Offices usually see many people coming and going, and just having a CCTV camera at the entrance isn’t enough for workplace security anymore. To prevent data breaches or threats from unwanted visitors, it’s crucial to switch to visitor management systems. These cloud-based solutions improve workplace security by tracking and recording the information and movements of every visitor in the office.
Ways in which a Visitor Management Software improves security for workplaces
Visitor management systems are much more advantageous and advanced than traditional paper logbooks where there is a lot of room for human error and security breaches. Here are a few ways in which visitor management software can enhance workplace security:
Monitors visitors coming in and going out of the office premises
The first way that visitor management systems improve workplace security is by tracking who comes in and out of the building. With a digital reception for visitor management, anyone who enters must provide personal information such as phone numbers, email addresses, and photos. This information is stored in the cloud for future use. Having these systems at workplace entrances can effectively discourage anyone with ill intentions from entering. For offices with multiple entry and exit points, using a centralized visitor management system is far more effective than relying solely on CCTVs or security personnel.
Creates watchlists
Not all visitors are wanted or preferred on the premise. Due to different reasons that might cause a security breach in the workplace premise, certain visitors can be denied access to the secured premises. This can be done with the help of watchlists which are created and stored on the visitor management systems. A quick background check of the visitor’s details on the database can help the system identify between wanted and unwanted visitors easily. Moreover, hosts and employees can also categorize visitors into wanted and unwanted guests on the system.
Real-time notifications and alerts
With the traditional visitor management techniques of entering information into logbooks, no employee could be instantly notified about a visitor coming to see them. It is pretty easy for any person to walk in and claim that a particular employee is supposed to host them, even if in reality, the employee has no such plans. With visitor management software, employees can get instant notifications and visitor alerts on their phones. In case a visitor’s name is on the watchlist of the software, that particular visitor is denied access to the building.
Ensures compliance by visitors
In case a workplace requires the visitors to sign certain legal documents such as Non-disclosure agreements, on-site rules, waivers, etc., visitor management software can ensure compliance to these by visitors. These documents can be stored and presented to visitors on any of the digital and centralized visitor management system. After their digital signature is procured, these systems store this information on its cloud. In the event that a visitor does not comply with the legal requirements, the software notifies the officials immediately.
Visitor ID Badges
The security of workplaces, businesses, and offices are at risk with the traditional employee key cards and paper visitor passes. These can be easily misplaced, misused, and tampered with. A traditional visitor pass issued manually can be reused by visitors again and again, thereby compromising the security of the workplace. As such, workplaces should resort to issuing visitor ID batches digitally. A visitor management digital reception gives each visitor an ID badge that cannot be tampered with. These ID badges have the photograph of the visitor, the name of the person they are visiting, and the expiry date as well. Hence, these cannot be used by the visitor to access the site after a certain time limit.
Emergency Evacuation and Response
In case an unwanted visitor makes it through the entrance, everybody is alerted and notified. If such a scenario poses serious threats, an emergency evacuation can be easily carried out. The visitor management software will locate not only the whereabouts of the visitor but will also monitor the employees’ movements so that nobody is stuck inside.
Conclusion
Ensuring the maximum security possible for both employees and visitors is a primary concern for every workplace administration. An effective visitor management software can arm workplaces and offices against all possible security breaches, and increase work efficiency and employee productivity.