What Info Should Be Collected By a Visitor Management System

Visitor management is an essential step that is taken to keep everyone within your building safe. 

From the moment they walk through the door and are greeted by security or a kiosk, visitors can be easily identified as they move about the space.

Badges with photo identification and pertinent information are prominently displayed so that everywhere can easily see they are a visitor, who they are, and where they are going. It is a means of providing an enhanced experience for the person visiting as well as a safe work environment for employees. 

But as they come through the door, what info should be collected by a visitor management system? 

Type of Visitor

Each visitor is going to have a special purpose, regardless of what type of facility you run. Vendors, inspectors, contractors, temporary employees, interns, volunteers, parents, substitute teachers, presenters, a patient’s family, and more may want access to the inside walls of your facility. And distinguishing one from the next can be important. 

Allowing current employees to know what type of visitor someone is can ensure they are within designated areas. For instance, if you have a maintenance individual there to work on an AC repair, they are going to need access to certain areas that, say, a potential employee there for an interview would not access. Seeing someone where they shouldn’t be could raise red flags. 

Visitor Name

Collecting the visitor’s proper name is also another important piece of information that needs to be gathered upon entry. This means taking this information from a proper form of ID rather than allowing the visitor to place a name on the visitor badge – giving them the ability to write down any name they want. 

With the proper visitor management system you will then be able to track individuals over time by running reports using their proper identification. You will see when they visited, where they went, and the like. 

Destination

Where does a visitor need to go? What is their purpose for visiting your facility? These are key pieces of information to know so that you can help maintain proper security. You will see that they are where they are supposed to be – and that they are not found where they shouldn’t be. 

Investing in the right visitor management software will allow you to monitor where the visitor has been on the property, as well as see who is in each room at any given time. 

Date of Arrival

Your visitor badge should always state the date of their arrival. This will prevent someone from taking an old badge and wearing it again and again without being noticed. 

Unfortunately, paying attention to a date written on a badge isn’t always an easy thing to do when passing someone who is in movement throughout your facility. So, instead of just printing the date on the badge, you can take it even further with another precautionary step — self-expiring badges. 

Having visitor badges that self-expire can make things even more simple and enhance your level of security. These work by changing color overnight so that they cannot be reused the next day. 

The Value of Visitor Management Software

There are so many different visitor management software programs available to help you manage the security and safety within your office, school, hospital, or other facility. Finding one that will allow you to meet your needs and maintain the visitor’s experience is so important. 

Gathering details such as name, date, destination, and so forth in an easy and effective manner can keep entry flowing while keeping employees safe. 

And, at the end of the day, a self-expiring badge can ensure that the information collected today will have to be collected again tomorrow. 

THRESHOLD Visitor Management Systems, home of self-expiring badges, has developed eVisitor software that logs, identifies, tracks, and maintains reports on all visitors to keep your facility safe and secure.