How does a visitor management system work?

A visitor management system is a digital solution designed to streamline the process of handling visitors in various environments, such as offices, schools, hospitals, and other public spaces. The primary goal is to enhance security, improve efficiency, and provide a positive experience for both visitors and hosts.

Get started →Book a demo →

How does a visitor management system work?

Visitor Registration

Upon arrival, visitors are required to undergo a streamlined registration process. This involves entering their personal details, purpose of visit, and any other pertinent information. The VMS captures this data, creating a digital record that can be easily accessed by authorized personnel.

Visitor Identification

Identification is crucial in visitor management. It verifies visitors identity through capture visitor photos, ID scans. This boosts security by allowing only authorized access. Data is stored for compliance, enhancing safety against unauthorized entry.

Badge Printing

After successful verification, the VMS generates a visitor badge or pass. This badge typically includes essential details like the visitor's name, photograph, date, and purpose of the visit. The badge serves as a visual identifier and allows employees to recognize authorized visitors instantly.

Sing Visitor Non-Disclosure Agreement (NDA)

In some scenarios, such as corporate meetings or sensitive areas, the visitor management system may prompt visitors to sign a Visitor Non-Disclosure Agreement (NDA). This agreement ensures that the visitor understands and agrees to keep certain information confidential during their visit.

Host Notification and Approval

Simultaneously, the host or the concerned employee is notified of the visitor's arrival. This real-time notification ensures that the host is prepared to receive the guest promptly. Additionally, the VMS keeps a log of visitors check-in times, providing a comprehensive overview of visitor traffic.

Pre-Registration and Scheduling

DoorDesk allow for pre-registration and scheduling of visits. This feature is especially beneficial for businesses that frequently host events or have a high volume of visitors. Pre-registration expedites the check-in process and improves overall visitor satisfaction.

Real-time Monitoring

The VMS enables real-time monitoring of visitor activities within the premises. This is particularly crucial in high-security areas or facilities with restricted access. The system can track the duration of a visitor's stay, their location within the building, and any unauthorized attempts to access restricted areas.

Check-Out

The Visitor Management System isn't just about arrivals; it also manages a smooth check-out process. After their visit, visitors go through an organized check-out. This ensures accurate records and improves facility management.

Experience the efficiency and security of modern visitor management System with DoorDesk

Try it today for seamless check-ins and enhanced control over visitor access

Get started →Request a demo →

Industries and Use Cases

Corporate Offices

In corporate offices, visitor management systems are used to manage the influx of guests, job applicants, and contractors. They also aid in maintaining office security and providing a professional welcome to visitors.

Educational Institutions

Schools, colleges, and universities implement visitor management systems to ensure the safety of students and staff. The system tracks visitors on campus and restricts access to certain areas, promoting a secure learning environment.

Healthcare Facilities

Hospitals and medical clinics utilize visitor management systems to manage patient visitors effectively. These systems help in controlling access to patient rooms and maintaining patient privacy.

Events and Conferences

Large-scale events and conferences benefit from visitor management systems by expediting registration and reducing waiting times at check-in points.

Government Buildings

Government offices, courts, and administrative buildings use visitor management systems to enhance security and regulate entry into sensitive areas.

Manufacturing and Industrial Sites

Industrial facilities prioritize safety and compliance. VMS plays a crucial role by ensuring that only authorized visitors with the necessary credentials gain access.

Transform how you manage visitors with DoorDesk and boost your facility's security and efficiency. Try it now!

Start your free trial Book a demo