Visitor Management System Benefits - Transform First Impression

Updated: 15 hours ago

How can business benefit from an easy and simple visitor management system? In today's blog, we will discuss the 7 powerful visitor management system benefits that you need to know. The topics cover

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 Facilities Manager and your reception staff to manage visitors without putting more efforts in.

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

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 you can be more ambitious with other visitor management system benefits:

  • A safe workplace strategy that readily communicates that you take employee and visitor safety seriously.

  • Pre-registration for expected visitors is now the minimum standard, self-certified to ensure they understand, safety is key.

  • Motion sensors and voice recognition are simple safety features.

  • Drastically reduced transition times through the reception area with express check-in features minimise congestion, even at busy periods.

  • Remote receptionists upgrade the staff and team safety whilst maintaining a ‘service-first’ culture.

  • Integrations with key partners who specialise in their respective areas enhance the service delivery dramatically.

  • Money-saving fast returns on investment being a key requirement with fast rates of return.

  • Flexibility designed into the solution, so that customised visitor journeys cater for every enterprise-grade need and can be accommodated with ease.

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

The workplace better be visibly safer

1. 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.

Microsoft’s return to the workplace survey shows the workplace being safe may be the first consideration.

A safe workplace first strategy that readily communicates that you take safety seriously is a statement in itself, but what does that mean?

Covid secure workplace

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:

  • The current remote meeting culture is now entering its 8th month and the need for a physical workplace is being questioned by some.

  • Those that “pushed” clear communication benefits of video or virtual meetings for years are not surprised that this meeting style has been readily adapted.

  • We are probably more surprised that it took so long to get “here”, where the Teams/Zoom meeting and their visual nature combined with body language means that we “got meeting message(s) quickly”.

  • Thankfully Teams and Zoom are cloud-based as it would have been interesting to see the virtual meeting scale if the servers were all in proprietary data centres.

  • The home and near home office are now ingrained in our work culture globally, however, meeting customers and colleagues in the office will still happen.

  • The need to “wow” employees, customers or contractors is now acute; if there are tape, screens and temporary signs in your buildings then the opportunity to upgrade the workplace HQ, is lost.

  • 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.

An outstanding visitor management system for office should be able to

  • Decongest the reception area using technology to pre-register visitors, contractors and even employees.

  • 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 benefits of installing a visitor management system is the increased security level for your office. A system integrated with your visitor entry management system gives your real time insight of building's safety.

There are different types of visitors coming to your building everyday, only printing a visitor badge is not efficient enough to ensure your building's security.

Options tailor or accommodate any company security policy, from the pass being upgraded to also allow security barrier access, through any global or national barrier system. The Facilities Manager now knows who has checked-in and control the visitor entry management system. Visitors entries are processed in 3 seconds and the host notified is immediate.

The reason we suggest your visitor management system should be integrated with your visitor entry management system, 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

  • Visitor management system brings security benefits to your your workplace

  • Access the camera technology to monitor reception areas

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

  • Customise digital workflows yourself

2. Reduced check-in times

Pre-registration and QR codes are a great way to help decongest receptions. 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

It’s become commonplace for us to Google a restaurant or pub and reviews their safety measures, check one-way processes and safe distancing, as well as food reviews, before booking a table. Safety is taken very seriously before we consider going there. This procedure has become no different for employees who are planning on going into an office to work. They need to know how to sign in, book desks, which floor they should work on, how to sign in and more.

Therefore, workplace safety has become the most crucial benefit of choosing the right visitor management system for your office in this era - Upgrade your workplace so it’s safer and convinces employees to return to.

An easy visitor management system for pre-registration with an informative invite to a fast and simple check-in.

Pre-registration is crucial for the visitor management systems and is now the minimum standard because it delivers so many benefits. Gamify the registration of visitors by upgrading from a sign-in book to a WOW experience.

Communicate with visitors before they have entered your lobby using automatic emails with directions to the office and a QR code that will check in your visitor in three seconds.

Numerous options can be used in order to pre-register your visitors, particularly for those who use Microsoft.

Visitor management starts from the office 365 invite

Pre-Registration can start at the invite

Microsoft Meeting Visitor Data can populate your Visitor Management system

Read how Microsoft work with Vgreet visitor management

3. A simple, automated process to assist visitors

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.

Microsoft delivers through a partner ecosystem; Condeco Software. Condeco’s two-way Microsoft sync product enhances workplace scheduling by keeping Condeco data and Microsoft data “In Sync”, which means key visitor data sits in Condeco Software. One of its modules for visitor management delivers visitor and host data via an API to integrated partners. Therefore, Condeco can see changes to host and attendee details for meetings, automatically sent from Microsoft Outlook through Condeco Software and sent straight into the Vgreet's system.

An easy visitor management system for you office will benefit facilities team and your front desk. Workplaces and services you need can be booked inside Outlook using the Condeco Outlook add-in which then syncs with Condeco’s software ensuring the meeting or desk and its services are available and complement each other.

Apart from saving money and re-allocating staff duties, the attendee receives an invite which is fully customisable. You can also add self-certification questions to the invite, saving further time upon arrival.

4. Creates a great first impression

  • Branded invited

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

When your visitor arrives at reception, any paper based sign in book should not represent your organisation's efficiency. Your visitors will be impressed by the enhanced safety measures that speed up reception transit times and guarantee both visitor staff and employee safety.

The unique QR code recognises the guest and the kiosk prints the visitor pass. Simultaneously, the visitor check-in triggers the host notification using SMS and email.

Kiosk with motion sensors and voice recognition

Motion Sensors, Voice recognition and QR code make the process touchless and fast.

Vgreet's kiosk prompt you with simple visual cues to check-in and respond to voice commands. Scan the QR code and you are offered any range of check-in process options, from visitor pass printing to visitor authentication.

