Visitor Management Systems have evolved with time. The old system of maintaining a visitor register and creating a paper visitor pass is no longer meaningful. A good visitor management system that serves your organisation in 2022 and the future should have the following best practices.
Paperless & Non-touch
Paperless and non-touch is not just environment friendly, hygienic & efficient, it’s mandatory considering health and safety of your visitors and employees. AGP2 is end-to-end paperless and non-touch visitor management system.
Visitors get meeting invites with QR code on their Mobile Phone. Visitors can update their personal data from their mobile phones. Reception and Security person can scan and verify visitor appointment and personal details. Check-in and check-out is done digitally.
AGP2 performs all the visitor management functions digitally without using paper and maintains a safe distance.
Collaborative and inclusive
- Visitors should be aware of your organisation’s EHS (environment, health & safety) policy, check-in check-out process, do’s & don’ts, documents and information required before the visit.
- Visitors should be able to upload the required personal information and documents, take safety training before the visit to minimize data entry and check-in time at reception.
- Visits should be planned and approved in advance to improve visitor experience and improve efficiency. Employees should be able to send meeting invites to visitors.
- Visitors should be able to provide feedback and ratings about their visit experience for continual improvement.
KYV – Know your Visitor
Your Visitor management system must ensure the correct identity of a Visitor. Imposters should be identified and blacklisted before they can enter into your organization.
- Trusted identity documents like – Passport, Driving license, National IDs, PAN card, Aadhaar Card etc. can correctly identify a Visitor. Trusted Visitor IDs should be verified and stored in the system.
- Proof Validity – Expired ID proofs should not be accepted.
- Biometric identification & verification – Our systems can store and identify visitors by their biometric signatures like Fingerprint, Iris and Face data to identify and verify visitors.
- Mobile number & email Verification – Verified mobile numbers and Email IDs can help in tracing visitors even after they have left the organization.
Enhance the visit experience
An efficient visitor management system should ensure minimal wait time during check-in and check-out. The system, policy and procedure should not dampen the visitor experience while they are on your premises.
- Inform your visitors about an appointment or a change in appointment by email and SMS.
- Send a “Welcome Message” on their phone as they enter and a “Thanks for your visit” message as they leave your organization.
- Have a quick verification and check-in for your special guests and VIPs.
- Overstaying – Gently inform your visitors and hosts about an extended visit duration and inform the security about the extension.
Visit and visitor analysis
Data analysis of the visits and visitor can tell a lot of stories. Patterns can forewarn about impending problems. Visitor management system should provide innumerable reports like
- Who meets whom, how many times during the last month? Identify top 5 visitors and their hosts. It may indicate some unhealthy liaisons.
- Identify habitual overstaying Visitors and analyse the cause.
- Identify Visitors with “Missing Exits” and analyse the cause.
- Check Visitor Entry-Exit Projection screen intermittently for exceptions.
If you are looking for the best visitor management system in India, do get in touch with us on whatsapp at +91-9898067783 or send us a mail on sales@smginfotech.com. We have an experience of implementing visitor management systems in India since 2006. We assure you of a interesting discussion.
