Keep Your Facility Safe & Secure with Visitor Management

By Matthew Cast, CTS, AV Life Safety & Security Solutions Engineer - 25 Aug, 2022
Data Networking Physical Security
3 Minutes Read

What is visitor management?

The process of identifying, documenting, and storing guest information at a site or facility. Proper identification and information pertaining to an organisations’ visitors is essential and can be deemed critical in the event of an emergency. Should an emergency arise, companies are responsible for verifying everyone’s safety on site. Tracking visitor information can help lead first responders to an individual’s last known location or contacting visitors to confirm their safety.

Advantages of Visitor Management software:
  • Replaces paper sign-in sheets
  • Verification of visitor information
  • Produces a database of previous visitors
  • Creates a “watchlist” of unwelcomed guests
  • Integrates with Video Surveillance and Access Control Technologies

Advances in software have replaced the need for traditional paper sign-in sheets. When integrated with video surveillance and access control, software-based visitor management can play an integral role in the overall security system. Paper sign-in sheets rely on the visitor providing the correct information upfront. Many times, front-desk staff do not verify this data, therefore contributing to the potential for error. Additionally, data from paper sign-in sheets is entered into a system manually.

Creating a safer environment while saving time and money

ID Scanners, which extract pre-determined information from a driver’s license or passport, is automatically entered in the visitor management system, along with a timestamp of the visit. ID Scanners can not only save time and money, but they can also ensure the information presented is legitimate thanks to fake ID detection. The visitor management database stores the data and can be easily recalled when a person re-visits the organisation, making the check-in process seamless. Additionally, a “watchlist” of unwelcomed guests is stored in the database. Security can be immediately notified via text or email when a person from the “watchlist” attempts to gain access to the facility.

Improve the visitor experience with self-service

Visitor management software allows visitors to pre-register before arriving at the facility. The visitor submits a request with their information, provides a reason for their visit, and identifies the person they are meeting. An employee may also submit a request for the visitor ahead of time to help speed up the visitor’s registration process. Once approved, the visitor receives an email containing any information the organisation would like to share. Examples include directions, parking accommodations, maps of the facility, etc. This email also includes a QR code in which the visitor showcases the code at a kiosk upon entry. The visitor’s picture is taken, and a temporary badge is printed. The employee then receives a notification that their visitor has arrived.

During the visitor’s approval process, the organisation’s security will grant physical access rights to specific areas of the facility. These rights determine the date, time, and particular spaces in which the visitor can enter the building. This is especially important for unescorted guests. A bar code or QR code can be printed on the temporary badge, giving authorised visitor access to approved restricted areas. All access attempts (whether granted or denied) are logged in the access control system and allow the tracking of the visitor’s movements. These movements can easily be verified using the cameras on a video surveillance system.


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Author: Matthew Cast, CTS, AV Life Safety & Security Solutions Engineer

ISO-IEC 27001 certification
Cyber essentials
Microsoft partner

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