In the entire process, your visitor hasn’t touched anything, has been checked into the building and the host has been notified within 3 seconds.

Efficient. Simple. Safe. Effective.

5. Enables a frustration-free visitor journey.

One of the visitor management system benefits is that it drastically reduced transition times through the reception area with express check-in features minimises congestion, even during busy periods. Fast transit times and touchless processes are very much welcomed by HR, Legal, Facilities teams and the employee, visitor and customer. There are several benefits to the options that are deliverable:

  • Visitors can get detail information about the meeting detail, host's details, meeting room's wayfinding. A digital reception team is always on the site to offer instant help.

  • Contamination of visitors and employees are drastically reduced with the removal of queuing, touching surfaces and the addition of safe distancing.

  • Reception areas with huge peaks and troughs in traffic can be managed easily - see Vodafone's video

  • Reception staff exposure can be minimised or even eliminated, with remote reception staff.

6. Enhance workplace efficiency - Everything is easy to manage, no workflows need changing!

The efficiency of “The Connected Workplace” can be delivered with the data from Microsoft flowing through our partner, Condeco Software, into cloud-based visitor Management systems like Vpod and Proxyclick.

85% of Enterprises have Office 365, but only a few realise their meeting room booking system, Outlook, building access control can all be integrated into one simple visitor management system.

The three-way software integration, which sounds like a dream visitor management solution, was launched at ISE Amsterdam in February 2020 and demonstrated to just under 150 customers and partners. These customers were able to experience a simple customer journey that enhanced the visitor experience, that removed the cost and gave wide coverage of visitors, without any manual intervention.

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 all together, It’s a slick visitor management process.

Finance teams will be delighted to know that Vpod’s Vgreet solution achieves ROI in under a year, depending on the installation type and needs. Our case study for Vodafone shows how this can be achieved.

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

7. Cost reduction

Another visitor management system benefit includes 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. Furthermore, Vgreet's partnership with Moneypenny's digital receptionists assists your reception at peak times.

Every business is different in the balance they want to achieve between the 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.

  • Early pandemic research showed that taxi drivers, shop assistants and bus drivers were disproportionately impacted by Covid-19, with reception staff not far behind and with the increased duty of care, a lot of companies are reviewing reception staffing.

  • There is a blend of options from moving the team to a safe office and then using them as a centralised resource locally.

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

  • Integrations with key partners who specialise in their respective areas, enhance the service delivery dramatically.

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

8. GDPR Compliance

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

Vgreet's integration with Proxyclick's above-industry-standard security features ensures your visitor data is handle securely and properly.

Read more about how Vgreet visitor management keeps you stay GDPR Compliance

The Connected Workplace has arrived

Watch the ISE Amsterdam video’s showing the live integrations.

Evaluate suppliers on whether they deliver a product that works but doesn’t connect to other systems making your task of delivering the connected workplace impossible. Learn more about Connected Workplace here.

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 a visitor management software can save cost 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 resource to re-engineer processes, you haven’t got to yet.

Look for a logical service

A logical services that combine, 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

Book your Return on investment, cost reduction session

How can the Facilities Manager win budget and stakeholder buy in for a visitor management system that deliver such benefits?

1. Discovery call or meeting

Suppliers should always help you to understand the battle that you have to get sign off. Suppliers have been through this process before and you need to explain your landscape, your current suppliers and stakeholders.

2. Customer Workshop

Suppliers will invest time in showing you how you can achieve the results you want, talk through how others have achieved the same or bigger goals and demonstrate them to stakeholders.

3. Stakeholder engagement

Stakeholder engagement is key as they can affect your project both negatively and positively. Be sure to involve stakeholders actively in the customer workshop, it is then easy to form a team and far easier to drive the change together.

4. List changes with simple steps

Sensibly break the changes into simple steps with highly visible changes at the forefront of your delivery plan.

5. Visible change

Does implementing visitor management software delivers visible changes that people can see? If so, it will fuel the next stages and suck in more support and enthusiasm for later stages, so get suppliers who help you invest in “hyper care”, investing heavily in the implementation to guarantee success.

6. Success measurement

Build in, measurement of success into your plan. There will be people you can’t win over with every change programme, so be ready for them with data and case studies.

7. Feedback

Design in feedback from end-users and stakeholders to “tune the project” and validate progress or the need to tune.

8. Learn and Active listening

Design learning sessions into the process and your stakeholders and customers will stay engaged. Remember, demonstrate you are listening, those that bludgeon change management rarely succeed with successive strides forward.

9. ROI

Have your suppliers work with you to demonstrate “cast iron” ROI figures that mean “sign off” is a formality. Read more about Vodafone's ROI with Vgreet.


Check flexibility is built into your solution; being able to adapt is the key to long term success.

Flexibility designed into the solution so that customised visitor journeys, that cater for every enterprise-grade consideration, can be accommodated with ease.

The right systems have flexibility built-in, from their own solution and their ecosystem, exploring this in the workshops, is key.

The right suppliers almost offer too much flexibility, do not let this confuse you, just take comfort in the fact, these features will future proof your solution.

Designed in flexibility

Check your visitor management system that can integrate with all the services you want; be it visitor entry management system, room and desk booking systems.

The 8 key visitor management system benefits

  • Enhance workplace safety with integrated visitor entry management system

  • Reduced check-in times.

  • Simple visitor management that assists the entire visitor journey.

  • Creates a great first impression.

  • Enables a frustration-free visitor journey.

  • Enhance workplace efficiency.

  • Cost Reduction

  • GDPR Compliance

Watch more Visitor Management System Videos

Read more about Vgreet's visitor management software features

Read more about Vgreet's software integration

Read our complete guidelines of visitor management

Want to know more about how we can benefit your workplace? Contact us

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