Visitor Management FAQs

What is visitor management? A Definition

Visitor management means tracking the usage of a public building or site, including the processing of managing visitors' arrival and ensuring they have a great experience when they are there. Visitor management usually involves a multitude of processes that keep visitors safe, secure and in the correct place.

Visitor management is relevant in many industries including commercial, retail, hospitality, tourism, finance and education.


Why is visitor management important?


Visitor management is crucial in the workplace because it ensures workplace efficiency, improves visitor and employee experience, and workplace safety. It enables Facilities Managers to know who is in the building at all times, restrict visitors to specific floors, record visitor information securely and control where contractors have access.

Visitor management can benefit businesses in many ways:

  • Automates the entire visitor management process to assist visitors.

  • Creates a great first impression with visitors and employees

  • Allows for a frustration-free visitor journey

  • Enhances workplace efficiency

  • Saves reception costs

  • Manages the return to work process after Covid-19 lockdown

  • Improves building security

  • Delivers transparency in a digital world

  • Visitor management GDPR compliance


Read more about the benefits and importance of a visitor management system


What types of visitors go to offices?


Depending on the type of organisation you have will determine what types of visitors you have. Examples of office visitors include contractors, employees, prospective new hires, delivery drivers, customers, business partners and cleaners.  

Great visitor management helps you identify different types of visitor and enhance your building's safety.

Read more about an effective way of upgrading your building's safety.


What is a visitor experience?


Visitor experience refers to the process that a visitor follows from being invited to your building, to leaving it. Good experience infers that the visitor had a positive interaction with your company, meanwhile, a poor experience is likely due to broken processes and/or negative interaction with your company. The difference between these two experiences could lead to making or losing a sale.   


A good visitor experience looks like: 

  • An informative and welcoming invite to your building Information about the meeting host, including a photo of them

  • Clear directions to your office 

  • Documents to pre-sign and the option to pre-register prior to their arrival 

  • Express check-in 

  • A warm welcome from reception, who are aware of their arrival Immediate help if the visitor needs it  

  • Intuitive Covid-19 safety 

  • Internal wayfinding capabilities  

  • Directions to the nearest toilet, fire exit, where to make a coffee 

  • Wifi codes available 

  • The host is notified of their arrival so they can be prepared Information to help them get home, such as weather details and local landmarks ​​

We believe in the concept of "Connected Workplace" to deliver the best visitor experience. The simple but significant concept: On-grid or Off-grid.

Is your visitor management system Off-Grid?


Many Facilities Managers and building operators are plagued by unconnected visitor management software:

  • Microsoft Outlook - every meeting in Office 365 has a meeting host and the guests.

  • In an “Off-Grid” unconnected workplace that data sits there serving no real purpose, except the meeting attendees, who may not know how to get to the building or how to access the meeting room.

  • Visitors have no idea if the building is COVID-19 safe, how long it’s going to take to access the building, or what processes they should follow when they arrive.

On-Grid visitor management experience 

In an “On-Grid” connected workplace, multiple visitor management systems connect and inform each other, making the workplace intuitive, informed and intelligent which deliver

  • Automates the entire visitor management process to assist visitors

  • Wow first impression

  • Frustration-free visitor journey

  • Enhance workplace efficiency

  • Save the cost of receptionists​

Click to watch more Vgreet visitor management system video.


How should companies manage visitors?


Companies must consider the entire visitor management process; from the moment the guest receives an invitation to visitor sign in, right through to saying goodbye to them in the foyer; each step of the process should be carefully considered. Companies should be aware of the techniques and best practices to deliver the best first impression of the business, delivered by visitor management solutions to upgrade the visitor journey.


Modern visitor management process looks like: 

  • An informative email invitation 

  • Google Map directions your location 

  • Full confirmation of all details such as time, date, room, host etc 

  • A QR code to enable check-in 

  • Contact details for the host 

  • Motion sensors to detect arrivals 

  • Contactless, three-second check-in 

  • COVID self-certification options 

  • Thermal temperature scanning 

  • Tailored security access 

  • Directions to the correct meeting room 


Read how Vodafone manages their visitors and other case studies. 


How efficient is your visitor management?


The efficiency of visitor management can be measured by the involvement of manual process and parts of workflows that require multiple touches. We introduce the concept of Digital Efficiency in the workplace and publish a free digital efficiency calculator tool for you to know how digitally efficient your visitor management is.

Digital efficiency does not only mean getting the latest technology but embrace a solution that can help the organisation constantly adapt and evolve with an ever-changing marketplace. We encourage you to challenge your workflow step, process and data source.

Read more about how we calculate digital efficiency and how you can improve it.


How to convince internal stakeholders to invest in visitor management?


There are three key points to remember when trying to gain buy into an idea or project:

1. Bring your stakeholders in the loop early

One of the most helpful things you can do to encourage stakeholder buy-in is to involve them early on in the project. By doing this, you allow your stakeholders to familiarise themselves with your project aims and the solution you are exploring.

2. Listen to concerns

A short stakeholder workshop is an effective way to hear out any concerns or worries that they may have before the project gains traction. During the session, you can answer questions and concerns, or take note and get back to them after the session. Your stakeholders will appreciate the chance to make comments before you go ahead with the project.

3. Communicate

Keep your stakeholders up to date throughout your project. Depending on how influential they are to your project will define how often you do this; whether it’s a daily update in Scrum, a weekly phone call, or an email update, be sure to communicate at an appropriate level.

Read more about the benefits of a visitor management system and how you can convince stakeholders.


Read more about Visitor Management in our blogs

  • Twitter
  • LinkedIn
  • YouTube

Tel: +44 (0)20 7621 6300

Address: Chester House, Unit 2:02, 1-3 Brixton Rd, London SW9 6DE

© Vpod Solutions 2020. All rights reserved.