you a couple of questions and then provide you with a unique link code that you enter into the VisitUs sign in app.
That’s a wrap
Hopefully you have seen some of the excellent benefits that a free visitor management system can bring to your business.
From instant notifications, real time web dashboard, and a professional look and feel that enhances the visitor experience. It can be a big step up from the old paper sign in books that’s for sure.
If however you’re looking for a bit more from a system like the ability to pre-register visitors and improved safety with evacuation management then you might want to consider the VisitUs Lite, Standard or Pro plans.
Written by: Alister Wood – 30th November 2023
