Visitor Management System Benefits - Transform First Impression

Updated: Aug 27, 2021

How can businesses benefit from a visitor management system? In today's blog, we will introduce the 8 powerful visitor management system benefits that you need to know.

With so many market offerings, we will look into details about why do we call ourselves revolutionary visitor management and how do we stand out from the competition.

The topics cover

What is Visitor Management System?

A visitor management system (vms) is a solution that allows organisations to streamline and automate their visitor management process, using technology to monitor, track, and record visitor information.

We cover the topics of visitor management systems in our ultimate guides here.

Why is Visitor Management important?

Visitor Management is important to deliver the best visitor experience, enhance workplace safety and efficiency. Appropriate visitor management can prevent you from breaking GDPR regulations, and lead you to a better chance of winning a sale.

Why do we need a simple visitor management system?

There are multiple market offerings for visitor management, but the purpose of using an easy visitor management solution is not only providing a great first impression to visitors and employees but also having the right tools for the Facilities Manager and your reception staff to manage visitors without putting more efforts in.

A simple visitor management system combines technology, security, communication and analytics. Without changing much in your workflow, or adding more processes and headaches to your daily tasks at work. An easy visitor management system that is designed to be flexible, customisable, and integrates into your existing software, is the key.

Click to download our free visitor management guides tailored for your persona

8 Benefits of visitor management systems

Most visitor management starts with one simple task: to improve the all-important first impression. However, in this era, combing people and technology is more powerful than you think! You can be more ambitious with other Visitor Management System Benefits, click on any of them to jump to the paragraph.

  1. Cut out manual processes and improve digital efficiency

  2. Support your front desk staff to deliver a more personalised customer service

  3. Fully customisable workflow and the system is designed to be customised

  4. Enhance workplace safety

  5. Employee well-being

  6. A WOW first impression for visitors

  7. Cost reduction

  8. Help you stay compliant and handle your visitor's data properly

Let us explain it in detail.


Upgrade to a safe workplace, de-congested receptions, less cost

1. Cut out manual process and improve digital efficiency

Have you ever faced the problem that your reception is not aware of meeting changes and the updated visitor list?

Thousands of meetings change in size, date and time yet tasks can sometimes be overlooked; changing details with caterers or cleaners. Any change of visitors, meeting times might lead to your front desk not being able to identify visitors.

The concept of digital efficiency is based on removing manual processes and parts of workflows that require multiple touches. Amongst the top 9 challenges of visitor management, most of the facilities managers aren't aware of this visitor management system benefits - every meeting's update in Microsoft Outlook can automatically update visitor management systems.

What does that mean? You don't need to re-key the visitor details or manually update the visitor management system.

2. Support your front desk staff to deliver a more personalised customer service

Visitor management systems are not designed to replace but to benefit your front desk staff. We believe a combination of people and technology can deliver the best customer service. But how?

Vgreet visitor management system can process 2800 visitors a day while the reception team is facing unpredictable and fluctuated visitor traffic to the office.


We see this benefit especially if you have staff on standby for the peaks of traffic which leads to:

  • Queues at peak times

  • Staff won't be utilised effectively during slow periods

  • High-frequency staff turnover with bored, unengaged staff moving to more fulfilling jobs.

The visitor management system benefit here is the remote receptionists that upgrade the staff and team safety dramatically in the visitor management process, whilst maintaining a service-first culture.

Reception no longer needs much staff to handle deliveries and visitors, it can finally focus on other more complicated tasks.

3. Fully customisable workflow and the system is designed to be customised

Either you want your Vgreet visitor management kiosk to be fully branded or you want your workflow to be customised for different types of visitors, an integrated visitor management system can:

One of the biggest benefits of Vgreet visitor management system that is different from others is the ability to integrate with your building's systems. From the Microsoft invite, through Condeco and Vpod visitor management straight out to the visitor. Managing your visitor entry management system, meeting room scheduling, visitor registration altogether, It’s a slick visitor management process.

Watch Condeco Partner Director Simon Cohen demonstrate the integration with Vpod - click the picture to watch the demonstration of Vgreet Visitor Management System.


The workplace better be visibly safer

4. Enhance workplace safety

A visitor entry management system can ensure your workplace security, but safety first workplace is now a minimum standard to bring employees back.

Covid secure workplace

Microsoft’s return to the workplace survey shows the workplace being safe may be the first consideration. With employees involved in the sign off process for return to work, the duty of care now placed on facilities teams is immense. If that care is not evident, teams will stay at home.

In a recent webinar “Back to the workplace with connected technology solutions” Simone Fenton Jarvis and Anni Hood underline the need to communicate the safety of the workplace to get people returning.

Automate your visitor check-in process with touchless procedures is part of the workplace safety that readily communicates that you take safety seriously.

With visitor management systems for the office, they can

  • Decongest the reception area using technology to pre-register visitors, contractors and even employees - they are registered before arriving at your office

  • Touchless visitor check-in with motion sensors, voice activation, temperature screening, and QR code scanning.

  • Move the reception team role to remote.

  • Deployed with technology to deliver a contactless, fast transition experience, that retains the human touch.

  • Move to concierge-type technology to give a white-glove service and a safe arrival at the office.

Building's security level

Another key benefit of installing a visitor management system is the increased security level for your office.

Visitor Authentication with visitor management system is designed to monitor visitor blacklist, capture visitor photos, and verify their ID.

With a visitor management system, you will have real-time insight into the building's safety. Options tailor or accommodate any company security policy, from the pass being upgraded to also allow visitor access control through any global or national barrier system. The Facilities Manager now knows who has checked in and control the visitor entry.

