A visitor management system (VMS) is a software solution that streamlines the process of registering, tracking, and managing visitors to your facility. 

In simpler terms, it’s a digital tool that replaces the old paper sign-in sheets and helps you keep track of who is in your building. Visitor management systems can enhance security, improve the visitor experience, and streamline reception tasks.

A visitor management system (VMS) is a valuable tool for any organization that regularly receives visitors. Here are some key situations where a VMS can be particularly beneficial:

• High volume of visitors: If your business gets a lot of foot traffic, from clients and vendors to delivery personnel and job candidates, a VMS can automate the sign-in process, saving time for both reception staff and visitors.
• Security concerns: A VMS can enhance security by requiring pre-registration for visitors, tracking their whereabouts on-site, and ensuring they only have access to authorized areas.
• Compliance needs: For organizations in regulated industries, a VMS can help ensure compliance with visitor management protocols.
• Improving the visitor experience: VMS can create a more professional and welcoming first impression for visitors by offering a streamlined sign-in process and providing them with information about your facilities.

Here are two ways to manage office visitors, depending on your needs:

• For a streamlined and secure solution, consider using a visitor management system (VMS) like Joan.  VMS software automates the sign-in process, tracks visitors throughout your office, and ensures they only have access to authorized areas. Joan’s visitor management system goes a step further by integrating with calendar tools, allowing you to pre-register visitors and automatically notifying your host of their arrival.  This creates a smooth experience for both your team and your guests.
• If you have a lower visitor volume and a smaller office, a simpler approach might be sufficient. You could create a paper sign-in sheet for visitors to log their name, company, and host. However, this method can be time-consuming to manage and doesn’t offer the security benefits of a VMS.

There are two main approaches to creating a visitor management system (VMS): developing your own custom system or using a pre-built software solution like Joan.

• Developing a custom visitor management system requires significant technical expertise and resources. You’ll need to design the software, build the user interface, integrate with other systems, and ensure data security. This is a time-consuming and expensive option, best suited for large organizations with specific needs not met by existing solutions.
• For most businesses, a pre-built visitor management system is the most efficient and cost-effective solution. Platforms like Joan offer a user-friendly interface for both receptionists and visitors, streamline the sign-in process, and provide valuable features like pre-registration, badge printing, and visitor tracking. Joan’s VMS is easy to set up and integrates seamlessly with existing tools, making visitor management a breeze.

A visitor management system (VMS) like Joan transforms how visitors are received in your office. Here’s the process:

• Pre-registration (optional): Joan allows you to set up pre-registration for expected visitors. This saves them time upon arrival and streamlines the sign-in process.
• Self-service kiosk or app: Upon arrival, visitors use a sleek Joan kiosk or a mobile app to sign in. They enter their information, answer any required screening questions, and might even capture a photo for identification.
• Automated notifications: The system instantly notifies the visitor’s host of their arrival, often through email or integrated chat applications. Your team can then greet their guest promptly.
• Badge printing (optional): Joan can print a professional visitor badge displaying the visitor’s name, photo, and company affiliation. This adds a layer of security and professionalism.

A visitor management system (VMS) offers several key benefits that can significantly improve your office environment. Here’s why it’s important:

• Enhanced security: A VMS strengthens security by pre-registering visitors, tracking their location, and restricting access to unauthorized areas. This can deter unwanted guests and ensure the safety of your employees and sensitive information.
• Streamlined processes: VMS automates the sign-in process, saving time for both reception staff and visitors. No more manual paperwork or long wait times.
• Improved compliance: For organizations in regulated industries, a VMS can help ensure adherence to visitor management protocols.
• Positive first impression: A VMS creates a professional and efficient experience for visitors. They can quickly sign in and feel welcomed, reflecting well on your organization.
• Data and insights: VMS can provide valuable data on visitor traffic patterns, which can be used to improve office space utilization and reception staffing.

Having a visitor management system (VMS) can have a significant positive impact on your organization in several ways:

• Security: A VMS bolsters security by requiring pre-registration, tracking visitors on-site, and potentially limiting access to specific areas. This deters unauthorized entry and safeguards your employees, property, and confidential information.
• Efficiency: VMS streamlines the visitor sign-in process through automation. Visitors can self-register using kiosks or apps, eliminating paper forms and long wait times for both them and reception staff.
• Compliance: For businesses in regulated industries, a VMS helps ensure adherence to visitor management protocols. This can be crucial for maintaining compliance and avoiding potential fines.
• Improved Experience: VMS creates a more professional and welcoming first impression for visitors. The streamlined sign-in process and clear information about the facility enhance their experience.
• Data & Insights: VMS provides valuable data on visitor traffic patterns. This information can be used to optimize office space utilization, adjust reception staffing levels, and identify areas for improvement.

Visitor management system (VMS) pricing can vary depending on the specific features offered, the number of users and locations, and the chosen plan. 

Joan visitor management system for instance offer professional plans around €99 per location, per month (excluding tax) if paid annually. This price point typically includes core features like self-service sign-in kiosks or mobile apps, pre-registration options, visitor tracking, reporting and other. 

If you’d like help choosing the right solution for your organization, feel free to contact us!