In today's fast-paced world, security and efficiency are paramount concerns for venues of all sizes. One of the critical aspects of maintaining security and streamlining operations is managing guests effectively. Traditional paper-based visitor logs are no longer sufficient, which is where visitor management systems come into play.
In this blog, we'll explore what a visitor management system is and its core features to help you choose the right one for your needs.
What is a visitor management system, and where are they used?
Visitor management systems allow organizations to efficiently welcome, keep track of, and manage the visitors of a building, facility, office, place of business, or other location.
An electronic Visitor Management System (VMS) is a digital solution designed to streamline and enhance the guest check-in process within a facility. It automates and modernizes the guest registration process, replacing paper sign-in sheets and manual record-keeping. You can customize VMS solutions to meet the specific needs of your business, as they offer a range of features and capabilities.
Visitor management systems find applications across a wide range of industries and organizations. Some everyday use cases include leisure venues, corporate offices, education institutions, healthcare facilities, manufacturing plants, residential complexes, and more. Essentially, it is anywhere where business owners must monitor guest numbers and movements.
Why use a visitor management system?
A VMS offers several compelling benefits that enhance security, streamline operations, and improve the guest experience. Below are some key reasons why businesses use VMS.
VMS helps businesses maintain a secure environment by accurately tracking and monitoring guest access. It ensures that only authorized individuals gain entry, reducing the risk of unauthorized access and potential security breaches.
Additionally, with VMS, businesses have a digital record of every guest, including their details, check-in/check-out times, and purpose of visit. Having this kind of information can be crucial for security audits and investigations.
It is not uncommon for SaaS tools to face attacks on their systems. To counter these threats at ROLLER we employ a range of strategies, including strictly adhering to the most stringent global data security standards, implementing robust data encryption measures, establishing multiple layers of security to safeguard sensitive data from public access, and more.
VMS automates the guest registration process, eliminating the need for manual sign-in sheets and reducing wait times. And this kind of efficiency benefits guests and staff by enhancing the overall experience.
Over time, VMS can also lead to cost savings by reducing the need for manual record-keeping, paper, and administrative labor.
Jago Town, an indoor play center in Hamilton, New Zealand, found that after switching to ROLLER, they reduced admin labor costs by 40%! You can read the full story here.
Assists with compliance
Many industries and organizations have specific compliance requirements related to guest management. For example, collecting and retaining guest information for legal and safety purposes, like emergency contact details, vaccination status, etc.
VMS can assist in meeting these regulations by maintaining accurate guest records and ensuring data privacy.
VMS software often includes reporting and analytics tools that provide insights into guest patterns and behaviors. With this data, venue operators can better inform their offerings and marketing campaigns. Operators can also use this data to improve security protocols and optimize operational processes.
ROLLER’s Guest Experience Score tool serves as a valuable tool for operators by automating and streamlining the collection of guest feedback. It strategically deploys surveys at optimal times, presenting thoughtfully crafted and relevant questions. From the feedback, operators gain valuable insights that they can harness to improve their venues.
Core features of a visitor management system
So, by now, it is clear that visitor management systems provide a comprehensive solution for managing guests efficiently and securely. But what are the core features of these systems? Here, we will expand on this.
VMS allows guests to pre-register their visits, typically through an online portal or mobile app. Having this option streamlines the check-in process by reducing wait times and simplifying data entry.
For walk-in guests, the VMS offers on-site registration. They can provide essential information such as their full name, contact details, reason for their visit, and any specific requirements or requests they may have.
VMS often features self-service kiosks with touchscreen interfaces, barcode scanners, and RFID readers. Guests can use these kiosks to check themselves in and out quickly and efficiently.
VMS systems can generate guest badges containing essential information. These badges typically include the guest's name, photograph, the purpose of the visit, and access permissions. The customization helps identify guests and ensure they are in the right areas.
In some cases, VMS can integrate with access control systems, allowing badges to serve as access cards or keycards for specific areas within the facility — further enhancing security and convenience.
