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The demand for Visitor Management Systems is increasing rapidly. According to a source, the global VMS market is projected to rise from $1.6 billion in 2023 to $3 billion in 2028, with a CAGR of 13.7%.
Their presence would become noticeable across North America, Asia Pacific, and Europe, with North America becoming the largest market during the forecast period. In 2023, the application of the Visitor Management System became prominent in smart buildings in North America, primarily across corporations in the BFSI, Retail, and Telecom industries.
The growing demand in North America is also due to the fact that it is home to major VMS software and service providers. Besides this, the penetration of Visitor Management Systems across countries is happening for many other reasons.
What is a Visitor Management System?
A visitor management system is often software or an app used to log information about guests who have arrived at a premises. The solution even maps visitor movements and prevents them from accessing unauthorized sections of the building. Moreover, the information collected through such solutions proves useful in reconnecting with guests in the future.
Traditionally, logbooks or registers were the primary mode of collecting guest information, but they weren’t scalable or as reliable as modern-day SaaS solutions. Let’s examine the advantages VMS can provide to organizations.
5 Key Benefits of Visitor Management Systems
Enhances the Guest Experience
Modern-day Biometric Visitor Management Systems reduce guest waiting time in the lobby area. Guests can check in to the premises with a simple face scan and QR pass. The reception, admin, or security personnel don’t need to issue a physical access card, minimizing the guest hassle and enhancing the experience.
If the host or guest has pre-scheduled a meeting with their biometrics and received a digital QR pass, the host receives the information of their arrival after their scans, followed by a simple approval process.
Additionally, biometric VMS doesn’t require users to re-issue their identities upon regular visits but can speed up the meeting process by selecting the host. The solution simplifies the sign-in process and decreases the sign-in time.
Makes Record-Keeping Easy
A digital visitor management system eases organizations’ record keeping. It collates data during the one-time registration process and helps to track frequent visitors. Moreover, the information collated from such a digital solution can help to track visitor logs easily and ascertain their most common reasons for visiting.
A VMS can even track records of additional visitors and vehicles to allocate space for their upcoming visits. The information helps administrators streamline vehicle check-in and checkout of the premises simultaneously and manage the same on records.
Visitor logs also ascertain records about guests who have yet to leave the premises during their allocated meeting duration and alert admins and hosts about the same. The record viewers can check the visitor names, designation, purpose, and other critical information without any error. This is often a major problem with organizations still using traditional logbooks or bookkeeping systems.
Uplifts the Organization’s Security
A digital visitor management solution also enhances the organization’s security and lowers the IT helpdesk costs. The one-time onboarding process of the best VMS often consists of KYC verification and creating a digital identity linked to the ID proof.
The information helps prevent unauthorized access to the premises. Different from traditional punch cards or tokens, which can be misused if stolen and keep security personnel uninformed about visitor access, digital VMS, especially linked with biometrics, prevents access without account creation.
Moreover, such a digital solution also keeps the host, guest, administrators, and security personnel informed about the visitor’s arrival and departure. The involved people receive alerts during any attempt to access the premises. As a result, if the guest is not present and an attempt to access the premises is noted, action can be taken in real-time against the perpetrators. Additionally, a biometric VMS also refrains anyone from going to restricted areas.
Derives Analytics & Reports
A new-age visitor access management solution also curates data and analytics about the logs. People in the HR, admin, or managerial domain can use the information to learn more about the employee’s daily activities, types of meetings, average meets, types of visitors, etc.
Moreover, the analytics derived from the solution can ascertain the average time spent during meetings, which can prove beneficial in curating the productivity hours and provisions required for streamlining the meetings more efficiently.
The report also curates vehicle and guest data, which includes their names, designation, company name, and purpose of the visit. It also provides information about walk-ins and scheduled meetings, which helps to determine the average walk-in or scheduled meetings and associated details with them.
Earlier, admins or security personnel who required such information had to manually scrape through the data, which resulted in either misinterpretation, delay in delivery, or abandonment of the task altogether.
Lowers the Administrative & IT Costs
A new-age visitor management system reduces the administrative and IT helpdesk costs. It eliminates the need for raising tickets and receiving approval for the access pass. As a result, there is no longer a cost burden for resolving any queries associated with them.
Moreover, traditional systems like logbooks, registers, and punch cards had costs associated with them. They also incurred regular maintenance and the cost of handing them over to personnel to take care of them. Even after such a process, deriving information from them was a time-consuming process.
Furthermore, the installation and maintenance of a digital visitor management system don’t require any specialized hardware or training. As a result, the organization saves on expenses it could have incurred.
Conclusion
Visitor Management Systems provide a range of benefits, from enhanced security to lowering administrative costs. However, the primary benefit is for the guests, as it revamps their experience by diminishing waiting time and eliminating queues.
On the other hand, it provides seamless access to the guest to check in and check out of the premises without the hassle of undergoing stringent security. The best-in-class VMS comes with digital user onboarding incorporating KYC verification and the creation of an identity.
The advanced VMS provides access via face scanning or a digital QR pass. The premises become more secure as the visitors receive limited access linked to them. Schedule a demo to learn more about the advantages of our Visitor Access Management Solutions for your organization.