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6 Factors to Consider When Choosing Visitor Management Systems

58 percent of the global population spends one-third of their adult life at work. Further, the American population has a life expectancy of 78 years. This means that most American employees spend at least 26 years of their life in the workplace.

Employees need to feel safe in the workplace. Businesses that don’t have reliable visitor management systems could expose their team to unintended risks. You need to consider reliable visitor management systems to help you keep track of the traffic into your business.  

Here’s what to consider when choosing a visitor management system. 

1. Speed Is of the Essence 

Granted, you want to be thorough when admitting visitors. Nonetheless, you also want to ensure that the process is seamless. 

Speed is a significant factor when selecting between multiple visitor management systems. It would help if you considered a visitor management software that will streamline the tracking of guests instead of slowing the process down.  

You don’t want to end up with a system that complicates the admission of guests. Some of the essential considerations should be a system that allows visitors to be pre-scheduled before they arrive. Working with a system that simplifies the entire check-in process can speed up the visitor log-in process and appease your guests. 

2. Consider Scalability

Your organization won’t be the same in size in the next five years. As your business expands, so will be the number of visitors frequenting your premise. You’ll need to consider the ability to carry out large-scale admissions in the future.  

Safety and security should be top of your list when thinking about the future. Even so, you also need to consider scalability.

Your visitor management system should be robust enough to grow in line with your business. You don’t want to end up having to change the VMS provider over time due to limitations in scalability. Businesses that are keen on future growth should consider scalability as a must-have feature when choosing a management system for guests.

3. Ease of Use 

User-friendliness should be a deal-breaker when considering a visitor management system. Your VMS should be easy to use to ensure full-utilization. You don’t want to spend valuable time trying to figure out how to navigate the system. 

Whether it’s the pre-booking of visitors’ interface or the self-check kiosk, you need to consider a VMS that provides easy navigation for you and your visitors. 

You might need to take your staff through essential user guides training before implementing the system. However, a reliable VMS shouldn’t also be overly technical. Avoid acquiring visitor management systems that slow down the processing of visitor information due to highly technical applications.

4. Focus on Affordability 

While you don’t want to compromise on quality, you also wouldn’t want to pay through the nose for a VSM. One of your main focuses when selecting a VMS should be on the cost of the system vis-à-vis the value it introduces to your organization’s management visitors.  You should consider a visitor management system that is cost-effective.

Affordability includes factors such as the cost of staffing and any other long-term cost needed to keep the system in operation.  It would help to consider the cost of installation and the running cost for the system prior to committing.

These additional costs should matter, and the potential service provider should be candid on any other hidden cost. Our pricing at Alice Receptionist is pocket friendly. We also don’t have any hidden charges when processing a quote. 

5. Does it give you the option to run either on the cloud or an on-premises configuration?

Technology is evolving at an alarming rate. By 2025, there’ll be an estimated 175 Zettabytes of digital data on earth. The biggest chunk of this data will be in virtual cloud storage.

Many businesses are taking advantage of the benefits a cloud-based system offers. Other businesses prefer to have data and applications reside on their private network. This can be a corporate policy, for security purposes or any number of reasons. Most Visitor Management Systems require you to choose one or the other. ALICE Receptionist allows the customer to choose either a cloud or local configuration, giving businesses the flexibility to choose a configuration that matches their needs.

6. Customizability Is a Deal Breaker  

With a visitor management system, there’s never such a thing as a “one size fits all model.” This is considering that businesses vary with the type and timing of visitors they manage. 

Are you looking for a visitor management software that’s reliable? 

Customizability should be essential when choosing a reliable VMS. A customizable system allows you to tailor-make your approach to visitors, depending on your organization’s unique needs. A unique visitor management system should be easy to update in line with the changing visitor trends. 

Customization also helps you incorporate other features such as special greetings when visitors arrive at your building.. Ensure that your potential VMS provider is open to further customization of the system. At Alice Receptionist, we allow you to customize your VSM with greetings and other features of choice to suit your needs.

Choose Your Visitor Management Systems Wisely  

Not all visitor management systems can meet all your expectations. However, your organization’s welfare, including your employees’ safety, depends on choosing a VSM that ensures comprehensive screening and tracking of every new individual visiting your premises.

It would help to consider each of these six factors before selecting a visitor management systems provider of choice. In the wake of Covid-19 a virtual receptionist will make all the difference.

At Alice Receptionist, you’ll get a virtual receptionist and a safe and secure visitor management protocol for your business.

Contact us today for comprehensive visitor management solutions.