Visitor management systems are about more than risk management and security. Making a polished first impression is essential for businesses to build trust with visitors and improve overall brand experience.
Any visit to a workspace or facility by a customer, partner, vendor, or candidate is an opportunity to make a good first impression that extends to enhancing the overall brand experience.
Here are four key objectives your visitor management system should achieve to support a better overall visitor experience.
Objective 1: Simplified Pre-Registration & Seamless Check-In Experience
Efficiently welcoming visitors while maintaining visibility and control of site security is crucial for enhancing your brand image. To align with a better overall brand experience, ensure the following features are incorporated into your visitor management system:
Simplify pre-registration with calendar invites. Preregistration simplifies tedious tasks from visitors' arrival experience and reflects positively on your brand by supporting a frictionless check-in experience. Additionally, it allows your guests to fill out any requisite information ahead of time, including NDAs, health forms, IDs, or questionnaire responses. By allowing registration ahead of a visit, you ensure that upon arrival, visitors can quickly collect their badge and meet their host.
Provide touchless sign-in via QR code. Create a safe and welcoming environment by enabling guests to sign in using a no-touch process with QR code integration. Additionally, touchless sign-in speeds up the time it takes to welcome large groups - preventing long lines and wait times.
Enable self-sign-out. Gain a more accurate and actionable understanding of who is in your building by enabling self-sign-out functionality. When visitors can easily sign themselves out, receptionists and admin staff are automatically notified, time stamps are recorded, and any necessary follow-up visitor management actions can be activated. Self-sign-out simplifies the visitor experience without compromising essential visitor management functions.
Notify a receptionist if in-person help is needed. Avoid frustrating experiences for visitors by promptly offering in-person assistance when needed. By implementing a system that notifies receptionists when a guest requires help, you can prevent confusion and elevate your brand by providing a personal touch.
Objective 2: Create a Personalized Experience
Visitor management systems play a crucial role in creating a personalized experience for each guest. Here are some ways these systems can enhance the visitor experience with a personalized touch:
Create tailored flows for different visitor types. Welcome your visitors with a personalized check-in process that is customized to their specific visit. Visitor management systems offer the flexibility to create tailored check-in workflows for different visitor types. Whether it’s NDAs, waivers, questionnaires, or video messages, you can customize the check-in process to match the specific requirements of each visitor.
Create branded welcome screens & custom-printed badges. Customize screens and badges with not only visitor information but also your company logo and brand colors. Check-in is an opportunity to reinforce a consistent identity and culture that makes your organization unique.
Set specific or default hosts. Ensure that each visitor is connected with a host, either through a specific assignment or default selection. This one-on-one connection fosters a personalized approach and ensures guests are not stuck waiting in the lobby or reception area.
Objective 3: Automate Branded Badge Printing
A robust visitor management platform can automate the badge printing process, eliminating the need for manual involvement from receptionists or administrative staff. This technology solution allows for the creation of customized badge designs and quick on-site printing, ensuring a seamless experience for both staff and visitors.
Objective 4: Automatic Notifications
Automation is key to improving efficiency and enhancing the visitor experience. Visitor management systems offer automatic notifications that streamline workflows and provide real-time updates. Here’s what you should expect:
- Instant messaging & recording for arrivals, sign-ins, sign-outs, location data
- Custom text, details & instructions based on visitor type
- Watch & block lists
- Custom communication channels to streamline workflows: SMS, email, Slack, Teams, etc.
- Emergency alerts & communications
Important note: notifications need not (and should not) be only for receptionists and admin staff. Visitors can receive welcome instructions, forms, details, instructions, and more.
Learn More About Visitor Management Systems
A comprehensive, fully-featured visitor management system can provide a host of benefits to businesses that welcome visitors to their workspaces or facilities. In addition to strengthening security, visitor management systems deliver powerful brand value by elevating the guest experience from arrival to departure.
Key recommendation: look for flexible visitor management solutions that understand the requirements of today’s hybrid workspaces and have the potential to support continuous experiential improvement and create lasting value.