What to Look for in a Visitor Check-in Software?

 

A user-friendly visitor management system generates a positive impact on people like clients, job candidates, & guests. The visitor registration system shows your industry is forward-thinking & concerned about the safety of their employees and visitors alike. After all, no one wants to be met with the unoccupied desk & paper sign-in sheet, particularly when they are visiting for the first time. When it comes to the modern visitor management technology, there are numerous different alternatives, including front desk app. But like most of the things in life, you get what you pay for. Moreover, when it comes to your workplace safety, you can’t afford to cut corners. Here are five important features of electronic visitor sign-in software that should be included in the system you are looking for.

• Pre-Book Visitors

For businesses that regularly host various on-site events & conferences, the pre-booking attribute allows guests and visitors to pre-register the attendance before their arrival, efficiently reducing the check-in time from 1-2 minutes to a couple of seconds. The Visitor Management solutions in India offered by Veris gives you the option to request unique reference numbers as the final stage of the visitor check-in procedure, making the check-in procedure even easier. This can be done easily with a simple configuration. 

• Self-Service Check-In

The self-service check-in attribute means your guests do not have to wait for the front desk staff to be available. They can just use the electronic visitor sign-in. After they enter their name, the system will prompt them to sign-in any required documentation and print the guest badge. Once the visitor has completed the check-in, the software will alert appropriate team members through instant email, Slack, and a push notification on their laptop or mobile devices.

• Security Watch-list Cross-Check

One of the significant visitor management system attributes is a great emphasis on your workplace safety. Whenever your guest checks in, a visitor management system will review the pre-uploaded security watch-list to explore if they are on it. If the unauthorized person attempts to sneak-in, the visitor management system will alert appropriate personnel. Additionally, you can use software’s real-time reporting tools that help you to view the visitor history & lobby activity should an incident occur.

• Microsoft Outlook Integration

With the Microsoft Outlook integration, you can email visitors important information before their arrival. For instance, you can send a welcome email, parking instructions, Wi-Fi password, & details on how they have to check-in to your premises. You can also include the QR code for your visitors to scan whenever they arrive that helps them to speed-up their check-in procedure.

• Increases Efficiency

Think about how ineffective and obsolete paper-based systems are in today’s era. Nowadays, consider a system that takes benefit of state-of-the-art scanners, cameras, & software that helps to screen your guests or visitors, while rapidly registering & badging them and at the same time you make them feel welcome. It will also save the time of your lobby staff, as they can pre-register your guests & automatically notified about their arrival.

Above all else, the most essential component of the visitor management software is a streamlined and intuitive user interface. If the software is clunky and difficult to use, the employees wouldn’t be willing to use it for a long time. Think of visitor management software not only as a framework for control but also as the opportunity to bring great customer experience. It is a welcome mat for your guests coming to your premises. The visitor management system sets the right expectations & assures a defined, reliable repeatable procedure for welcoming visitors into your office.

3 Major Reasons Why Top Utilities Companies Use Visitor Tracking Systems

 

Every facility or establishment wants to keep the office and personnel security as their top priority. It is very important to monitor who is entering & leaving your premises. The traditional modes for visitor sign-in such as reception staff & paper logbooks that are time-consuming, laborious & often lead to the visitor inconvenience. While on the other side, if the establishment is busy with a lot of visitors every time then processing the visitor flow with an outdated system is quite challenging. To address this challenge, numerous organizations or utility companies are now adopting the electronic visitor tracking system for a secure, safe & efficient check-in. An electronic visitor sign in secures facility with the digital documentation & validation of the visitors’ & employee’s information in such a way that it increases the efficiency. The electronic front desk app is highly customizable & it is designed to cater to the needs of utility companies.

In addition to this, electronic reception management software offers interactive & easy to use self-service interface, so that visitors can complete the registration procedure on their own without any help. Now, let’s have a look at the major reasons which make visitor check-in app or software an ideal choice over the manual sign-in system:

1. Easy to Use

Visitor check-in paper sheets might seem simple, but they are really not. If you still have this old method, flip through it. How many entries are illegible or incomplete? And, what happens when the book is full? Or what happens when you need the data from a year before? When is the last time you really used this information and transcribed it into a spreadsheet? Obviously, the answers to all these questions will not be in your favor. With the cloud-based visitor management system, the data entry responsibilities are reduced to none. The visitors have to enter their information, the system stores it, & you are done.

2. Track Visitors Inside Your Facility

Utility companies have to enforce strict monitoring of all the visitors & employees on their property for a reason. Companies have to secure their facilities to ensure that their equipment is protected & visitors are kept away from certain areas in the office. To do this, they have to know who is inside their premises and the reason for their visit. While the pen & paper registration procedure might tell you who is on your premises, it would not tell you which part of the premises they are in at the given time. With a visitor management system, you can get real-time updates related to your visitors that include where they are, where they are going, & how many individuals are inside your premises. It can also assist you to get a big picture of your visitor patterns such as numbers & movements that are used for safety & security planning.

