How a Visitor Management System Can Improve Safety & Security for Workplaces, Offices

Offices often have a lot of people walking in and out of its premises, and installing a CCTV camera at the entrance no longer cuts it as enough workplace security. In order to avoid any data security breach or physical threat from unwanted and dangerous visitors, it is important to make the shift to visitor management systems. These cloud-based solutions enhance the security of any workplace by identifying and recording the data and movement of every visitor in an office.

Ways in which a Visitor Management Software improves security for workplaces

Visitor management systems are much more advantageous and advanced than traditional paper logbooks where there is a lot of room for human error and security breaches. Here are a few ways in which visitor management software can enhance workplace security:

Monitors visitors coming in and going out of the office premises

The very first way in which visitor management systems enhance the security of workplaces and offices is by monitoring the movements of people in and out of the premises. With a visitor management digital reception in place, every person who steps into the entrances of a workplace will need to submit personal data like phone numbers, e-mail ids, photographs, and so on. This data is then saved into the cloud for future reference. Placing these systems at the entrances of workplaces can easily deter any criminal-minded or dangerous person from entering the premises. For offices with multiple entries and exit points, monitoring visitors with a centralized visitor management system is much more helpful than having CCTVs or security guards.

Creates watchlists

Not all visitors are wanted or preferred on the premise. Due to different reasons that might cause a security breach in the workplace premise, certain visitors can be denied access to the secured premises. This can be done with the help of watchlists which are created and stored on the visitor management systems. A quick background check of the visitor’s details on the database can help the system identify between wanted and unwanted visitors easily. Moreover, hosts and employees can also categorize visitors into wanted and unwanted guests on the system.

Real-time notifications and alerts

With the traditional visitor management techniques of entering information into logbooks, no employee could be instantly notified about a visitor coming to see them. It is pretty easy for any person to walk in and claim that a particular employee is supposed to host them, even if in reality, the employee has no such plans. With visitor management software, employees can get instant notifications and visitor alerts on their phones. In case a visitor’s name is on the watchlist of the software, that particular visitor is denied access to the building.

Ensures compliance by visitors

In case a workplace requires the visitors to sign certain legal documents such as Non-disclosure agreements, on-site rules, waivers, etc., visitor management software can ensure compliance to these by visitors. These documents can be stored and presented to visitors on any of the digital and centralized visitor management system. After their digital signature is procured, these systems store this information on its cloud. In the event that a visitor does not comply with the legal requirements, the software notifies the officials immediately.

Visitor ID Badges

The security of workplaces, businesses, and offices are at risk with the traditional employee key cards and paper visitor passes. These can be easily misplaced, misused, and tampered with. A traditional visitor pass issued manually can be reused by visitors again and again, thereby compromising the security of the workplace. As such, workplaces should resort to issuing visitor ID batches digitally. A visitor management digital reception gives each visitor an ID badge that cannot be tampered with. These ID badges have the photograph of the visitor, the name of the person they are visiting, and the expiry date as well. Hence, these cannot be used by the visitor to access the site after a certain time limit.

Emergency Evacuation and Response

In case an unwanted visitor makes it through the entrance, everybody is alerted and notified. If such a scenario poses serious threats, an emergency evacuation can be easily carried out. The visitor management software will locate not only the whereabouts of the visitor but will also monitor the employees’ movements so that nobody is stuck inside.


Ensuring the maximum security possible for both employees and visitors is a primary concern for every workplace administration. An effective visitor management software can arm workplaces and offices against all possible security breaches, and increase work efficiency and employee productivity.

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Author: Chanakya Kyatham

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