VMS systems prioritize the secure storage of guest data. They often comply with data privacy regulations and use encryption to protect sensitive information. Secure storage is essential for protecting guest privacy and meeting legal compliance requirements.
Further, operators can access the stored guest data for reporting and auditing purposes. Operators can use this information to analyze visitor patterns, track trends, and generate reports.
How to choose the best visitor management system
Choosing the best visitor management system for your organization involves carefully considering your needs and priorities. Here's a guide on how to select the right VMS for you.
Can the VMS scale with you?
Choose a VMS that can scale with your business needs. It should handle busy peak periods, like school holidays, in the same way that it can service your needs on less busy days. Also, consider whether it has additional features, like specified multiple venue management tools, that will help you as your business grows.
Is the interface user-friendly?
Opt for a VMS with an intuitive and user-friendly interface. A system that is easy for guests and staff to use can reduce training time and improve the overall experience. It can also increase the time guests spend on your website and the amount of money they spend.
Are robust security features included?
Security should be a top priority. Ensure the VMS complies with data privacy regulations and offers robust encryption, authentication, and data protection features.
Does it have reporting and analytics capabilities?
Consider a VMS with comprehensive reporting and analytics capabilities. Access to guest data and insights can help you improve your guest experience, security protocols, and operational efficiencies.
Is it mobile-accessible?
In a mobile-centric world, having a VMS that offers mobile accessibility can be a significant advantage. It allows for remote management and access control. The best mobile-accessible application is a cloud-based one, as it will enable you to see and make real-time updates to the system.
Best visitor management systems
The suitability of a VMS varies depending on your specific venue requirements, so it's essential to conduct a thorough evaluation and request demos or trials to determine which VMS aligns best with your needs. Let’s look at a few of the current leading visitor management systems.
ROLLER's VMS is a comprehensive solution designed to enhance security, streamline operations, and improve the guest experience. It is cloud-based and offers a range of features and capabilities tailored to the attractions industry.
Key features of ROLLER’s VSM include guest registration, check-in/check-out processes, badge printing, automated notifications to hosts, and secure data storage. It also offers customization options to adapt to the unique needs of different venues, ensuring a personalized experience.
ROLLER's VMS strongly emphasizes security and compliance, ensuring that guest data is protected and that venues meet regulatory requirements. Additionally, the system provides reporting and analytics tools to help venues gain insights into guest patterns and behaviors, contributing to better security protocols and operational efficiency.
With its user-friendly interface and mobile accessibility, ROLLER Software's VMS aims to provide guests and staff with an efficient and seamless guest management experience.
Envoy Visitors is a widely used VMS known for its user-friendly interface, robust security features, and scalability.
It offers a range of features, including visitor pre-registration, badge printing, notifications, and integrations with other workplace tools. Envoy Visitors is suitable for various industries and has received many positive reviews for its ease of use.
Proxyclick is another popular VMS solution that enhances security and visitor experience.
It offers visitor check-in, host notifications, customizable badge printing, compliance reporting, and integrations with access control systems. Proxyclick is known for its flexibility and ability to meet the needs of diverse organizations.
Sign In Enterprise (formerly Traction Guest)
Sign In Enterprise is a VMS designed for enterprise-level organizations. It offers a range of features, including visitor pre-registration, mobile check-in, watchlist screening, and data analytics.
Sign In Enterprise is praised for its advanced security features and flexibility to adapt to complex visitor management needs.
VMS increases satisfaction and efficiencies for staff and guests
Visitor management systems are integral to modern security and operational efficiency for venues. Automating the guest registration process offers numerous benefits to various industries, including attractions.
When choosing a VMS, carefully assess your business needs and prioritize factors such as scalability and security. With the right VMS in place, you can ensure a safer and more streamlined guest experience for your venue.
Contact us for more information about how our VMS can help your venue increase security, efficiencies, and guest satisfaction.