3. Round the Clock Reception

The visitor management system is automated and acts as a virtual lobby receptionist or a front desk app. It is designed to function round the clock. Visitor check-in software offers a clear advantage over traditional paper logs as reception staff is available only for a certain period during the office hours. A VMS is handy for the hotels, utility companies & other facilities that operate 24X7, be it early in the morning or during the late night.

With the constant pressure to improve the safety of utility companies, it is significant for them to find the expertise that will rationalize current processes & address their visitor management challenges. Thus, an appropriate visitor management system by Veris can assist you to monitor & manage personnel, guests, contractors, and visitors who need access to the premises. It can also ensure that you abide by strict regulations, manage data easily, and balance efficiency with safety.

Reasons for Implementing Modern Visitor Management System in your Organization

 

In any organization, there is a probability of untoward incidents happening. To improve safety means having a highly optimized visitor management system. Nowadays, visitor management is much more than a pen & paper logbook. In the past, the visitor management meant visitors signing their name, writing date, & mentioning who they are visiting in the offline log book or simple digital system. But, these are outdated methods that don’t measure up to modern safety, surveillance, and security standards. There is safety, financial, & reputational risk associated with this old, outdated, & disconnected visitor check-in system. It is necessary to formulate the visitor management software at the highest priority keeping security in mind. In case you are still uncertain of benefits, we have created some of the significant reasons for implementing the visitor tracking system below & detail how updating your visitor management system can minimize the risks or even eliminate the risks.

• Know your Visitors –

Having an ability to control your planned & unplanned guests when they are visiting your organization will help you to reduce risks & provide enhanced safety. VMS software manages and organizes data to ensure safety for the entire premise. By using the solution which allows your guests to pre-register their visit & enter all relevant details at the time of pre-registration, you can rapidly process their details and pertain their visit.

• Improved Control with the Visitor Access –

One of the most leveraged benefits of the electronicvisitor management system is that it is extremely easy to use. By enrolling the visitor’s credentials, i.e., Palm Vein or Fingerprint or RFID Card, you can permit your visitors to access the scheduled & selected areas only.

• Live Status of your Visitors –

The visitor dashboard shows the current status of all visitors that came to your premises. It offers real-time data of all visitors who are inside your premises, pre-registered visitors, the state of registered visitor passes, new visitors, expired passes, surrendered passes, and more.

• Help you to Maintain Visitor Database –

Staying abreast of your visitor database is vital to be aware of frequent visitors and to ensure the safety of your workplace. Thus, to avoid entry of the same user details every time & save time, the electronic visitor receptionist app keeps a database of past visitors. And, this helps the creation of the visitor pass rapidly, as the person handling the system is simply needed to retrieve visitor information from records, and eliminate the need for re-entering data in the process.

• Get Notifications for the Better Preparedness –

When guests get pre-registered, they receive the notification in the form of e-mail or SMS carrying necessary details. And, this ensures a quick check-in process when your guests arrive at the security gate. A notification is sent to you when visitor checks-in to your premises, and allowing them to know about the visitors’ arrival.

Veris specializes in offering an electronic visitor management system in India. Automated VMS software not only provides security but also gives your organization a prestigious recognition in the community. From a visitor’s first visit to check-out, visitor management software creates an impression that can last forever. It provides a seamless experience for employees and visitors alike. VMS software by Veris can play a significant role in improving your brand value, connect your company offices worldwide, and also ensure the safety & ease of visitor management process.

5 Signs Your Visitor Management System Isn’t Getting the Job Done

Is your visitor management system not getting the job done? Are you looking for a better visitor management solution? We, at Veris, provides the best office automation solution for smooth and seamless visitor operations.

To know more visit: https://www.getveris.com/5-signs-your-visitor-management-system-isnt-getting-the-job-done/

Businesses Need to Keep Employees Happy. Here’s Why

Employees have a major role to play in the success of any organization and therefore we need to keep them happy, engaged as well as satisfied by, say, appreciating their hard work and accomplishments, responding to their feedback and deploying technology-enabled tools to ease their work. With Veris visitor management system and meeting room manager, you can eliminate your employees' mundane tasks and can provide a red carpet welcome to your guests.

To know more visit: https://www.getveris.com/businesses-need-to-keep-employees-happy-heres-why/

One Day in the Life of an IT Head

In any organization, the role of an IT head is always challenging. From deciding the best suitable technology for his/her organization to keeping the data safe and secure. Data is a powerful resource that can have a huge impact on your business. To make it easy and secure, Veris visitor management system is the best solution you can go for.

