It’s common for companies to receive visitors—contractors, sales representatives, maintenance personnel, or potential clients. in many cases, these visits are scheduled in advance, allowing time for proper preparation. however, unexpected visits also happen, and they often come without prior notice or planning. that’s why having a fast and efficient visitor management system is essential. it ensures a positive experience for the visitor and helps maintain the company’s professional image. these are the key factors to make it work:
1. Opening hours available to the public
The person visiting the company’s premises should know when they can come and be sure they will be attended to. It is therefore essential that the opening hours are clearly displayed—both physically at the premises and on the company’s website and social media channels. In addition, this information must always be kept up to date, reflecting seasonal schedule changes or closing dates.
2. Reception area always operational
When entering the premises, it should be immediately clear where to go and who to speak to. That’s why it’s important to have a reception desk with staff always available to assist anyone who arrives.
3. Automation
The best way to ensure flawless visitor management is to implement software that automates and streamlines the entire process, minimising human error and the lack of accuracy in manual systems. It’s also important that the system can be integrated with the company’s access control system.
4. Immediate registration
When a visitor arrives, their personal and contact details must be recorded, along with the reason for their visit and any luggage or materials they bring with them. It’s essential to log the exact entry and exit times. Only by storing this information in the system can you know who accessed the premises, when, and for how long. If the system is also integrated with various access control mechanisms such as doors or turnstiles, you can track which areas of the premises the visitor accessed.
5. Access device
Once the person is registered and the reason for the visit is clear, it’s necessary to provide them with a card or another device that not only identifies them as a visitor to the rest of the staff but also grants access to lifts or specific areas.
6. Assignment of a host
If the visitor needs to access a specific room or office, it’s advisable for a staff member to accompany them to ensure they don’t get lost or accidentally enter restricted areas—especially if it’s their first time at the premises.
7. Monitoring
To maintain security on the premises, the visitor management system must allow real-time tracking of each person entering, showing the access points used with their visitor card. It’s also essential to keep a detailed historical record, providing lists of visits received during a specific time period—information that can be extremely useful in the event of an emergency evacuation.
Grupo SPEC’s visitor management module allows you to welcome your visitors in a fast and professional way. If you need more information, please contact our customer service team.
