Digital Visitor Management as a Best Practice: Part III

Posted On : Monday, January 23, 2017 By : Will Pymm

The ways in which organizations track visitors have become increasingly important over the last decade, and much of this has to do with security concerns.  Knowing who is in your facility or on your campus at any given time is a big responsibility to bear. That’s why implementing secure visitor management systems (SVMS), like RedyRef’s enGAGE VisitorCheck platform, is now often considered standard practice for many companies.  

Last week, we discussed some of the ways VisitorCheck works to facilitate the flow of guests and contractors throughout the workday.  Today, we’ll go into more detail about exactly what features have been integrated into RedyRef’s secure visitor management software to ensure both efficient visitor processing, and overall building, facility and campus security no matter who comes through the doors.

Let’s start with one of the most important features of VisitorCheck, which is its ability to offer a completely secure yet streamlined experience, facilitating communication between the visitor, security staff and the individual with whom the guest will be meeting. While this may sound simple, it’s one of the most important ways to prevent identity fraud or the admittance of those who should not be granted entrance.  VisitorCheck can be integrated with photo capture capabilities, meaning that the supermajority of people will be who they say they are, especially when that photo can be both printed on a badge and transmitted across departments.

VisitorCheck also allows for other relevant identifying information to be recorded that will help ensure a greater level of security than just a paper-and-pen sign in.  Besides integrated cameras for photo capture, signature pads can record names in the visitor’s own hand and fingerprint scanners can be added for those environments where very high-security requirements may be needed that go beyond simple identification. Information such as the reason for the visit, the type of visitor they are (guest, contractor, etc.) or the type of security clearance they have may all be relevant in certain situations.  

Once all of the identifying parameters have been selected and entered into the system, a custom, time-stamped badge can be immediately printed via a range of different printer options if desired. There are even time-limited badge stocks available that can be used for printing that will immediately identify expired badges in real time, so it’s easy to recognize individuals who should no longer be in the building.

Utilizing a self-service VistorCheck kiosk is also much more efficient and allows guests to be on their way faster than they would otherwise. Manual, paper and pen check-ins generally require a visitor to wait to be signed in by a receptionist or security employee, then cleared for entrance before notifying the on-location employee via phone call that their guest has arrived. VisitorCheck can transmit information about the guest’s arrival directly to whom they are meeting, eliminating the need to wait on a front desk employee to facilitate the meeting. Even if the employee is out of their office, they can still receive the message that their guest is waiting via email or SMS.

There are additional considerations that should be weighed when deciding which secure visitor management system to deploy. Come back next week when we’ll continue this discussion and learn more about the VisitorCheck platform. Meanwhile, if you’ve already decided that digital guest management is right for your company, the process does not need to be as difficult or complicated as it may first seem. The key to success is partnering with an experienced, vertically-integrated manufacturer like RedyRef. Contact us today at (800) 628-3603 today or request a quote online and we’ll be with you every step of the way to ensure that your program meets every one of your business’ unique needs and goals.