To know more visit: https://www.getveris.com/one-day-in-the-life-of-an-it-head/

Do You Have the Power of Real-Time Data Analytics?

We interact with brands today across multiple channels. Think telephones, emails, apps, social media, surveys, and more. Data explosion is real, thanks to rapid advancements in mobile technology and internet connectivity. IDC says that by 2025, worldwide data generation will grow to 175 zettabytes. Do you know how much that is? If each terabyte in a zettabyte was equivalent to a kilometer, that would mean 1,300 round trips to the moon (768,800 kilometers)!

Big data analytics has been around for years now. Businesses gather information, sift through, and analyze it to make critical decisions. They now have a way to delve into the whims and fancies of their customers, for product and service innovations. It also helps them increase work productivity and gain a competitive advantage. Not only is data analytics critical, but the quality of data is important too. Indeed, the average financial cost of poor quality data analysis for organizations has been estimated at $15 million per year. 

When we talk about data quality, terms like accuracy, reliability, consistency, and granularity comes to our mind. But, apart from those characteristics, a new aspect is becoming increasingly important: data analysis in real-time.

Importance of Real-Time Data Analytics

Big data is a massive arena. Not all information gathered is valuable for your company. To make it faster and more accurate, companies are now relying on real-time data analytics. This means systems that process and analyze information that was fed instantaneously, to generate meaningful information.

With access to real-time data analytics, companies can not just respond quickly to changing customer needs and preferences, they can change their offerings and marketing campaigns in response to the changing environment. Real-time analytics also means that problems can be identified early and corrective action can be implemented before things worsen. In addition, such data has also been found to improve customer services, by allowing employees immediate access to customer information. Real-time analytics is also great for top management to get a clear view of the business, whenever they need it. It also helps improve operational efficiency.

One of the key advantages of real-time data analytics is that is can help keep employees motivated. When employees can see where things are going wrong in real-time, they can correct their course of action immediately, achieving better performance and outcomes. 

The up-to-the-minute customer data, including their demographics, purchase history and preferences, help make quicker business decisions. Sales and customer-support dashboards can be instantly refreshed to provide enhanced customer experiences. It saves time, cost, and energy and can keep you one step ahead of the competition.

The Veris platform is also based on real-time analysis of employee and visitor information. Let’s see how.

Active Directory Integration 

Large companies have employees joining and leaving all the time. This often creates confusion. For example, a receptionist tries to reach an employee for parcel delivery, only to find out that they no longer work for the company. Consider a visitor trying to find the host on the visitormanagement software, and unable to do so because he or she is a new employee.

To avoid such embarrassment and waste of time, we have made it possible for our software to be integrated with the active directory, a real-time record of employees maintained by the HR department. This means that as soon as an employee joins or leaves the company, the visitor management software is upgraded instantaneously. This is useful in a huge number of scenarios:

·       Organizing Meetings: No longer will a team head invite unwanted people to meetings. Some employees may be on leave or some shifted to a different branch. 

·       Emergency Notifications: In times of crisis, security teams and emergency responders will have accurate lists of people in the building. The Veris system can send emergency notifications to these people accordingly. 

·       Awkward Mornings: A new employee will not be left stranded in the reception area, unable to log in. In such cases, they typically contact the HR personnel, one of whom asks the receptionist to let them enter. This is especially embarrassing in offices where there is an access-based entry. This can create a negative image of a brand for a new employee.

·       Accurate Data Analysis: You can rest assured that all data analysis is done by the Veris system, whether it is meeting room usage, visitor data analysis or employee attendance records is being done accurately, based on the actual number of employees in the office.

When done in real-time, data analytics provides a whole new paradigm in improving operational efficiency and keeping employees motivated. This leads to faster results and happy customers.

Top 5 Most Loved Features of Our VMS

Veris visitor management system is the best office automation solution that allows your visitor self-check-in within few seconds. Our Real-Time dashboard and Advanced analytics help you track the movement of each and every visitor, also helps you to track the records easily from the system.

To know more visit: https://www.getveris.com/top-5-most-loved-features-of-our-vms/

Atithi Devo Bhava – Your Guest is Your God. Do You Give Your Guest the Welcome they Deserve?

The ancient Indian tradition of treating the guest as a God has remained relevant, irrespective of the major technological and cultural shifts the nation has seen. The phrase, “Atithi Devo Bhavah,” has taken on different avatars over time, but the core principle remains the same. The guest is a much awaited and welcome person, their needs are to be met meticulously and we need to do everything in our power to make their visit a memorable one.

Welcoming guests to your office isn’t any different. When a visitor enters your office premises, what they see and experience form their first impression of your organization. Whether it is your clients, job candidates or business associates, positive experiences are the steppingstones to long-lasting business relationships. It also sets your organization apart from the rest, if you welcome your guest as valuable visitors.