The reason we suggest your visitor management system should integrate with your access control, as organisations need to give different permission to different levels of visitor entry:

  • Employees entering the building with their employee ID

  • Contractors you might restrict to certain floors

  • Suppliers access to floors like Catering to one floor

  • Cleaners to all floors but only out of hours

  • Visitors only has the access to the meeting room

  • Access the camera technology to monitor reception areas

  • Who is currently on-site and who is not.

  • Customise digital workflows yourself

5. Employee well-being

Technologies like visitor management systems could benefit your employee's well-being by delivering a safer workplace.

Ricoh Denmark sees the benefits of increased employee and visitor safety. This challenge is even more relevant now than ever. Ricoh introduced workplace safety technology in their Denmark office. Michael Nielsen, a leader at Ricoh in Denmark introduced a workplace scheduling system that managed safe distancing, workplace booking, cleaning vendor management in a simple APP (Desk, Mobile and Web-enabled). The impact of this introduction was welcomed by employees.

Ensure your workplace is safe and increase the experience

“The impact of this introduction has been adopted well by employees because they are re-assured, plus we are keeping their elder relatives safe by ensuring their safety when they are in the office”. - Michael Niesen, Ricoh Denmark

We also introduced the importance of the psychological effects of Covid-19 to bring employees back to the office. Screen and tapes for social distancing in the office and front desk staff working at a busy reception, will all lead to employee's anxiety about returning to the workplace.

The right visitor management system for your office benefits employees' well-being by protecting them. Upgrade your workplace so it’s safer and convinces employees to return to it.

Based on Microsoft's annual work trend report, we've written a very insightful blog about employee well-being as a new smart workplace trend,

6. A WOW first impression for visitors

The first impression counts! Are your visitors impressed by visiting your office? Do you want them to think"Wow, this company really is different"? The other visitor management system benefit is to impress your visitors, leaving an outstanding company image. But how?

  • Branded invited

Visitor management systems send out a branded invite that tells your visitor where to go, showcase your logo and branding for a professional look, and a QR code to scan on arrival in an invite. Visitors can add the details to their calendar with a click, and host contact details are in hand.

  • Express check-in with pre-registration

Visitor management systems can pre-register visitors, communicating with visitors before they have entered your office using automatic emails with directions to the office and a QR code that will check in your visitor in three seconds.

Visitor management starts from the office 365 invite

Pre-Registration can start at the invite

Visitor data you key into Microsoft to organise meetings can automatically populate your visitor management system

Read how Microsoft work with Vgreet visitor management system


The Vgreet kiosk prompts visitors with simple visual cues to check in and respond with voice commands. Visitors can have their temperature screened, and scan the QR code they received in the email. In 3 seconds, their visitor pass is printed and the host is notified.

within 3 seconds.

Efficient. Simple. Safe. Effective.

  • More personalised experience

The visitor management system can even further impress your visitors with:

- The direction to the meeting room via an interactive indoor wayfinding map

- Live traffic information

- Face-to-face digital receptionist video concierge when visitors need help

- A dashboard of smart building's information such as building usage.

- Leave a feedback

Read more about how you can improve your visitor experience

7. Cost reduction

Every business is different in the balance they want to achieve between a better experience, more efficient visitor management and cost reduction. However, as with many things, the pandemic is switching the focus, accelerating the demand for virtual reception services.

  • Whether it's cost, safety or the fact that most of the tasks can be automated, the savings are substantial with a typical return on the investment that can be achieved in under 1 year.

  • This catches the eye of most financial directors as they swiftly see the advantages of taking £45k per Full-Time Employee (FTE), fully cost with holidays, sick cover, to the bottom line. Or as is increasingly popular, move to a single concierge that compliments the automation, still achieving the return on investment.

Read more about how we can save costs for different types of receptions.

8. Compliance

The manual process of collecting, managing, erasing the data require techniques and experience which might lead to a single point of failure. Adopting a simple visitor management system is a wiser option to manage visitor data legally and stay compliant easily.

Read more about how visitor management systems can keep you stay GDPR Compliance

Interested already? Let's start from here, or contact us directly at the bottom of this page

  1. The Ultimate Guide of visitor management systems

  2. Don't want to read? Watch our case study videos

  3. Where do I start re-engineering my visitor management? A list of tools to re-engineer your reception step by step

  4. Assess your current visitor journey and visitor management efficiency

  5. Download free visitor management guides for your persona


How can Facilities teams choose the most suitable software supplier?

Look for suppliers that connect to each other

Suppliers need to demonstrate experience engineering talent, who have thought of your challenges and worked out for you, how to overcome them. Be wary of suppliers that say they can do everything. Specialists that talk to each other, eco-systems of suppliers that complement each other, that are best in class in their areas, are the key to your success.

COO’s expectations

Manage the COO’s expectations that you “want to experience engineer” to drive up the experience and drive down the costs, delivering processes that are efficient and intuitive.

Data insight

Question every supplier, challenge them to help you engineer the experience, challenge them to deliver data that provides insight, to help engineer the right cost base, experience and efficiencies.

Look at ROI, not cost

Start talking “return on investment” not cost. Budgets as a term are replaced by returns on investment and returns on the experience you delivered.

Learn how visitor management software can save costs for you

Impact measurement

Measure the impact of experience engineering on your customers - be they employees, contractors or visitors, and then share the data and visitor feedback with people like HR, COO, to help secure more resources to re-engineer processes, you haven’t got to yet.

Look for a logical service

A logical service that combines, touchdown desks that come with day lockers, visitor systems that know the meeting room you're in and alert the host, start walking the customer journey and think of your customer.

Understand your need

Spend one day with an employee, a contractor and a visitor and watch how they use your building, what things do and don’t work, question them about what needs to change, even get an “experience engineering panel” set up to receive input and measure success.

Helpful videos of existing integrations

Vpod to Condeco Room Systems

Vpod to Proxyclick visitor access control