Why you need a visitor management system

Electronic management systems (VMS) are a version of the visitor sign-in sheet and are increasingly the choice for most businesses and institutions. They provide a more secure and traceable way of tracking people visiting a building or site and are proving very popular.

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A critical component of the systems is that they provide analysis of visitor data on everyone who has passed through reception and that information can be useful for the organisation.


At this point, it is important to understand the impact of the General Data Protection Regulation (GDPR) introduced in May 2018, which introduced rules on data protection within the European Union. Full details of the regulation can be found at the EU site.

It is important to ensure there is a balance between the smooth check-in of visitors and the requirements of the GDPR. That check-in can be speeded up by using a VMS, especially when visits have been pre-booked, and information stored on the system. It will also help to set standards for the ID which visitors will need to provide on arrival.

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When looking for a visitor management system UK companies offer many options such as those found at www.ofec.co.uk/web-and-software-development-services/digital-visitors-and-staff-signing-in-book.aspx.


Introducing a VMS also ensures that visitors receive a professional service, in terms of how smooth their sign-in is, and the documentation they receive on arrival, such as clean crisp printed pass including date and time of arrival. Adding the company or institution name and logo, and possibly an image of the visitor, also improves the image of the organisation and enhances security.

Other than security issues, a VMS can help to improve costs. If you have contractors visiting your building you will be able to track the time they have spent on the premises and compare this with the hours you have been billed for.

You will also improve your environmental footprint by cutting down on paper records.

In case of emergency, a VMS also comes to the fore. If there is a need to evacuate the building or site it is vital that the team responsible for this understand exactly how many people are present, including visitors. A VMS will provide this information at the touch of a key, and also indicate where visitors are likely to be within the complex.

A VMS provides the seamless communication essential in your workplace.

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