To give such a red-carpet welcome to your valued atithi, all you need to do is implement a simple, smart and intuitive visitor management system. Veris can help transform your workspaces, to provide your visitors the welcome they deserve.

Hassle-Free Registration Process

Impress your visitors with super-fast self-service check-in kiosks at the reception, so that they don’t have to depend on a receptionist to manually log in their details. No matter how specific the company is about greeting visitors, receptionists are often overloaded and unable to address visitor queries promptly. With the kiosks in place, receptionists would become free to address all questions, with a smile.

All key visitor details, such as name, address, photo ID, etc., will be captured by the system, leaving the receptionist free to receive guests warmly. Instead of asking visitors to fill in manual log books, a self-serve digitized access system, customized with your company logo, color theme and more, will create just the right brand experience, enabling a favourable first impression.

Avoid Long Queues at Security Checks 

With the Veris system, you can pre-register guests and simply send them an automatic QR code-based message or email, complete with the GPS coordinates, parking instructions and meeting room numbers. Invites can be easily created from Google Suite, Outlook Calendar or any other scheduler you already use. This includes sending out bulk invites to attendees of conferences, seminars or any other office events.

This enables visitors to avoid long queues at the security check points, where traditionally they would have been asked to manually enter extensive details into a log book. The system remembers returning guests, making the registration process faster and smoother every time. Visitor badges can be pre-printed for invited visitors, allowing easy authentication and fast check-outs.

Instant Notifications to Hosts

No matter how comfortable or inviting your office lobby is, visitors would want to spend as little time there as possible. Also, they certainly won’t appreciate if the host makes them wait for too long or totally forgets about them. The Veris visitor management system instantly sends notifications via email, app notifications and mobile messages to the host, as soon as their visitor checks in. They can immediately notify the receptionist, in case a delay is expected or send a message directly to the guest, asking them to proceed in.

Visitor Verification via Facial Recognition Technology

Facial recognition-based authentication allows greater efficiency and security in the registration process. Employees’ attendance can also be facilitated through the use of facial recognition. This technology can also be used to red flag or blacklist certain people. This ensures that unwanted or uninvited people are not granted access to the office premises at any cost.

Welcome Guests in a Highly Secure Environment

Empower your admin and security staff to comprehensively track each visitor within the premises in real time. With a centralized dashboard, they can see how many visitors have signed in, signed out and the names of the people they met, even within a sprawling office area. In case a visitor overstays their welcome, the system generates an alarm to notify the security staff. The system supports the creation of blacklists and firelists, so that specific people can be barred from entering and evacuation processes can be carried out quickly and efficiently during emergencies.

The Veris visitor management solution not only ensures a red-carpet welcome for visitors but also educates your organization about various loopholes and inefficiencies. With comprehensive, yet understandable, analytics and reports generated by the system, you can anticipate common visitor needs, peak visitor hours and other metrics to optimize resource utilization too.

Data is the new world currency. Have you encashed yours?

Find it difficult to manage a huge amount of data? We, at Veris, have designed in-built data analytics into its smart visitor management software. Data gathered from different systems that are synced or integrated with the visitor management system is brought together on to a single dashboard.

For more details visit: https://www.getveris.com/data-is-the-new-world-currency-have-you-encashed-yours/

What do Visitors Want from Today’s Workplace?

Today visitors are very conscious of the kind of experience a company offers, right from the moment they step in through the front door. They would appreciate a seamless and streamlined check-in process, which is both efficient and trustworthy.

To know more visit- https://www.getveris.com/what-do-visitors-want-from-todays-workplace/

Lost in a Sea of Logbooks? Get your Visitor Management System today!

Still using those tattered old registers to record the next late seated employee, material inward or lost item? Declare war on this outdated method of data collection which is tiresome, cumbersome and simply inefficient. Simplify your life by switching to a one-stop front desk automation solution.

'Veris Front desk' to the rescue:

Veris Front desk -Visitor Management System is your ship to cross this sea of suffering and paperwork. Our power-packed portfolio of modules seeks to digitize every minute process you deal with at the desk. Our range includes late tracking, staff attendance, lost and found records, inventory management, feedback capture, and material management. You are one step away from a secure, seamless and stylish way of automating your front desk world. 

Entering the decade of unified workspaces:

Workplaces today are more than cubicles with computers, where employees sit all day completing mundane tasks. They have transformed into instant access environments, where teams communicate and collaborate actively, to further their career ambitions and accomplish the company’s goals. This requires highly integrated organizations, where employees experience a seamless environment that drives efficiency, innovation, and growth. Read our latest blog to find out about technology adoption in an era of unified workspaces.