Many industrial companies receive a wide range of visitor types that enter their facility daily. These visitors could be customers, contractors, investors, delivery drivers, and even candidates for employment. No matter what types of visitors arrive at your facility, it’s vital that you have a world-class infrastructure in place to receive them effectively and efficiently.
Afterall, you want all of your visitors to experience a positive impression when they enter your lobby. Thankfully, welcoming visitors to your facility is now more efficient and professional than ever before, due to the implementation of visitor management software.
In this article, we discuss some of the most important ways visitor management software improves the onsite visit experience for your customers, but first let’s consider how far visit management has come from its former days of using manual processes.
In the past, industrial facilities would use manual methods for checking in their visitors. Typically, visitors would sign in at a reception desk by writing down personal information such as their name, phone number, email address, and sign-in time.
After writing down this information, guests would then wait for the receptionist to escort them through the facility to their meeting room. This manual process not only pulled the receptionist away from her desk throughout the day but was also time-consuming and often resulted in guests having to wait longer than they wanted to.
In contrast, industrial companies can now take advantage of visitor management software to provide their guests with a far more efficient experience at their facilities. By harnessing the power of automation, digital visitor management systems are proving to be game changers for improving visitors experiences in a variety of ways.
Let’s take a closer look at four ways visitor management software improves the onsite visit experience for your customers.
Visitor management software offers self-guided features that streamline check-ins. When a guest arrives, the Transmission kiosk prompts them to tap the screen to begin their check-in process. During check-in, guests enter their registration information, review visit instructions, and sign required legal documents such as nondisclosure agreements digitally—all from the kiosk.
This digital sign-in functionality removes the need for a paper visitor logbook. Plus, the front-desk staff at your industrial facility don’t need to spend their time ensuring manual registrations are completed correctly. Instead, your staff can focus on making visitors feel welcomed and answering any questions they have. With digital sign-in, guests don’t get bottlenecked at the reception desk as they wait for their turn to fill out paper forms. Overall, guests spend less time waiting in the lobby as they enjoy a more streamlined lobby check-in process.
Another way onsite industrial visitor management can be improved with visitor management software is through the use of automatic notification functionality. Automatic notifications foster efficient communication between guests and their hosts at your facilities.
Digital sign-in at the lobby kiosk prompts guests to choose the host employee they are there to meet. Once the guest completes the sign-in process at the kiosk, the visitor management system automatically sends the host a notification that they are ready to meet.
This automated, rapid communication enables the host employee to quickly welcome the visitor so that they are not kept waiting for too long.
Real-time visitor monitoring offered by visitor management software provides robust security for both guests and employees. With real-time monitoring, you can easily account for all guests in your facilities at any point in time.
As a result, you can more effectively manage security breaches and other emergencies through the system. Whether the threat is a natural disaster, cyberattack, or worse, Transmission makes it extremely easy to disseminate critical information to a device everyone has access to; the smartphone via text message. This level of automation is the engine that drives proactive emergency preparedness at your facilities.
The privacy and security of customer data is more important than it has ever been before. Industrial companies must adhere to a variety of different legal and compliance standards related to how they handle customer data. These requirements include data that visitors submit when they check-in to visit your facilities.
The good news is that visitor management software provides a much higher level of security when it comes to protecting visitor information compared to paper books and records. Not only does the Transmission visitor management system protect the privacy of your visitors, but our system also protects your employees from being viewable to all of your guests. Specifically, the Transmission platform encrypts all data sent between the kiosk and the Transmission servers, and only allows authorized personnel access to your visitor data. The result of this unparalleled level of protection, is that your guests can be confident during onsite visits to your facilities that their personal data is kept secure and private at all times.