How Visitor Management Systems Benefit IT Departments

One of the top concerns for most IT teams is cybersecurity. While there’s no denying that cyber-attacks can wreak havoc on the operations of industrial facilities, physical data breaches done by perpetrators gaining access to your building can be just as concerning. Physical data breaches include actions such as stealing devices, downloading digital files, taking unauthorized video or photos, and much more. 

In these instances of physical security breaches, your IT team plays a vital role by helping to safeguard physical access to the building. Thanks to visitor management systems, your IT department can easily discourage attacks from perpetrators by recording unauthorized sign-in attempts, printing ID badges to identify approved guests, and restricting access to sensitive areas of your facilities.

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With a visitor management system, your IT team can easily automate the process of gathering signed legal forms.Instead of processing each visitor manually and informing them of the visit requirements, IT departments can conveniently serve visitors highly customized consent forms right at the check-in kiosk. Examples of these consent forms managed by the industrial visitor management system include agreements not to use video or photographic equipment, liability waivers, non-disclosure agreements, and more. Moreover, the LobbyFox visitor management platform can also pre-register visitors by issuing consent forms automatically in advance of the visit. An additional beneficial aspect of managing visitor consent forms with LobbyFox is that the forms are stored in perpetuity, which gives your IT team assurance that they will have convenient and reliable access to this data in the event of an audit or investigation.

Managing what pieces of visitor information employees and other guests can or can’t see is another area that places a substantial burden on IT departments. However, visitor management software makes this process much less cumbersome by automatically ensuring visitors to your facilities have their information kept private and secure. For example, the names of visitors are no longer visible to other guests like they would be if you were still using a paper logbook. Moreover, private information such as a visitor’s address, and phone number are kept out of public view by entering and storing information in a secure, digital environment rather than the reception desk. Your IT team no longer has to build time-consuming custom software applications to manage visitor privacy since industry-leading visitor privacy comes standard with the LobbyFox system.

Robust reporting features provided by visitor management systems allow IT teams to anticipate and avoid problems before they happen. With reporting dashboards, IT teams can view visitor reports seamlessly across all locations in just a few clicks. In the past, IT departments often struggled to bring together different sets of visitor reports from isolated databases. With LobbyFox, IT teams get a real-time, centralized view of visitor reporting in a single interface.

Not only does a visitor management system reduce the number of tasks for IT departments, it also eliminates the need to upgrade data center infrastructure for implementation purposes thanks to the cloud. Without LobbyFox, your IT team will have to manage dedicated servers to maintain security and reporting. With the cloud-based technology of LobbyFox, visitor data is stored remotely and is easily accessed by your IT team right when they need it.

With so many benefits offered to IT teams by LobbyFox, it’s no wonder that the common feedback we receive is how much easier our system made the task of managing information security for visitors. Our system is easy to deploy, requires little to no infrastructure changes, and very limited ongoing maintenance.