Visitor Management System: What It Is & which is best for you.

Visitor management is an important part of every organisation’s operations because it not only helps keep your facility safe but also helps in improving your guest’s experience in your facility. 

Just as with every other process in an organisation, it is necessary to keep track of your visitors so as to discover better ways to improve your facility and processes.

This blog will help you understand what visitor management systems are and help you choose the best visitor management system that works for your organisation.

What Is A Visitor Management System

A visitor management system is a tool used to track the activity of visitors in a facility.

These tools track activities such as contact details, time spent, areas accessed, host etc. This information can be studied and used to improve your security and guest experience.

For example, it can be used to identify periods with high visitor traffic during specific times,  which allows you to schedule additional personnel or front desk staff to ensure a smoother check-in for your visitors and maximum security.

There are different methods used to manage visitors, each with its own advantages and disadvantages. 

Let’s look at the types of  visitor management systems below

Types of Visitor Management Systems

You could make use of either a digital visitor system or a manual system to manage your visitors.

The manual method typically involves the use of paper to take down visitor details by hand while a digital system makes use of a visitor management software to record and manage visitor information and movement in your facility. This system can be either on-premise or cloud-based. 

Now, let’s see how these systems work.

1. Paper-Based Systems

This is the traditional method, where the visitor checks in by writing down their details using a pen and paper on arrival.

It used to be the norm decades ago and is still used by smaller businesses or places with low visitor traffic where a simple system of tracking visitors is enough. However, its downside is that it does not capture enough information like areas accessed and is prone to errors, damages and lacks data privacy.

 2. On premise Visitor Management System

With an on premise visitor management system, visitor registration is done on arrival as well because data is stored locally on the company’s servers.

However, pen and paper is replaced with digital tools like tablets where visitors can easily enter their information. It is also more accurate and secure than paper-based systems. 

3. Cloud-based Visitor Management Systems

This is a more advanced method where all data is stored in the cloud, allowing you easy access from anywhere. 

This means visitors can register before arrival and is particularly useful for companies with multiple locations. 

But that’s not all,

Here is a detailed comparison between on-premise and cloud-based visitor management systems that you should consider.

5 Key considerations in choosing between on-premise visitor management systems and cloud-based visitor management systems.

1. Deployment

• On-Premise: On-premise software is installed and runs on a company’s own hardware infrastructure, and is hosted locally. This means that it takes longer to set up both hardware and software.

• Cloud-Based: These are stored and managed on the provider’s server and are faster to set up.

2. Control and Customisation

• On-Premise: You have full control over the system and are very customisable. You also retain your data internally. However, you are responsible for maintaining your systems in case of disaster or downtime.

• Cloud-Based: Allows a high degree of customisation but not as much as an on premise system. Your provider is responsible for storing and securing your data as well as maintaining and updating your systems.

3. Costs

• On-Premise: This option usually costs more upfront because you have to buy the servers, software, and licenses to use it. Plus, you’ll need to spend money on an IT team for maintenance, updates, and security. 

• Cloud-Based: The cost for this is usually lower to begin because you don’t need to buy servers. Instead, you pay a monthly or yearly subscription.

4. Integration 

• On-Premise: It is easier to integrate with systems within the company’s network. However, it can be harder to connect with other online services.

• Cloud-Based: It’s designed to work well with other online systems, making it easier to connect with services like security systems or other company software.

5. Accessibility

• On-Premise: To access the system, users generally need to be on-site or connected to the company’s internal network. 

• Cloud-Based: You can access the system from anywhere, with an internet connection. This is beneficial for businesses with multiple locations.

Below is a concise summary of the differences between on-premise and cloud-based visitor management systems.

	On-premise	Cloud based
Deployment	Installed and runs on the company’s own hardware. Takes longer to set up.	Hosted on the provider’s server. Set up is faster.
Control & Customisation	You have full control of data & is highly customisable. You are  responsible for maintenance.	High customisation but not as much as on-premise. Maintenance is managed by the provider.
Costs	Higher upfront costs (servers, software, IT team for maintenance).	Lower initial cost, (monthly/yearly subscriptions).
Integration	Easier to integrate with internal systems, harder with cloud services.	Designed to easily integrate with online systems and cloud services.
Accessibility	Limited to on-site access, less flexible for remote use.	Accessible from anywhere with the internet, ideal for businesses with multiple locations.

Your choice of a visitor management system for your company depends on the specific needs of your organisation. 

For businesses looking for a flexible,  and easy-to-implement solution, a software like Instanta could be an ideal choice.

This is because it is a cloud-based system that combines other facility management processes such as managing maintenance, work orders and inventory.

This means you get an all-in-one solution that keeps your business running smoothly, making it the best visitor management system for your organisation.

Why A Visitor Management System Is Beneficial To Your Organisation.

1. Improved Facility Management KPIs: It supports facility management KPIs such as response and resolution time by helping your team respond to intrusions faster. It also supports facility utilisation rate by tracking frequently accessed areas which can be used for better planning.

2. Increased Security: By tracking visitors movement history in your facility, you keep your asset and staff secure and stay alert to suspicious activity. It can also be applied to social distance monitoring in the event of an outbreak.

3. Better Visibility: In emergency situations, the system can provide supporting data of visitor time in your facility. 

4. Improved Visitor Experience: A VMS simplifies the check-in process and offers visitors helpful information like directions or parking details which help improve visitor experience in your facility.

5. Improved Personnel Productivity: Since these systems streamline tasks, it frees up time for security staff to focus on activities that improve reception.

A VMS is a smart investment that not only improves visitor experiences and secures your facility, but also creates a more professional environment in your organisation.

Want expert help in setting up your visitor management system? feel free to reach out to us via email sales@sysserve.com or aatoki@sysserve.com or call – +234 201 291 4837 +234 (0)703 978 4709