Secure Your Workplace with Paperless Visitor Management System
30 Jul, 2023 2:34 PM
Why VISITOR MANAGEMENT SYSTEM is the way to go! It seems odd to still be using paper and pen as the only way to register the visitors to your buildings or businesses and to control and know who is on-site at any given moment in an era where almost everything is being digitalized - from lightning and climate control to meetings.
Interestingly, just a couple of years ago, the paper guest book were still the most popular means of visitor registration in companies worldwide.
At Security Systems International Ltd, we have decided that time is up for the paper visitor log in Kenya. And here’s why:
1. It is not efficient
A digital visitor management system fixes all these problems:
• No more incomplete or unreadable data
• Documents can be signed digitally upon check-in
• Visitor data is automatically stored in the cloud
• Easy access to visitor data from wherever you are
• Easy to analyse, search or create visitor reports
With your guests signing in on a tablet and their data being stored automatically, your receptionist can focus on their most important task: providing a great welcome experience for visitors.
2. It is not safe
Nobody wants a fire or a gas leak to happen, but emergencies do occur, and in that case it is of utmost important to know exactly who is on-site. Paper logbooks are useless in times of emergency.
This is how a digital Visitor Management System (VMS) helps you keep your visitors safe:
• Precise information is available on who is on-site and who has already left
• Visitor data is accurate and complete
• All data can be accessed via the dashboard, on any mobile device
• Alerts can be sent out to every visitor on-site, along with prevailing safety procedures
• In case your tablet gets damaged, all data remain accessible
3. It violates your visitors’ privacy
Some of the data you ask your visitors to provide may be confidential or sensitive information. Personal information about your visitors is exposed to anyone who enters your reception area after them. Not everyone likes their name, along with their phone number and (company) address to be lying around for everybody to see.
Yet, this is exactly what happens when you use a paper sign-in book. Go paperless to protect the privacy of your guests. In comes the digital visitor registration system:
• All data is stored privately and securely in the cloud
• Data can only be accessed by authorised people
• Private information isn’t accessible for others to see
• Easy to adhere to GDPR requirements
4. It is annoying to visitors
Filling out a few blanks is time consuming, especially with queues. Most visitors find this very unpleasant and may be stressful to a guest who is already running late or who doesn’t have all required data at hand. It gets even worse when your receptionist isn’t around and your visitor is forced to wait to sign in.
A digital VMS holds several advantages:
• No more queues to sign in
• Filling out the form is easier, with autocomplete and preregistering options
• A host is notified at the same time the visitor checks in, which reduces waiting time
5. It is bad for your image
First impressions matter a lot. For your company, it all comes down to the reception area to make a good impression on your guests. What will they think about a sloppy and old-fashioned paper log book, that doesn’t comply with modern safety and privacy regulations?
A digital system for visitor management helps you make a great impression on guests:
• A professional check-in experience
• A visually attractive system, that is quick and easy to use
• It tells your visitors that you’re a welcoming and innovative company
6. It is not sustainable
All companies produce waste. Even when you own just a small business, there is no escaping packaging, food and paper waste. One very easy way to reduce waste is to manage your visitors digitally. Paper books and traditional badge printing are costly, and use up a lot of paper.
A digital VMS helps you save costs and reduce your carbon footprint:
• Digital sign-in apps aren’t expensive, even for small companies
• Guests sign in digitally and data is automatically stored in the cloud: no need for large stacks of paper
• Going paperless helps you to reduce waste
7. It is not flexible
The data a guest is asked to provide, often varies from company to company and even from visitor to visitor. How can you fix this with a paper-and-pen sign-in sheet?
With a digital VMS - you guessed it - it’s a piece of cake:
• A digital VMS helps you provide a custom experience for different visitor types
• Customized welcoming and sign-out messages for each type of visitor
• Customized sign-in fields for each type of visitor
• Choose which visitor types are presented with legal documents, NDA’s, surveys, …
• Decide which visitor types will have their picture taken and a badge printed
• Reflect your branding by customising lay-out, colours, images, logos, etc…
Organizations looking to create an amazing customer experience via their visitor management system can get in touch with us for this touchless technology.
Our Contacts:
Safaricom: +254 727 700 939
Mobile: +254 780 233 251
Gilgil Industrial Park, Go-Down 1, Gilgil Rd, Off Enterprise Rd, Industrial Area, Nairobi
Email: [email protected]
Visitor Management System Paperless Visitor Register Digital Visitor Management System . Paperless Logbooks Digital Sign-In Apps Security Systems International Ltd Kenya Nairobi
Business Information
- Name Security Systems International Ltd
- Website http://www.securitysystemsintltd.co.ke
